Avoid These Mistakes for Timely and Accurate Processing
IPAFFS notifications – common errors
We have identified some common errors with IPAFFS notifications that have been submitted to us. Please see the details below.
IPAFFS notifications submitted late
Consignments arriving on a container ship: the IPAFFS notifications must be submitted at least 24 hours before arrival at the Port of Felixstowe.
Consignments arriving on a ferry: the IPAFFS notifications must be submitted at least 6 hours before arrival at the Port of Felixstowe or Harwich International Port. The trailer and truck number(s) must be included to enable the IPAFFS notification to be processed.
No documents attached to IPAFFS
All documentation should be uploaded to the IPAFFS notification before submitting. This applies to all risk categories for CHED-Ps and to all CHED-D notifications.
Advice on uploading IUU documentation to a CHED-P notification is available on our website https://www.porthealth.uk/import-guidance/iuu/#ImportControls2 .
The following documents should always be uploaded:
- Invoice
- Packing list
- Bill of lading or CMR
- Copy of the CDS entry
Container/trailer number incorrectly filled in or no container/trailer number declared
Consignments arriving on a container ship: the container number(s) must be included to enable the IPAFFS notification to be processed.
Consignments arriving on a ferry: the trailer and truck number(s) must be included to enable the IPAFFS notification to be processed.
The container/trailer number needs to be added under the ‘Description of the goods’ ‘Additional details’ section in IPAFFS.
This is what the section looks like – you must answer Yes to the question ‘Will your goods be imported in shipping containers or road trailers?’ and then enter the container number or the trailer and truck number along with any seal numbers.
Consignments arriving on a container ship: the ‘Transport to the Border Control Post (BCP)’ section should be filled in with the vessel information i.e. the name of the ship the container is arriving on.
Consignments arriving on a ferry: the ‘Transport to the Border Control Post (BCP)’ section should be filled in with the road vehicle information i.e. the truck and trailer number the goods are arriving in
Estimated arrival at the BCP/Point of Entry
It is essential that the ‘Estimated arrival at BCP/Point of Entry’ section is completed as accurately as possible to assist with processing of consignments, especially those arriving on the ferries.
Felixstowe ferry arrivals are at 04:00, 15:00, 22:00.
Harwich ferry arrivals are 04:00 (from Europoort), 05:15 (from Hook of Holland) 18:30 (from Europoort), 19.45 (from Hook of Holland).
Please ensure you state one of the above times as appropriate for the port of entry.
Catch certificate reference numbers in IPAFFS
It would help speed up processing of your documents if the catch certificate reference numbers are added in the formats suggested in this document P:\Public\general\IUU fish\Website\Catch-Certificates-format-of-ref-number-per-country-of-issue-1.pdf .
More than one health certificate attached to the IPAFFS notification
There should only be one live health certificate attached to the IPAFFS notification.
Where there is a container/trailer with more than one consignment requiring a health certificate, please attach the health certificates to the relevant CHED notifications. Do not attach all the health certificates to all the CHED notifications. This delays the processing of your documents and also delays the documentary check being completed.
Low Risk consignments
A number of issues have been identified with Low Risk consignments including:
- No documents attached in IPAFFS
- Approved establishment details left blank
- Weight and package numbers not matching the commercial documentation
- Container / Trailer / Seal numbers not filled in or filled incorrectly
- Notifications submitted late
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