Clarifying Proof-of-Report Requirements for Exporters and Carriers
Customs Notice 20-03

Ottawa, February 10, 2020

1. The new Canadian Export Reporting System (CERS) introduces a new proof-of-report format and removes a gap that allows the proof-of-report number to be generated before an export declaration has been submitted. This customs notice will clarify exporter and carrier obligations related to the proof-of-report and offer guidance on how to complete an export declaration in three common exportation scenarios.

2. The proof-of-report number indicates that goods to be exported have been reported to the Canada Border Services Agency (CBSA).

3. Carriers or customs service providers who are Memorandum of Understanding (MOU) participants must obtain the proof-of-report number from the exporter before the goods leave Canada. The exporter is not obliged to provide the MOU participant with a copy of the export declaration.

4. The proof-of-report format for each reporting method can be found in paragraph 45 and in Apprendix D of Memorandum D20-1-1 and paragraph 11 of Memorandum D3-1-8. In addition to the formats listed in these memoranda, exporters may also provide carriers with the CERS proof-of-report, which uses the following format: Exporter’s Authorization ID (Format: AA####) + Submission Date (Format: YYYYMMDD) + Sequential Number between 1 to 99999999999.

5. Currently, the proof-of-report number can be generated by the Canadian Automated Export Declaration (CAED) system prior to submitting an export declaration by saving a draft of the report. Although the number is available prior to submitting the export declaration, an exporter is required to submit the export declaration before providing the proof-of-report number to the carrier.

6. CERS will only generate a proof-of-report number after the export declaration has been successfully submitted.

7. The CBSA is aware that the exporting carrier occasionally obtains the proof-of-report before the export declaration has been submitted in order to provide the exporter a “unique carrier-assigned code”. This practice has originated from some carriers hardcoding their system to require the proof-of-report before generating a Cargo Control Number (CCN).

8. The “unique carrier-assigned code” on an export declaration must enable a carrier or warehouse operator to locate and present the goods to the CBSA for examination at any time prior to the goods leaving Canada. It is an alphanumeric sequence that must be 21 characters or less and cannot have been previously used within the calendar year. It does not need to be the CCN

9. Further guidance on completing the “unique carrier-assigned code” is provided below for three exportation scenarios:

10. For more information about CERS, please refer to the Canadian Export Reporting System page on the CBSA website or contact the CERS mailbox at: CBSA.CERS_Inquiries-Renseignements_SCDE.ASFC@cbsa-asfc.gc.ca

11. For more information about export reporting, please refer to Memorandum D20-1-1, Export Reporting, Memorandum D3-1-8, Cargo – Export Movements and Exporting Goods from Canada: A Handy Guide.

12. For information about other CBSA programs and services, please contact the Border Information Service (BIS).

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