Kenya Electronic Single Window System

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1 [KENYA TRADE NETWORK AGENCY] STANDARD OPERATING PROCEDURE Kenya Electronic Single Window System Prepared by Kenya Trade Network Agency (KENTRADE) August 30, 2013 The purpose of this document is to present the Standard Operating Procedures (SOP) for the above mentioned Procedures facilitated through the Kenya Electronic Single Window System (KESWS)

2 ACKNOWLEDGEMENTS The Kenya Trade Network Agency (KENTRADE) would like to thank the Stakeholder organizations who collectively contributed to the development of this Standard Operating Procedure document. This guidance document would not have been actualized without their knowledge, time and effort. DISCLAIMER While all the efforts have been made to ensure that the document is error free, KENTRADE welcomes any omissions identified after finalization of the document. Mention of trade names or commercial products does not constitute endorsement or recommendation for use. 1

3 STANDARD OPERATING PROCEDURE APPROVALS: Revision Number: 1.0 Effective Date: 31 st October 2013 Approved by Trade Facilitation Manager: Daniel M. Kiange Sign: Date: Approved by Project Director: Amos Wangora Sign: Date: 2

4 1. Introduction 1.1 Purpose The purpose of this Standard Operating Procedure (SOP) document is to describe the standard procedures to be followed by the Kenya Electronic Single Window System (KESWS) users. Procedures must be in place to ensure the accountability, traceability, and consistency of activities while using the Single Window System. Once signed-off and approved, the SOPs document will serve as a roadmap to assist stakeholders in the use of KESWS. The procedure should be easily accessible to the users who interact with KESWS or the Stakeholders systems one way or the other. The SOP should be used in conjunction with the KESWS user guide that provides specific details regarding use of the KESWS. 1.2 Scope This SOP document highlights the procedures having a bearing on international trade and logistics procedures i.e. import, export and transit related transactions. 1.3 Document Convention The document captures the procedures using elaborate descriptions of the step and also presents graphical representation of the steps. The following process/steps symbols are used: Process Diagram Symbol Meaning An activity within a process Process Start and End Decision Single document or Product 1

5 Process Diagram Symbol Meaning Electronic Data Direction of Process flow 1.4 Context Diagram The context diagram defines the boundary between the Kenya Electronic Single Window System and its environment, showing the entities that interact with it including the Payment Gateway and the other Stakeholder systems. This diagram is a high level view of the system and having an understanding of the modules will put the SOPs to perspective. The diagram is as follows: Traders lodge Documents Kenya Electronic Single Window System (KESWS) Regulatory Agencies Process lodged Docs Clearing Agent TRADENET Shipping Line/ Agent OGA Release updates Query Risk Profile KPA KWATOS KRA SIMBA Importer/Exporter Request MD & CD Approval OGA Module Response hit profle Risk Management Module MD & CD Approval/ Rejection Risk Parameters Payment Gateway Government Agencies PPB TBK Port Health KEPHIS HCDA DVS KEBS 2

6 2. Procedures 2.1 Application for the Import Permit Procedure- DVS SOP Number: 0001 Title: Procedure for application of an Import Permit Revision No: Effective Date: 31/10/2013 Issued By: TRADE FACILITATION MANAGER Date: 31/10/2013 Approved By: DVS(Director of Veterinary Services) Date: 31/10/2013 A. OVERVIEW: Import Permits for veterinary goods are intended for the importation of live animals(both domestic and game), eggs, semen, embryos, hides and skins, unprocessed leather, animal feedstuffs, fertilizers, incubators, hives, milk and other milk products, honey, veterinary drugs, vaccines, genetically modified animals, micro-organisms and feedstuffs. B. SCOPE OF PROCEDURE: The import permit generated is only valid within the scope of the above stated goods and time frame as directed by the DVS. As a prerequisite to formal application to DVS, the importer will first apply for an import declaration form from Kenya revenue authority. Additionally, in case of milk and milk products, the application has to be lodged first with the Kenya dairy board. Similary, applications concerning veterinary drugs and vaccines are first lodged with Pharmacy and poisons board. C. RESPONSIBILITIES: C.1 Importer is responsible for submitting the applications to both KRA and DVS. C.2 DVS is responsible for import permit appraisal and subsequent approval. C.3 KRA is responsible for issuing the IDF. C.4 Customs officer gives final clearance of the goods after approval by the port veterinary inspector, who is an agent of the DVS. 3

