It is a requirement that Suffolk Coastal Port Health Authority applies fees and charges for the work it carries out.
If you are going to have to make payments to us in the future, please see the below for information on setting up a finance account with us and best ways to make payments.
We have an internal system called PHILIS that holds your financial information including any payments made to us and also any debits taken from the account.
If you would like to set up an account with us please email port.health@scpha.gov.uk advising you would like to set up a finance account and providing the below information.
Once we have confirmed your account is active we can start receiving payments and allocating funds to case work carried out.
We can receive payments via BACS, CHAPS or Credit/Debit Card Payments. We will provide our bank details once you have contacted us to set up your account.
For a card payment please use the East Suffolk Council online payments which can be found here: East Suffolk Council online payments.
Please select either Port Health Low Risk Import Charges or Port Health Agent Top Up Only.
It is important to note that we will not add funds to your PHILIS account until they show on Lloyds Bank Account. We will access this multiple times a day and allocate as soon as we see the funds have hit our bank account – This means even if you make a same day payment the funds may not be allocated to your PHILIS account until the next working day.
BACS payments can take up to three working days to clear, these wont be allocated until cleared and shown on our account.
Organisations who have high volume or regular trade with us tend to adopt a strategy of making a lump payment covering the anticipated weekly expenses, ensuring your finance account is in surplus. We can also put an account alert amount on your account where we will email you if the funds in your account have gone below a certain level.
We will email the account contact email address every time we allocated funds to your account, this will include the new account balance.
When funds are drawn from the account we will email once a transaction is made. This will include the amount taken, the consignment it relates to and information on the work carried out and the remaining account balance.
If there are no funds in your account for us to draw from we will email you an insufficient funds email advising the amount we want to draw, the consignment it relates to and the work carried out. Please be aware we do not send invoices.
Each month we will send a fully itemised statement to your contact email address. This will cover all the previous months transactions, both credits and debits.
The requirements for the application of fees and charges are set out within The Retained EU Regulations (Regulation (EU) 2017/625, known as OCR) as amended by “Official Control (Animal, Feed and Food, Plant Health) (Amendment) (EU Exit) Regulations 2020 (SI 2020/1481)”
https://www.legislation.gov.uk/eur/2017/625/contents
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The HM Government Departments are the National Competent Bodies and they own the Policy and advice / guidance provided. SCPHA accept no responsibility for the accuracy of the information within HM Government documents.
HM Government helplines and online forum details can be found here.
Port Health inspection charges are calculated annually on a cost recovery basis.
This means that the charges represent the cost of overheads plus third party costs, including staff, office space and other equipment, plus the cost of any materials needed.
For many products the cost of the sample varies depending on size and the nature of the analysis.
Samples that appear unsatisfactory will be subject to confirmatory testing to establish exact levels which will increase the cost.
The retained EU Regulations (Regulation (EU) 2017/625, known as OCR) as amended by “Official Control (Animal, Feed and Food, Plant Health) (Amendment) (EU Exit) Regulations 2020 (SI 2020/1481)” set out the requirements for the application of fees and charges.
Regulation (EU) 2017/625 of the European Parliament and of the Council
We continually monitor our activities to check that we are providing a good service to our stakeholders.
We continue to develop new ways of working to streamline our service delivery by reviewing our working practices and adopting IT and mobile working solutions. It is anticipated that this will ensure that our operating costs, and hence charges, are kept to a minimum in the future.
Online payments can be made here.