operators contact users languages TRACES Member listings sanitary Union production requirements electronic access traceability Competent Border

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1 EU/EFTA Countries documents Plants Toolkit Checks EC Commission economic European origin non-animal operators TRACES TRAde EU gateway application national EXPORT LMS single market common languages Better ICT data veterinary helpdesk food RASFF Competent View news CVED tools user live discover expert non-eu users Release note Version 6.35 Installation date: 12/12/2016 Intended for TRACES users notification feedback information Entry animalsvideo Unit establishments code Local Member electronic production sanitary contact access traceability Border listings Union requirements certification consignment DG Customs consumers Legislation business IMPORT different training intra-eu country products management Official TRACES TRAde Control and Expert System case procedures PART By-products health system Authorities environment submission use Decision UM processes Health and Food Safety

2 Table of contents I. DOCOM... 4 I.1. Acknowledgment of receipt... 4 I.2. Search criteria Without acknowledgement... 4 II. INTRA... 5 II.1. Official private Veterinary (OPV)... 5 II.1.1. OPV and certificate as replacement... 5 II.1.2. OPV and notifications of controls... 5 II.2. Transiting members states and print out... 5 II.3. Combined transport option Road vehicle/ Plane... 6 III. IMPORT... 6 III.1. Certificate reference number size... 6 III.2. Local veterinary unit and Import certificate... 6 III.3. Competent Central Authority and IMPORT... 6 IV. CVED A... 7 IV.1. Exotic invasive species... 7 IV.2. Transhipment and third coutry... 8 IV.3. Search criteria... 8 V. CVED P... 8 V.1. Reimportation... 8 V.2. Search criteria... 9 VI. CHEDPP... 9 VI.1. Exotic invasive species... 9 VI.2. Link with EUROPHYT VI.3. Search criteria and table of results VI.3.1. Responsible for the load VI.3.2. Place of destination VI.4. Laboratory tests VI.4.1. Motivation and Emergency/detained VI.4.2. Sample must be kept VI.4.3. Country of Origin and Country from where consigned VII. CED...14 VII.1. printing of laboratory tests results VII.2. Search criteria / 17

3 VIII. EXPORT...14 VIII.1. Reference number size VIII.2. Commodity certified for IX. TRANS Module...15 IX.1. Container number and Consistency check IX.2. Fiche for sampling IX.2.1. Field Applicant IX.3. Password validity duration / 17

The tab Acknowledgement has been added to allow confirmation of the arrival of the goods and its conformity.

4 I. DOCOM I.1. Acknowledgment of receipt Following paragraph 2 chapter III from annex VIII of Regulation 142/2011, an economic operator at destination can acknowledge reception of a consignment covered by a DOCOM. The tab Acknowledgement has been added to allow confirmation of the arrival of the goods and its conformity. This acknowledgement is notified to local authorities at origin and destination as to central authorities in charge. Please note that the function control remains accessible to Authorities to allow further verifications. I.2. Search criteria Without acknowledgement A new search criteria Without acknowledgment has been added in the DOCOM screen. When this tick-box is not selected all certificates are displayed. When this tick-box is selected only certificates without acknowledgement are displayed. 4 / 17

II. INTRA II.1. Official private Veterinary (OPV) II.1.1. OPV and certificate as replacement An OPV to whom certificates are manually assigned can now replace them by using the function copy as replacement.

OPV and notifications of controls An OPV to whom certificates are manually assigned will now receive a notification about controls done on the only certificates he has validated An OPV to whom

5 II. INTRA II.1. Official private Veterinary (OPV) II.1.1. OPV and certificate as replacement An OPV to whom certificates are manually assigned can now replace them by using the function copy as replacement. An OPV to whom certificates from its LVU are automatically assigned can replace them all using also the function copy as replacement. II.1.2. OPV and notifications of controls An OPV to whom certificates are manually assigned will now receive a notification about controls done on the only certificates he has validated An OPV to whom certificates from its LVU are automatically assigned will receive all notifications concerning all certificates of the LVU to which he is attached. LVU to which OPV are attached will continue to receive all the notifications concerning them. II.2. Transiting members states and print out All members states selected in box I.27 Transit through Members states are now printed in the PDF. Limitation to three countries has been lifted. 5 / 17

II.3. Combined transport option Road vehicle/ Plane The combined transport option Road vehicle/ Plane is now available in box I.

