System Outage Contingency Plan: CBSA commercial systems

2.2.1 Imports: Electronic data interchange and eManifest Portal instructions

Prior to a scheduled outage

• Submit electronic data 2 hours prior to scheduled outages

During an outage or processing delay

• If CBSA systems allow, TCPs will submit electronic data during an outage or processing delay, only once. Sending data multiple times could cause additional delays.
• TCPs must submit 2 copies of the paper documentation required to receive an authorization to move in bond or release for importations.
• Refer to section 5 for mode and systems oriented details.

  Note: TCPs will complete and present documents required by other government departments.

• The client will receive one stamped copy of the documentation from the Border Services Officer (BSO), CBSA will retain the other copy for post-outage validation of the paper documentation.
• Where the goods are released, the BSO stamps each copy of the documentation.
• Where goods have been authorized to move in-bond, the BSO stamps the reverse side of the CCD.

  Notes:

  • TCPs must retain their stamped copies
  • Upon submission of the contingency documents, more information may be requested or the goods may be examined

Post outage and processing delay

• TCPs must revert to normal electronic procedures within 2 hours after the Commercial Client Bulletin confirmed the end of the outage or processing delay
• TCPs have up to 24 business hours to submit their electronic declarations after the outage or processing delay
• Any electronic declarations submitted during an outage or processing delay will receive an electronic acknowledgment and/or release notification once the documentation and release request have been processed

2.2.2 Exporters: Canada Export Reporting System instructions

Prior to a scheduled outage

• Submit electronic data 2 hours prior to scheduled outages

During an outage or processing delay

• If CBSA systems allow, TCPs will submit electronic data during an outage or processing delay, only once. Sending data multiple times could cause additional delays.
• TCPs must submit 2 copies of the completed BSF844: Exporter contingency form required to proceed with the exportation.
• Refer to section 4 for more details.

  Note: TCPs will complete and present documents required by other government departments.

• The client will receive one stamped copy of the BSF844 from the BSO, and CBSA will retain the other copy for post-outage and processing delay validation of the paper documentation.
• A stamped copy of the BSF844 indicates that the CBSA has had an opportunity to review the form, and can be provided to an MOU carrier as proof of report.

  Notes:

  • TCPs must retain their stamped copies
  • Upon submission of the contingency documents, more information may be requested or the goods may be examined

Post outage and processing delay

• Paper contingency documents will be accepted for 2 hours following a system outage and processing delay.
• TCPs have up to 24 business hours to submit their electronic declarations after the outage and processing delay.
• Any electronic declarations submitted during an outage or processing delay will receive an electronic acknowledgment and/or release notification once the documentation and release request have been processed.

3.1.1 Primary Inspection Line

During an outage or processing delay, carriers must fulfill their legislative obligation under the Customs Act, section 12(1) to report goods to the CBSA by presenting 2 copies of each CCD, to the CBSA office at first point of arrival (FPOA).

Examples of valid CCDs are:

• A8A(B) : In Bond – Cargo Control Document or any document with similar format and specification instructions provided in Appendix B and C of Memorandum D3-1-1: Policy respecting the importation and transportation of goods
• print outs of ACI cargo transmittal from the CBSA portal or third party provider
• Stack Manifest (Less than truckload (LTL) shipments)

Note: Consult section 5.1, section 5.2 and section 5.3 for details on importers/brokers release procedures as well as section 5.4 for details on status query in highway mode.

3.1.2 Customs Self-Assessment: Highway carriers

When a system outage prevents BSOs from processing Customs Self-Assessment (CSA) shipments, CSA highway carriers must submit a lead sheet with the CSA service option, the carrier code and the importer business number. The driver must also present a valid driver's Commercial Driver Registration Program (CDRP) / Free and Secure Trade (FAST) card.

For CSA clearances, carriers follow current procedures using the 3 barcodes on a lead sheet and should indicate "CBSA system down at time of report."

