Transition of CVEDs and CHED-Ds from TRACES Classic and TRACES NT to IPAFFS

 

As you will be aware, at present consignments of certain foodstuffs and products of animal origin have to be declared to the Border Control Post at least 24hrs prior to arrival. This is done for products of animal origin by completion of a Common Veterinary Entry Document (CVED) on TRACES Classic and for consignments of certain types of high-risk food not of animal origin by completion of a Common Health Entry Document (CHEDD) on TRACES NT

From 7th December both types of notifications for imports into GB must be made on the UK’s IPAFFS system. The flowchart below shows which system should be used:

 

Accessing IPAFFS

To access IPAFFS, go to:

https://www.gov.uk/guidance/import-of-products-animals-food-and-feed-system .

Then click ‘Start Now’ to get to the login page. If you have not registered on the system before then click on ‘Create sign in details’ to start the process.

 

Submission of IPAFFS CVEDs/CHEDs to Felixstowe BCP

Please note the following if submitting CVEDs/CHEDs to Felixstowe BCP. We need you to follow this advice to ensure a smooth transition in the BCP from TRACES/TNT to IPAFFS.

 

Which system to use

Please do not complete the CVED/CHED on both systems. This is difficult for us to handle internally and will lead to delays in processing and releasing  your consignment. Therefore, if you do submit documents on both systems and these are dated before 7th December you will be contacted to ask which one you want us to use and we will then process and check that document only.

For CVEDs/CHEDs dated 7th December onwards, we will process these only if they have been produced on IPAFFS.

We understand that ALVS will continue to take feeds from both TRACES/TNT and IPAFFS and will automatically clear consignments for some days after 7th December regardless of whether the CVED/CHED was completed on TRACES/TNT or IPAFFS so there is no need to replace a TRACES/TNT CVED/CHED just because a consignment declared on TRACES/TNT has not been released by 7th December. However, make sure your Customs entry matches the number of the CVED/CHED you submitted to us to enable automatic clearance as at present.

 

Agent company name

For IPAFFS CVEDs/CHEDs you must write your company name on the printed CVED/CHED in box I,8. Unfortunately box I,8 ‘Operator responsible for the consignment’ shows only the personal name of the person completing the CVED/CHED and their address but not their company name. Without this  information we cannot process the CVED/CHED

 

Printing

  1. Must be double-sided

Unfortunately the CVED/CHED has the consignment details on one page and the signature details on a second page and there is no certificate reference number on the second page to link it to the page with the consignment details. Therefore you must print double-sided so it is clear the pages are linked.

  1. Printed pages not required

Although the system will present pages 3 and 4 for printing, page 3 is for the results of our checks and page 4 for follow-up inland, which is rarely required. Therefore you do not need to print page 3 (“Part II : Controls”) and page 4 (Part III: Follow up) when submitting CVEDs/CHEDDs to Felixstowe BCP.

 

Who to contact

IPAFFs is a DEFRA system and we do not have access to add or amend exporter, importer, delivery address on the system or deal with access or login enquiries. All such enquiries must be directed to the APHA helpdesk APHAServiceDesk@apha.gov.uk or Telephone: 03300 416999.

 

Notes from completion of IPAFFS CVEDS/CHEDs

The following may help when completing the CVED/CHED

 

  1. Region codes:

A region code is required for certain products of animal origin which have animal health requirements. It means that products can be imported only from specific regions in a third country on animal health grounds rather than being permitted from the whole country

If a region code is required you will find it in box I.8 of the certificate e.g. CN-1. It is particularly applicable to meat and meat products from certain countries. Region codes are not required for fishery products

 

  1. Transporter details:

This refers to the transport after import. Tick ‘no’. We might require such details in the future for certain animal by-product imports where the transporter from BCP to delivery address needs to be approved under animal by-products legislation but we will advise further if we do.

 

  1. Volume of consignment

In the ‘additional details section’ you will be asked to complete the ‘total gross volume’ of the consignment which has unfortunately been made a mandatory field.

If you know the gross volume e.g. from the bill of lading you can enter it but we will also accept completion of this box with 0  (i.e. zero) ‘meters cubed’

 

  1. Seal

The official seal box must be ticked if the seal you are declaring is stated on the health certificate – all seals stated on the health certificate are now considered official seals.

If you are stating a seal which is not on the health certificate but is on the commercial documents only then leave the box unticked.

 

  1. Accompanying documents:

In the box ‘Accompanying documents’ you have the option to upload copy documents as you did in TRACES. You can do so, (typically copy health certificate, invoice, bill of lading, packing list), but we still require the original health certificates and paper copies of the commercial documents to be submitted with your CVED/CHED until further notice.