2 Certficate reference N, under the tab reference to enter 50 alphanumeric characters instead of 25 previously.

Local veterinary unit and Import certificate UVL can now access to the IMPORT certificate linked to a CVED (P and A) via the hyperlink in

6 II.3. Combined transport option Road vehicle/ Plane The combined transport option Road vehicle/ Plane is now available in box I.16 Means of transport III. IMPORT III.1. Certificate reference number size It is now possible in box I.2 Certficate reference N, under the tab reference to enter 50 alphanumeric characters instead of 25 previously. This information is integrally copied in box II;a under the tab Certification. III.2. Local veterinary unit and Import certificate UVL can now access to the IMPORT certificate linked to a CVED (P and A) via the hyperlink in the box 10 Veterinary documents created during the cloning of the IMPORT into a CVED. III.3. Competent Central Authority and IMPORT It is now possible for a CCA to see all IMPORT certificates, even whose for which the box I.12 Place of destination has not been fulfilled. 6 / 17

IV. CVED A IV.1. Exotic invasive species As to conform to art 15 of regulation 1143/2014, controls on exotic invasive species are available in the CVEDA.

7 IV. CVED A IV.1. Exotic invasive species As to conform to art 15 of regulation 1143/2014, controls on exotic invasive species are available in the CVEDA. Exotic invasive species, as from regulation 2016/1141, are flagged and when selected in the box Identification of the animals in the tab Animals of the CVEDA the new column invasive species is then automatically activated. Validation of the CVEDA is therefore permitted only if, as conforming to art 8 of regulation R 1143/2014, these species come with an import permit and the Inspector ticks the new column allowed. When importation is possible, destination must be known and inspector must filled in the box 39 Details of Controlled destination in the tab Acceptance under the part decision. When import permit is missing, rejection is mandatory and it will be mandatory in TRACES to select 5.a invasive species in box 37 Reason for refusal in the tab refusal in the Decision part. 7 / 17

IV.2. Transhipment and third coutry It is now possible to select a third coutry in box 18 For transhipment to in the tab Purpose in the part Consignment. IV.3.

8 IV.2. Transhipment and third coutry It is now possible to select a third coutry in box 18 For transhipment to in the tab Purpose in the part Consignment. IV.3. Search criteria Search criteria has been introduced for Responsible for the load and place of destination in the search screen. (Cf VI.3.1 et VI.3.2.) V. CVED P V.1. Reimportation In case of reimportation and without control of the CVEDP done by the LVU in charge of box 8 Delivery address, a notification is sent with the message A control must be filled for the following CVED-P certificates:. This reminder is send every week and this type of notification is not manageable through the menu Modify User Profile. 8 / 17

Exotic invasive species, as from regulation 2016/1141, are flagged and when selected in the box I.29.

9 V.2. Search criteria Search criteria has been introduced for Responsible for the load and place of destination in the search screen. (Cf VI.3.1 et VI.3.2.) VI. CHEDPP VI.1. Exotic invasive species As to conform to art 15 of regulation 1143/2014, controls on exotic invasive species are available in the CHEDPP. Exotic invasive species, as from regulation 2016/1141, are flagged and when selected in the box I.29. Description of commodity of the CHEDPP, in the tab commodity the new column invasive species is then automatically activated. Validation of the CHEDPP is therefore permitted only if, as conforming to art 8 of regulation R 1143/2014, these species come with an import permit and the Inspector ticks the new column allowed. When importation is possible, destination must be known and inspector must filled in the box II.17 Details of Controlled Destinations (II.11, II.15) in box II.11 ACCEPTABLE for free circulation in the tab Acceptance under the part decision. When import permit is missing, rejection is mandatory.it will be mandatory in TRACES to select invasive species in box II.16 Reason for refusal in the tab refusal in the Decision part. 9 / 17

VI.2. Link with EUROPHYT To allow TRACES to report to EUROPHYT a new potential risk, two new drop-down menu have been added to Box 14 Reasons for interception in the tab Risk/measure in the part

10 VI.2. Link with EUROPHYT To allow TRACES to report to EUROPHYT a new potential risk, two new drop-down menu have been added to Box 14 Reasons for interception in the tab Risk/measure in the part Europhyt : d. Non-EU regulated harmful organism and e. Non-specie harmful organism. These two menus open only when the reason for interception Other reasons: presence of harmful organism is selected and when this organism is a Non-EU regulated harmful organism and the species is not known, hence the Non-specie harmful organism menu. 10 / 17

the load is now available in the search screen and a column

11 VI.3. Search criteria and table of results VI.3.1. Responsible for the load The search criteria Responsible for the load is now available in the search screen and a column Person responsible for the load is now available in the table of results. 11 / 17

VI.3.2. Place of destination The search criteria Place of destination is now available in the search screen. VI.4. Laboratory tests VI.4.1. Motivation and Emergency/detained In box II.