For post-outage processing, a copy of the drivers CDRP or FAST card bar code must be submitted.

The BSO reviews the documentation and makes "authorize to deliver" decision for each shipment.

Note: Accounting procedures do not change for CSA shipments impacted by a system outage.

3.2.1 Inland movement

Bonded carriers opting to transport goods in-bond to an inland sufferance warehouse must first get approval from the CBSA. Carriers or freight forwarders will present cargo control documents at the reporting CBSA office. CBSA will confirm if goods are admissible prior to authorizing any shipment to move in-bond.

It is the carrier's responsibility to notify the customs broker/importer of any change to the release office and sub-location code.

A list of sufferance warehouses can be found on Sufferance warehouse operators and sublocation codes web page.

3.2.2 Import deconsolidation

During outages and processing delays Freight Forwarders may perform deconsolidation by presenting paper house bills at the CBSA office where the goods are located. Email may be used to submit at offices that offer the Electronic Longroom service.

A list of sufferance warehouses can be found on Sufferance warehouse operators and sublocation codes web page.

5.1.1 Canadian Food Inspection Agency

Goods subject to CFIA approval will require an approved form CFIA5272 along with any other supporting documents. An electronically transmitted stamped version is considered acceptable for processing.

If the outage or processing delay prevents access to the Integrated Import Declaration (IID), the importer/broker may submit a paper declaration using form CFIA/ACIA 5272: Request for documentation review and emailing the import documents to cfia.niscimports-importscsni.acia@inspection.gc.ca.

In order to minimize delays, TCPs with CFIA-regulated transactions are encouraged to verify the status of the CFIA decision using the CFIA Shipment Tracker: Check the status of your imports instead of calling or emailing the National Import Service Center (NISC). Additional information can be find on CFIA National Import Service Center web page.

Note: Two-port process: For CFIA regulated shipments, the carriers must present a stamped form CFIA5272 which reflects the actual port of release.

5.1.2 Transport Canada

Vehicles subject to Transport Canada requirements will require Form 1 and Form 3 to be completed, signed and added to the release paper package.

5.4.1 Option 1: Cargo control document

The trade chain partner will present the paper CCD for the shipment, with a CBSA machine readable barcoded CCN or Transaction Number, at a CBSA office and indicate that they would like to know the release status. The BSO will verify the status in ACROSS. In the event it is released, the BSO will release-stamp the CCD and return it to the TCP as proof of release.

5.4.2 Option 2: Multiple Shipment Release Query form

To streamline the querying of release statuses during outages and processing delays that impact Release Notification System (RNS) notices, a Multiple Shipment Release Query form may be used. This form may be used as long as CBSA's ACROSS is still operational.

• The form must include a barcoded cargo control number or transaction number for each shipment.
• This form is to be submitted to the CBSA office of release. Email may be used to submit at offices that offer the Electronic Longroom service.
• The original CBSA stamped copy will be returned to the client.

When completed and stamped by the CBSA this form provides proof of release for only those transactions indicated as released per the above.

As per section 5.6, this form is acceptable proof of release for carriers and warehouse operators. When the outage or processing delay is resolved, release notices will be transmitted.

Note: Refer to Appendix A for an example of an acceptable form presentation.

5.5.1 Commercial Accounting Document

When the CCP is not operational, the importer will fill out a BSF946: Exception Commercial Accounting Declaration and present the CAD package to the CBSA release office for processing, in accordance with the guidelines in Memorandum D17-1-10: Coding of customs accounting documents. The use of Form BSF946 requires the manual calculation of duties and taxes payable to the CBSA, and importers/brokers are expected to verify calculations before submitting to the CBSA.

If the importer has submitted a CAD online and the CARM Internal Portal (CIP) is operational, a copy of the CAD can be printed at the CBSA office and no contingency form is required. The importer can ask the CBSA office BSO or clerk to verify the status in the CIP before completing Form BSF946.

