Frequently Asked Questions
This page provides answers to our most frequently asked questions. Click on a question below to see the answer.
If you can't find the information you are looking for in the FAQs below then the following resources may be useful:
Ashford Port Health will be responsible for:
- Products of animal origin i.e. (POAO): Fish and Meat
- High Risk Foods Not of Animal Origin (HRFNOAO): Fruit, Vegetables and nuts.
- Catch Certificates in regards to preventing Illegal Unregulated Fish Imports (IUU)
- Organic Certificate to check the province of goods
- Controls concerning plastic products that come into contact with food.
- Composite products containing POAO
As of the 1 June, 2021 Ashford Port Health will be undertaking IUU online documentary checks for EU imports, if the IUU is from a third country then the import will need to be presented at a designated BCP.
From the 1 Oct 2021 the BCP will be document screening for the above goods.
From the 1 Jan 2022 the BCP will be starting physical, identity and sampling checks.
Also on site but not processed by Ashford Port Health will be APHA who are responsible for the import of live animals and plants. More information on their processes can be found on the government website.
Charges are based on the size of the consignment per commodity code. This again will depend on how the imported products have been registered on the health certificates etc. If the product is register as one commodity code, there will be one charge.
Please be aware that you may receive extra charges if you do not comply with the pre notification requirements.
+ Would I be fined if there are delays on the other side of the Channel and I cannot pre-notify the BCP?
Prior to arrival, you will need to register onto IPAFFS/PHILIS DES, set up a personal account. There will be two options available to you:
- You can pay by BACs and set up an integrated finance account. A minimum balance will be agreed depending on your quantity of imports and frequency. The fees of each imports will be automatically deducted and a warning message will appear when the balance is reaching a minimum. This is the preferred option for companies making large volumes of imports each day/week.
- You will be able to pay as you go with a credit card if you wish to do so. But you will be required to send proof of payment by email before your imports are cleared to proceed.
At the end of each month a statement will be available to you.
Once all checks are complete the authorized officr will complete section 2 of the CHED certificate. This will be returned to the importer or agent in order to accompany the consignment to its destination.
If all checks and documents are satisfactory then the consignment will be free to go to its destination.
If the checks are unsatisfactory, the importer will be notified and several options will be available, dependent on the severity of the non-compliance.
Please see Chapter V of Regulation (EU) 2017/625 and The Trade in Animals and Related Products Regulation 2011 for more information.
Yes please keep the originals which should travel with the load and in case it is called into the BCP for official controls purposes.
These documents are crucial for the purposes of traceability which is legal food safety requirement.
+ At present the checks are being made in France, will this continue once the BCP is operating? Would we need one check in France and another in Sevington?
The importer / agent will be able to register for a PHILIS DES account. A minimum balance will be agreed depending on the imports and fees will be deducted automatically. A notification will be sent to the account holder when the account is reaching a low balance in order for them to do a top up and a monthly statement will be available. You will also be able to pay with a credit card if needed.
+ What happens prior to the Sevington site being in operation? Can we use any of the BCP’s that have a clearance authorisation?
Eurotunnel will have in place a contingency plan in case of delays with options for holding stock, but this would have to be discussed with Eurotunnel. We will have cold storage at the BCP for holding stock, due to physical checks/sampling, if required.
We are advising that to reduce the delays, all paperwork can be uploaded early and fees paid to allow a fast process through the BCP.
The time scale for checks at the BCP will vary on the number of commodities to check, the amount of sampling required and the location of the stock on the trailer.
Where an original certificate has been lost or destroyed, the competent authority of exporting country may provide an authenticated copy of the original certificate. CODEX rules allow for replacement certificates to be issued. Commission advice is that these should be used in limited circumstances such as lost or destroyed certificates and for minor mistakes in the original certificate. They should not be used for more fundamental problems such as misrepresentation of the consignment. Replacement certificates should include the reference number of the cancelled certificate. Further guidance on replacement certificates can be found at point 4.2.2 in the transit guidance.
The BCP would not be dealing with import duty. This is solely the responsibility of HMRC and more information can be found on the HMRC website.
- CHED A: Animals
- CHED PP : Plants
- CHED D: Food and Feed not of Animal Origin
- CHED P: Food and Feed of Animal Origin
One catch certificate will be required for each Commodity/Species of Fish.
To Import fish to the UK from another country (excluding EU fish into Northern Ireland), you will need a catch certificate validated by the competent authority of the country where the fishing vessel is registered or licensed.
The format of catch certificates will vary depending on which exporting country produced them, but they will all ask for specific information such as:
- Vessel name
- Catch species
- Estimated weights
For fish that has been stored or processed you may also need the following documents validated by the competent authority:
- Processing statement filled in by the processor
- Documents showing the fish was stored prior to export
Port Health Authorities in Great Britain (England, Scotland or Wales), or fisheries authorities in NI, will check these documents for UK freight imports. Fisheries administrations are responsible for checking catch certificates for direct landings into the UK.
