Single Window Initiative Requires Additional Data For Your IID

‍You have read What Is The Single Window Initiative (SWI) and learned how additional data will be required on Integrated Import Declarations (IID) for Customs release on all commodities regulated by Participating Government Agencies.‍

You will now need to include information on your customs documents to complete the IID, that may have been previously reported after importation, or in paper format. We recommend you begin to include this information now, as SWI IID is available for use. This will become mandatory for certain Participating Government Agencies (PGA), by April 2019.‍

This means you will need to provide more information to your Customs Brokers than you have in the past for all commodities regulated by PGAs such as Health Canada, and Environment and Climate Change Canada.

What Is The Single Window Initiative?

What Regulated Commodities Will Be Affected By Single Window Initiative?

If your commodity is regulated by a Participating Government Agency you will be impacted by a Integrated Import Declarations. However, for some commodities the details have already been required for many years.

For example, the Canadian Food Inspection Agency (CFIA) requires all importers with commodities regulated by the CFIA to provide shipment details prior to entry releases. As a result, for goods regulated by the CFIA, you may not have to provide any additional data to your Customs Broker in order to clear these entries.

Cases where they would need information that they did not before IID’s include consignee contact information as well as requiring copies of documents such as import declarations. In cases where the consignee is different than the importers or manufacturers, you will need to include the consignee contact information in box 12 of your CCI.

All Participating Government Agencies, including the Canadian Food Inspection Agency, will prompt your Customs Broker to ensure the documentation you provide includes all of the data required for the IID.

The Canada Border Services Agency (CBSA) has provided a guideline indicating what data is required for each Participating Government Agency which you can check out in the links below. Please note that the information in these links is subject to change and is correct at the time of publishing.

Canada Border Services Agency

Canadian Nuclear Safety Commission

Environment and Climate Change Canada

• Hazardous Waste and Hazardous Recyclable Materials
• Ozone Depleting Substances and Halocarbon Alternatives
• Vehicle and Engine Emissions Program
• Wildlife Enforcement

Fisheries and Oceans Canada

• Trade Tracking
• Aquatic Invasive Species
• Aquatic Biotechnology

Global Affairs Canada

‍(Information that was previously collected in paper form will now be required in electronic format)

Health Canada

• Consumer Product Safety
• Human Drugs
• Natural Health Products
• Importation of Controlled Substances and Precursors
• Veterinary Drugs
• Radiation Emitting Devices
• Blood and Blood Components
• Cells, Tissues and Organs
• Active Pharmaceutical Ingredients
• Donor Semen
• Medical Devices
• Pesticides

Natural Resources Canada

• Office of Energy Efficiency
• Explosives
• Kimberley Process (Rough Diamonds)

Public Health Agency of Canada

Transport Canada

• Importation of Tires
• Importation of Vehicles – CMVSS Appendix G
• Importation of Vehicles – CMVSS Appendix F
• Importation of Vehicles – CMVSS Case-by-Case
• Importation of Vehicles – FMVSS Standard
• Importation of Vehicles – FMVSS Case-by-Case
• Importation of Vehicles – Canadian Vehicles Returning
• Importation of Vehicles – Age Exempt
• Importation of Vehicles – Unregulated
• Importation of Vehicles for Parts

Canadian Food Inspection Agency‍

(There are no new data element requirements, clients already submit this data through the OGD PARS/RMD).

Where Do I Report The Additional Data Elements On My Canada Customs Invoice?

If the products you import into Canada are regulated by any of these Participating Government Agencies, you will be required to add all of the data elements listed in the links above to your commercial or Canada Customs Invoice. Below are a few examples you can follow along to see how you can report the additional data elements.

Example 1: Consumer Product Safety, Regulated By Health Canada

Below is a summary of the additional data elements required for consumer Products regulated by Health Canada. Please note that although many of these elements are noted as optional, and only two as mandatory, you are recommended to include all elements in preparation of when/if the optional elements become mandatory, as well as to help Health Canada make a release decision.

Importer’s Contact Information: This includes a contact name at the Importer of Record company, telephone number and email address. In most cases, your Customs Broker will have this information as it will be their contact for your company on file. Therefore the information will be included on the IID and there would be no need for you to provide this on the CCI.

Manufacturer Contact Information: The manufacturer’s name, address, contact name, email and telephone will be required in box 12 of the CCI. If this is the same as the vendor, you can add it to box 1 as shown in the example.

License, Permit, Certificate or Other (LPCO) Information: If your consumer goods require a license, permit, certificate or other type of document such as a safety standard certification or product label, in order to enter the country, you need to make this available to your Customs Broker. Your Customs Broker will attach the LPCO as an image file in the IID. If it is not a document, but rather a number, please place it in box 12 on the CCI along with an indication of what number it is.

