GB SPS Controls: Common Errors (General, IPAFFS, EHCs)

Read our summary of common errors in SPS controls, IPAFFS and EHCs

Read our summary of common errors that have been identified through the documentary checks undertaken since the import controls were implemented on 31 January. Avoid these common errors to reduce the chance of further checks.

General Errors

Error: Low-risk consignments lacking accompanying commercial documents.

Recommendation: Ensure low-risk consignments include relevant commercial documents from the supplier, such as invoices or packing lists. Although low-risk consignments are exempt from routine checks, it's essential to have documentation in case checks are conducted based on intelligence.

Error: Incorrect categorization of composites. Recommendation: Verify that goods are accurately identified as composite products, which contain both low and medium-risk components. Confirm the product's status with exporters to ensure correct risk assessment and categorization.

Error: Attachment of multiple health certificates to a single pre-notification. Recommendation: Each health certificate should correspond to a single import notification, except for "compound" products. For mixed loads containing multiple medium-risk goods, ensure each item has its own import notification.

IPAFFS Import Notification Errors

Error: Inconsistent risk categories (low/medium) on the same CHED.

Recommendation: Submit separate pre-notifications for low-risk products. If different low-risk products are included on the same CHED, ensure they are destined for the same initial destination and arrive via the same means of transport.

Error: Description discrepancies between CHED P and EHC.

Recommendation: Align descriptions on the CHED and EHC to facilitate identification and match certifications. Consistency in descriptions, including net weights, gross weights, commodity codes, and package details, is crucial.

Error: Mismatch of consignee details on CHED P and EHC.

Recommendation: Consistency in consignee details across CHED and EHC is essential for smooth processing. Ensure accuracy and alignment in spellings, abbreviations, and contact information.

Error: Failure to complete the establishment field in the CHED.

Recommendation: Include the establishment of origin in the import notification to provide necessary information for inspection and verification processes.

Error: Incorrect uploading of IUU documents to IPAFFS.

Recommendation: IUU notifications should be sent directly to Port Health Authorities (PHAs) as per current guidelines. Starting April 30th, attach IUU documents to IPAFFS notifications for fish imports to Great Britain.

Export Health Certificate Errors

Error: Incomplete region of origin details.

Recommendation: Ensure accurate region of origin information by referring to approved lists. Provide complete and correct details to avoid delays or rejection of shipments.

Error: Misrepresentation of local authority details.

Recommendation: Use the correct name of the organization responsible for issuing and overseeing certifications. Provide accurate information to facilitate smooth processing.

Error: EHC signed and dated after dispatch date.

Recommendation: Certificates must be signed and issued before dispatch to ensure compliance with regulatory requirements. Avoid discrepancies between the certificate issuance date and dispatch date.

Error: Incorrect deletion or omission of attestations.

Recommendation: Complete attestations as per the model certificate guidelines, ensuring accurate representation of applicable attestations. Properly handle deletions, either by hand with initials and stamps or electronically with valid digital signatures.

Error: Use of incorrect model certificate.

Recommendation: Use official documents provided by competent authorities and avoid directly copying model certificates from Gov.uk. Ensure all necessary information is included in the certificate to meet import requirements.

Error: Signature and numbering errors.

Recommendation: 

Ensure proper signatures, stamps, and sequential numbering of certificate pages for authenticity and traceability. Follow guidelines for manual and electronic certification processes.

Error: Lack of regionalization code.

Recommendation: Include the correct regionalization code for products subject to regionalization measures to comply with import regulations and facilitate proper handling and inspection.