The import of Tuna and Swordfish requires both a catch certificate and an analytical report.
Comprehensive and up to date guidance can be found on the government website.
For Imports, the new change of legislation does not apply to the UK and the rule still apply as follows. If a composite product contains <50% meat extra checks are required.
For Exports of composite products the UK needs to comply with the new EU legislation and checks will be carried out based on the risk factors and shelf stability.
Please check the Food Standards Agency web page for up to date guidance.
Imports of fish and shellfish to Great Britain must be:
Pre-notified on IPAFFS and accompanied by a health certificate issued by the country of origin
Health certificates need to be completed and signed by a qualified certifying officer. At the point of entry, all goods will be subject to documentary and ID checks and a small proportion of goods will be subject to physical checks.
Imports are also subject to customs formalities including the need to complete a customs import declaration and to pay any applicable duties and VAT.
You need authorisation from the Fish Health Inspectorate (FHI), CEFAS to import live fish, molluscs and crustaceans for:
- Ornamental purposes
- Human consumption
- Scientific research
- ‘Put and Take’ fisheries (where catches can be taken home)
- Public aquariums and zoos
- Spas and medical use (nibble fish)
All sources must be approved by the FHI who will check that the source country you are importing from is approved and can meet the animal health certification requirements for import into the GB.
You can get an unlimited fine if you import fish or shellfish without authorisation.
Basic documentation would be:
- Shipping document (Bill of Lading – original or fax)
- Supplier’s Commercial Invoice
- Packing list
Other documentation required for specific goods would be:
- Certificate of Origin
- Preference Certificates
- Health certificates ( for foodstuffs etc.)
- Certificate of Analysis (COA)
- Organic certificate
Note: Importers should check before they ship if any special documentation is required.
+ What happens if an organic consignment arrives in GB without an endorsed Certificate of Inspection (COI)?
As for importing, you will need to contact the BCP to let them know that you will be using in the EU that is designated to handle the products you are exporting from GB to the EU. You select the country you are landing in and then select what you are bringing in and it will give you the BCP's able to handle that commodity.
To import from EU member states, you need to manually enter details of the approved establishment in IPAFFS:
On the ‘Traders addresses’ page, select ‘Add a place of origin’, then select ‘Create a new place of origin’.
In the ‘Place of origin name’ field, enter the full name of the exporting establishment, then its authorisation number. You can check the name against the EU’s lists of approved establishments.
In the ‘Place of origin’ fields, enter the full address, telephone number, country and email address for the approved establishment where requested.
Save these details. Then you can add the approved establishment to your pre-notification. Details will be saved to your address book so that you can use them again.
If there is no option on IPAFFS to select the approved establishment from a drop-down menu, you need to enter details manually following the same process as for EU countries.
+ Can I log in into the Dover PHILIS system and the Ashford PHILIS system with the same log in details?
No you must PHILIS DES account for Ashford. This will be for importation through Eurotunnel.
+ When a haulier is used to collect goods from an Exporter in the EU to bring to an Importer in the UK, who is responsible for uploading documentation and pre notification prior to arriving?
The Importer/Agent is responsible to pre-notify in IPAFFS and PHILIS DES. The importer will have to deal with the Exporters to ensure all the paperwork is ready and submitted in order for him to upload it. If any documents are missing, the Importer will have to liaise with the Exporter to correct this before the consignment leaves its origin. Then the original paperwork will have to go to the consignment. The haulier doesn’t have to complete anything regarding paperwork for SPS checks.
The importer is responsible for the goods and any decisions that are made regarding them. If a product is stopped and detained or rejected, it is the Importer’s responsibility and they will be responsible of all the charges.
The Haulier has a binding obligation with the Importer to deliver the goods, if they do not stop at the BCP if requested then they will be committing a serious offence. As per his transport contract, he is responsible for the load as he receipts it. So he will be subject to potential prosecution if he fails to comply with the instructions of PHA and he/she will be reported to Border Force.
They cannot decide to go through a BCP or not. From October 2020, they will have to pre-notify and have an export health certificate (with copy submitted to Port Health Authorities), to be able to send product from EU to UK.
From January 2022, full checks will be on place and consignments from EU will have to enter the UK through a designated BCP, be pre-notified and accompanied by a Health Export Certificate, where they might be subject to Identity and Physical checks. No animal or product may be brought into England other than at a border control post designated for that animal or product.
Failure to comply with that is an offence, and an In-land enforcement authority will seize any consignment brought into England other than through a border inspection post approved for that animal or product.