Item Specific Information: This information provides the individual details of the imported items which are to be included in box 12 of the CCI which includes:

• Global Trade Identification Number (GTIN): This 14 digit number is used to identify products and services through a bar code. This is usually the UPC number.
• Brand Name
• Product Name
• Manufacture Date
• Batch/Lot Number
• Unit Size and Unit of Measure
• Intended End Use: Identify how the items will be used from one of the following options: Sale or distribution, education, resale, charitable, repair, immediate re-exportation.
• Commodity Type: A Product Category must be listed. The category listed is dependent on the intended end use. Use the corresponding lists below to identify the wording that should be listed in box 12.
  

Intended use: For Sale of Distribution

Use the correct product category below:

• Consumer product for infants (0-18 months)
• Consumer product for infants (19 – 36 months)
• Consumer product for infants (3-6 years)
• Consumer product for infants (6-8 years)
• Consumer product for infants (8-12 years)
• Consumer product for infants (13+ years)
• Consumer product for infants (all ages)
• Consumer chemical
• Cosmetic

Intended use: Educational, resale, charitable, repair or immediate re-expo

Use the product category below:

• ‍Consumer product (for all ages)

Using the information provided above for consumer products, and applying the example of stuffed toy animals, the Customs Invoice will require the additional data highlighted in the sample below.

Example 2: Natural Health Products, Regulated By Health Canada

Below is a summary of the additional data elements required for natural health products regulated by Health Canada.

Importer’s Contact Information: This includes a contact name from the Importer of Record company, telephone number and email address. In most cases, your Customs Broker will have this information as it will be their contact for your company on file. Therefore your broker will include your information on the IID and there would be no need for you to provide this on the CCI.

Informational Contact: This is someone who has knowledge of the items being imported in the case that Health Canada would like further information about the product. Name, telephone number and emails address is required. If this is the same as the vendor or consignee, then you can place this information in those boxes. However, if it is different, place this information in Box 12.

License, Permit, Certificate or Other (LPCO) Information: If your consumer goods require a license, permit, certificate or other type of document in order to enter the country, you need to make this available to your Customs Broker. They will attach it as a image file in the IID. If it is not a document, but rather a number, please place it in box 12 on the CCI along with an indication of what number it is. See the table below for more information.

Item Specific Information: This provides details of the imported items included in Box 12 of the CCI;

• Global Trade Identification Number (GTIN): A 14 digit number used to identify products and services through a bar code. This is usually the UPC number.
• Brand Name: If there is no brand name available, a product name, active ingredient or chemical name of the commodity must be provided by the manufacturer.
• Product Name
• Manufacture Date
• Batch/Lot Number
• Intended End Use: Identify how the items will be used from one of the following options: Human therapeutic use, human clinical trial, special access, research and development, other.
• Commodity Type: A Product Category must be listed. The category listed is dependent on the intended end use. Use the table below to identify the wording that should be listed.
  

Intended use: Human Therapeutic Use

Documents Required (LPCO):

1. Site License – 5022
2. Natural Product Authorization 023 or Homeopathic Medicine Drug Identification 5024

Intended use: Human Clinical Trial

• NHP Notice of Authorization (NOA) 5023
  

Intended use: Special Access

Documents Required (LPCO):

• Letter of Authorization (LOA) 5045‍
  

Intended use: Research and Development

• No Documents Required

Intended use: Other

• ‍No Documents Required

Using the information provided above for Natural Health Products, and applying the example of green tea extract, the Customs Invoice will require the additional data highlighted in the sample below.

Example 3: Vehicles And Engines, Regulated By Environment And Climate Change Canada And Transport Canada

Below is a summary of the additional data elements required for on-road vehicles, engines and equipment regulated by Environment and Climate Change Canada (ECCC) and Transport Canada (TC). Please note there are two Participating Agencies involved in the importation of vehicles and engines.

**To understanding the info required by each PGA the data elements required from ECCC are in bold text and Transport Canada are in italics. All text appearing in black indicates that both of these agencies require this information.**

• Importer’s Contact Information: This includes a contact name at Importer of Record company, telephone number and email address. In most cases, your Customs Broker will have this information as it will be their contact for your company on file. Therefore they will include that information on the IID and there would be no need for you to provide this on the CCI.
• Informational Contact: This is someone who has knowledge of the items being imported in the case that ECCC would like further information about the vehicle or engine. Name, telephone number and emails address is required. If this is the same as the vendor or consignee, then you can place this information in those boxes. However if it is different, place this information in Box 12.