7 C.5 Pharmacy and poisons board also receive the application for importation of veterinary drugs and vaccines before it is taken to DVS. PPB and KEBS will also inspect this consignment at port of entry. C.6 For milk and milk products, Kenya dairy board will receive the application before DVS approval. C.7 Kenya bureau of standards and the port public health officer will also inspect milk, milk products, meat, meat products and honey imports at port of entry. C.8 For genetically modified animals and feedstuffs, the importer will apply to the National biosafety council, who will give the approval after consultation with DVS. C.9 KESWS will process the applications, route them to the relevant agencies for action and forward the responses back to the importer. D. REQUIREMENTS Registration requirements; Importers of semen, embryos should be registered with DVS. Hides, skins, unprocessed leather- with DVS. Milk and other dairy products- with Kenya dairy board. Veterinary drugs- with Pharmacy and poisons board. Vaccines- with KEVEVAPI. Genetically modified animals and feedstuffs- with National biosafety council. Meat and meat products- with DVS. E. DEFINITIONS E.1 KESWS- Kenya Electronic Single Window System E.2 DVS- Department of veterinary services E.3 PPB- Pharmacy and poisons board E.4 KRA- Kenya revenue authority E.5 KEVEVAPI- Kenya veterinary vaccines production institute 4

8 E.6 IDF- Import declaration form E.7 OGA- Other government agencies E.8 UCR- Unique consignment reference number E.9 CD- Consignment document E.10 CO- Checking officer E.11 IO- Inspection officer E.12 KEBS- Kenya bureau of standards E.13 PPHO- Port public health officer G. STEPS The steps below describe the application, submission and approval of import permit for veterinary goods. Details of interaction are available in the KESWS user guide. G.1 The importer is already registered with the relevant agency as outlined previously. Importer applies for IDF from KRA. G.2 Importer logs into OGA system and selects the OGA, consignment type (in this case a consignment document), document type, process required. The online form is displayed depending on the selections made. System retrieves importer details from the UCR and pre-populates the common fields. G.3 Importer fills in all the other tabs i.e. transport, goods and item details and submits the document. G.4 Import permit reference number generated if application is successful. G.5 Checking officer from DVS receives the import permit request by logging into the OGA system and clicking on view all requests page. 5

9 G.6 CO verifies the information and documents on the request and flags for inspection if required. G.7 CO updates the approval status of the request. If the request is approved, importer is asked to pay the import fees before the DVS issues the permit. Payment may be done over the bank counter or by prepayment. G.8 If request is queried, importer will re-submit the request after responding to the query. G.9 If request is put on hold due to insufficient information, importer has to provide this information off-line before CO can approve. G.10 If request is rejected, importer has to make a fresh submission. G.11 The importer transmits the import permit to the veterinary authority of the exporting country, where inspection of the goods is done. If the import conditions of Kenya are met, the exporting country issues an international veterinary certificate, also known as an export permit, authorising for the goods to be exported to Kenya. G.12 Importer delivers the goods plus the accompanying export documents to the Kenyan port of entry where they are received by the customs officer. G.13 If CO had flagged for examination, the port veterinary officer, who is the IO in this case, will receive the request for examination. G.14 IO inspects the goods and documentation and gives approves if all is in order. G.15 In case of veterinary drugs and vaccines, the PPB IO will also inspect the goods. G.16 In case of meat, meat products, honey, milk and milk products, KEBS and PPHO will also inspect the goods. G.17 Importer receives alert after final approval. 6

10 G.18 For transit goods, DVS will issue the transit permit off-line. This will be submitted to customs officer and port veterinary inspector for clearance. 7

DIRECTORATE OF VETERINARY SERVICES (DVS)

DIRECTORATE OF VETERINARY SERVICES (DVS) STANDARD OPERATING PROCEDURE FOR THE KENYA ELECTRONIC SINGLE WINDOW SYSTEM (KESWS) ON THE APPLICATION OF IMPORT AND EXPORT PERMITS INTRODUCTION PURPOSE OF DOCUMENT