12 VI.3.2. Place of destination The search criteria Place of destination is now available in the search screen. VI.4. Laboratory tests VI.4.1. Motivation and Emergency/detained In box II.6 Laboratory tests in the tab Checks in part Decision a field Motivation with values Random and Suspicion and a tick box field Emergency/detained have been added.. these are reported in the PDF. 12 / 17

Laboratory Tests screen in the tab Laboratory Tests in part decision.

13 VI.4.2. Sample must be kept A tick-box Sample must be kept has been added in the screen Laboratory Tests screen in the tab Laboratory Tests in part decision. This information is reported also in the PDF. VI.4.3. Country of Origin and Country from where consigned Country of Origin and Country from where consigned are now available in the PDF form. 13 / 17

14 VII. CED VII.1. printing of laboratory tests results When a CED was issued and keep on status IN PROGRESS while waiting for laboratory test results, then when the results was entered the PDF of the lab tests was not corrected accordingly. This has been corrected and the result is updated in the PDF of the sampling sheet. VII.2. Search criteria Search criteria has been introduced for Responsible for the load and place of destination in the search screen. (Cf VI.3.1 et VI.3.2.) VIII. EXPORT VIII.1. Reference number size Following an emergency request from Canada,it is now possible to fill up to 26 alphanumerical characters in box I.2 Certificate reference N instead of 25 previously. This information is integrally reported in Box II.a in the tab Certification. VIII.2. Commodity certified for Following creation of Health Certificate for the export of Processed Pet Food, including canned pet food to Canada and Export of Processed Pet Food, including canned pet food to Canada, values Ornamental Bird food and Pet food have been added and will be activated only for the relevant certificates. 14 / 17

. IX. TRANS Module IX.1. Container number and Consistency check In case of sea transport, alone or combined, a coherence control on the format of the container number has been introduced.

15 . IX. TRANS Module IX.1. Container number and Consistency check In case of sea transport, alone or combined, a coherence control on the format of the container number has been introduced. Format must follow ISO 6346 standard AAAAnnnnnnn composed with 4 letters and 7 digits. If this format is not respected TRACES will display an error message. Boxes concerned : I.23 (INTRA/IMPORT/DOCOM/DECLAR), I.21 (EXPORT), 17 (CVED A), 16 (CVED P), I.19 (CED) et I.16 (CHED PP). Please note that it is not mandatory to introduce the container number however. IX.2. Fiche for sampling IX.2.1. Field Applicant The fiche for sampling has been adapted in order to be used by both phytosanitary and veterinary authorities. In Applicant, veterinarian is replace by inspector and a field for the address has been added.. This fiel is automatically filled from the informations of the inspector who sign the certificate. 15 / 17

16 IX.3. Password validity duration Password validity has been extended to six months. 16 / 17

17 TRAde Control and Expert System TRACES is a multilingual online management tool which notifies, certifies and monitors trade in animals, products of animal origin and feed and food of non-animal origin, as well as of plants, seeds and propagating material. TRACES is an e-government system, following the requirements of the EU Digital Agenda towards dematerialisation of health documents. Dr Didier CARTON Head of the TRACES Sector European Commission Directorate-General Health and Food Safety TRACES Sector F101 6/169 B-1049 Brussels Tel.: Mail: sante-traces@ec.europa.eu Application: Website: Presentation: TRACES Toolkit: This information sheet is intended for TRACES users. You can find this document and download it here. Updated: 9 December :36 PM

TRACES. User Manual Entry documents Part II. Intended for... Competent authorities (EU/EFTA BIP/DPE/DPI)

TRACES. User Manual Entry documents Part II. Intended for... Competent authorities (EU/EFTA BIP/DPE/DPI) User Manual Entry documents Part II Intended for... Competent authorities (EU/EFTA BIP/DPE/DPI) Certification of... I. CVED Common Veterinary Entry Documents II. CED Common Entry Documents III. DECLAR