Exceptional Processing: The Transport Canada status of the of the vehicle/importer will establish all of the additional data elements required and must be provided or identified on the invoice using one of the following options:

• Appendix F Pre-Cleared Importer (indicated on the invoice)
• Appendix G Pre-Cleared Importer (indicated on the invoice)
• Transport Canada Approved case-by-case approval for New, Canadian-specification vehicle purchased from foreign manufacturer with CMVSS approval letter
• Transport Canada Approved case-by-case approval letter to accompany the documents for
• New – Canadian-specification vehicles purchased from foreign manufacturer
• New – Vehicles manufactured to the Federal Motor Vehicle Standards and purchased from foreign manufacturer
• Federal Motor Vehicle Safety Standards manufactured vehicle requiring inspection by the Registrar of Imported Vehicles (Indicated on the invoice)
• Vehicles greater than 15 years old, except buses
• Canadian-specification vehicles returning to the original owner
• Vehicles Imported for parts
• Non Regulated Vehicles: please visit Transport Canada’s site on no-regulated vehicles for more information‍
• Make of Vehicle‍
• Make of Engine‍
• Model of Vehicle‍
• Model of Engine‍
• Model Year of Vehicle‍
• Model Year of Engine
• Engine Manufacturer Name‍
• Vehicle Identification Number (VIN): 17 digit number‍
• Engine Identification Number
• Name of Engine Family‍
• Chassis Info: If the chassis is manufactured by someone other than the final stage assembler, the following details are required: manufacturer name and address, make, model, year
• Vehicle Production: Date, Month & Year‍
• ECCC Vehicle Class:  The type of vehicle class must be identified using the options listed below.‍
• TC Vehicle Class: The type of vehicle class must be identified using the naming convention listed below.‍
  

ECCC Vehicle Class: Light-Duty Vehicles

TC Vehicle Class:

• ‍Light-Duty Vehicles

ECCC Vehicle Class: Light-Duty Trucks

TC Vehicle Class:

• ‍Light-Duty Trucks

ECCC Vehicle Class: Medium-Duty Passenger Vehicles

TC Vehicle Class:

• ‍Medium-Duty Passenger Vehicles

ECCC Vehicle Class: On-Road Motorcycles

TC Vehicle Class:

• ‍On-Road Motorcycles

ECCC Vehicle Class: Heavy Duty Class 2B Vehicles with Installed Engine

TC Vehicle Class:

• ‍Heavy-Duty Class 2B Vehicles w/inst

ECCC Vehicle Class: Heavy-Duty Class 3B Vehicles with Installed Engine

TC Vehicle Class:

• ‍Heavy-Duty Class 3B Vehicles w/ins

ECCC Vehicle Class: Heavy-Duty Vocational Vehicles with Installed Engine

TC Vehicle Class:

• ‍Heavy-Duty Vocational Vehicles w/in

ECCC Vehicle Class: Heavy-Duty Tractors with Installed Engine

TC Vehicle Class:

• ‍Heavy-Duty Tractors w/installed eng

ECCC Vehicle Class: ‍Incomplete Vehicles

TC Vehicle Class:

• Incomplete Vehicles
• Vessels with installed marine engine
• Vessels without marine engines
• Snowmobiles
• All-terrain vehicles
• Utility vehicles
• Off-road motorcycles
• Incomplete Vehicles‍‍
• Engine Class: The type of engine class must be identified as either On Road Heavy-Duty Engine – Incomplete or On Road Heavy-Duty Engine – Loose ‍
• Vehicle Manufacturer: Name and address ‍
• Criteria Conformance: Advise that the compliance label is attached or provide a letter from the manufacturer that it is in compliance.
• Final Stage Assembler: If different than chassis manufacturer or vehicle manufacturer: Name and address‍
• TC Affirmation Statement of Compliance: This statement is made by the importer and confirms that the vehicle meets all import requirements of Transport Canada.

Please contact your Customs Broker for the specific information that needs to be listed in this statement.

• ECCC Affirmation of Statement Compliance: This statement is made by the importer and confirms that the vehicle meets all import requirements of Environment and Climate Change Canada (additional date and form will be required by Transport Canada).

Please contact your Customs Broker for the specific information that needs to be listed in this statement.

• Country of registration (If previously registered)
• Mileage/Odometer Reading (if used)
• Title Status (if used)
• Vehicle Status (if for parts)
• Vehicle Condition: Normal Damage or Severe Damage (Not Roadworthy)

Using the information provided above for Natural Health Products, and applying the example of a Ford F150 Truck, the Customs Invoice will require the the additional data highlighted in this example.

These examples highlight some of the data elements that were not necessarily included on your invoice prior to the Single Window Initiative, but will be mandatory starting April 2019.

You will need to provide all of the required data elements for your Customs Broker to be able to process your shipment release request. Additional charges may be applied to your Customs brokerage services if this information is not provided on the documentation.

When Should I Start Including The Required Data On My IID?

You should begin incorporating this information into your invoices now, then your shipments are not delayed at the border once IIDs become mandatory.