The BSO will process the CAD package in the CIP and release the goods using the CBSA release system. If the internal systems are also in an outage or processing delay (if the delay prevents manual data processing), the paper release package will be keyed in the CIP and release system by a BSO when the outage or processing delay is over.

Note: In the event the BSO is unable to generate a transaction number, "Outage – TBD" will be indicated on the contingency form and cargo control document.

Importers will obtain final copies of processed CADs from the CARM Client Portal after the outage or processing delay. If the amount owing calculated by the CARM system does not match what was manually collected during the outage or processing delay, additional duties and taxes may be owed or credited to the importer's account.

5.5.2 Temporary Admission Permit

When the CARM Client Portal is not operational, the importer will fill out a BSF865: Exception Temporary Admission Permit - Commercial and present the TAP package to the CBSA release office for processing, in accordance with the guidelines in Memorandum D8-1-4: Administrative procedures related to form BSF865: Temporary Admission Permit.

If the importer has submitted a TAP online and the CIP is operational, a copy of the TAP can be printed by the CBSA office and no contingency form is required. The importer can ask the CBSA office BSO or clerks to verify the status of the CAD in the CIP before completing Form BSF865.

The BSO will process the TAP package in the CIP, if operational. If the internal systems are also in an outage or processing delay (if the issue prevents manual data processing), the BSO will key the TAP package into the CIP when the outage is over.

Note: In the event the BSO is unable to generate a TAP number, "Outage – TBD" will be indicated on the contingency form and cargo control document.

Importers will obtain final copies of processed TAPs from the CARM Client Portal after the outage or processing delay.

5.5.3 Customs bonded warehouse entries

In order to expedite the processing of shipments destined to a customs bonded warehouse (CBW) during a CARM outage or processing delay, CBSA recommends that importers revert to the RMD process (EDI or paper) to obtain release. Once the outage or processing delay is over, the importer/CBW will present a Type 10 CAD in the CARM Client Portal.

In the event the client chooses to submit a paper CAD to obtain release during the outage, please revert to section 5.5.1. This process is not suggested during a processing delay.

5.6.1 Sufferance and customs bonded warehouses

During outages and processing delays, licensed warehouses will ensure paper record keeping is used to record goods taken into and released from warehouses.

The warehouse operator will receive the paper CCD or equivalent from carrier to place goods in the warehouse.

Upon receiving acceptable proof of release (refer to section 5.6) the warehouse operator releases the shipment from their warehouse.

If the warehouse operator receives a "referred for exam" notice for a shipment that was previously manually released, the CBSA requests that, if the shipment is still in their warehouse, the warehouse operator holds the shipment for examination.

6.1.1 Post-outage and processing delay data transmission

Highway and rail

Cargo

Must be transmitted/captured in CBSA system before the conveyance is transmitted/captured.

Conveyance

Must be transmitted once all related cargo is captured in CBSA system. Must be transmitted/captured in CBSA system before close message is transmitted/captured.

Air and marine

Cargo

No specific order in which cargo and conveyance must be transmitted/captured.

Conveyance

No specific order in which cargo and conveyance must be transmitted/captured. Must be transmitted/captured in CBSA system before close message is transmitted/captured.

All modes

House bills

Must be transmitted/captured in CBSA system before close message is transmitted/captured. It will not reject if transmitted/captured before primary cargo is transmitted/captured.

Close Message

Must be transmitted/captured after all related house bills are transmitted/captured. It will not reject if transmitted/captured before primary cargo is transmitted/captured.

Releases

There is no order for releases to be transmitted, it can be transmitted/captured before or after cargo and conveyance.

6.1.2 Post-outage and processing delay arrival messaging transmission

Highway conveyance arrival certification message (CACM)

No EDI highway arrival is required.

Air, marine and rail CACM

EDI conveyance arrival must be transmitted once all related cargo and releases have been transmitted/captured.

Cargo Warehouse Arrival Certification Message (WACM)

For inland cargo, the arrival should be transmitted last.