Electronic

Dutiable Commodities Permit Service

User’s Guidebook (Version 1.6)

Customs & Excise Department

Brio Electronic Commerce Limited

Global e-Trading Services

Tradelink Electronic Commerce Limited

Version 1.6 1

Version 1.6

Amendment History

Change Number

Revision Description Pages Affected

Revision Number

Date

1 Two items below were removed from appendix 2: “Government query reference no” “Company BR No.”

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11.2005

2 Words "If the permit applicant would like the Customs to refer to another permit application for the related supporting documents, it is required to state :'For the related supporting documents, please refer to Permit No. EXXXXXXXXXXXX or UOR No. XXXXXXXXXX.' in the Remarks." is added to Section (F) PERMIT APPLICATION under sub-section “Remarks”

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11.2005

3 Words “If labeling exemption on

alcoholic strengths has been granted to the permit applicant by the Customs concerning the particular liquor, the permit applicant is required to select “Others” and input the relevant exemption number into the box next to this field.” is added to Section (F) PERMIT APPLICATION under sub-section “Marks of Goods”

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4 Words “i.e. the full value of the goods excluding any discount / reduction offered by the supplier and any other incidental costs that required to be paid for the transaction.” is added to Section (F) PERMIT APPLICATION under sub-section “Dubitable Item Cost (e.g. Ex-factory Price)”

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5 Words “total” is added to the following item between words “i.e.” and “other”

of Section (F) PERMIT APPLICATION under sub-section “Dubitable Item Other

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11.2005

Cost” 6 Words “releasing” and “receiving” are

supplanted the words “release” and “receive” in between the words “The”

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11.2005 and “party” in Section (G) EXECUTED PERMIT ADVICE

7 Word “receiving” is supplanted the word “receive” in between the words

“the” and “party” of Section (G) EXECUTED PERMIT ADVICE under

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sub-section “Shut-out Cargo Indicator” 8 Sub-sections “Licence No. of Party –

This refers to the licence number of

the party. If a company acts as both the receiving / releasing warehouse and the permittee, it should fill in the appropriate licence number in its corresponding capacity.” and “Receipt / Release Date and Time – This refers to the date and the time when the

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goods are received / released.” are added to Section (G) EXECUTED PERMIT ADVICE next to sub-section

“Licence No. of Warehouse for Storage of Surplus Goods”

9 Sub-section: Introduction of Additional 32 1.2 12.2005SP. Answer of question 5 has been revised and the question 6 has been taken out.

10 Appendix 1: Revised the Samples of Printout of Approved Permits

34-57 1.2 12.2005

11 Appendix 3: Revised the information on Electronic Trading Access Service (ETAS) Centres

61-62 1.2 12.2005

12 Appendix 4 was removed 63-67 1.2 12.2005

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13 Ge-TS Customer Service Hotline - the 24 1.2 1.2006 enquiry number '81091820' would be altered to '8201-0082'

14 Operating hours of ODCA was revised 10 1.2 7.2006 to reflect implementation of Government 5-day week

15 Addition of carrier codes of Shenzhen 12 1.2 7.2007 Bay Lorry & Shenzhen Bay Container Truck

16 Removal requireme

of nt on

licence and permit wine and liquor =<30%

7, 11, 23&31

1.3 5.2010

alcoholic strength

17 New Payment method provided by BOC 8&19 1.3 5.2010

18 Update C&ED enquiry means 24-25

19 Update ETAS Centres information 61-62 1.3 5.2010

20 Update to align with / clarify C&ED’s operation and system validation

9, 13, 15, 17, 18, 26,

27, 31, 32, 33, 58-60

21 Addition of a new Service Provider, Brio

1, 6, 10, 21, 23, 25, 26,

1.3 5.2010

33&61 22 Update C&ED counter service hours

and contact numbers 10, 12, 21,

24, 26 1.4 11.2010

23 Update contacts of ETAS Centre (Brio) 61 1.5 2.2011 and addition of a new ETAS Centre (Brio)

24 Update address and contacts of ETAS 62 1.6 4.2013 Centre (Tradelink)

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How to submit Electronic Dutiable Commodities Permit (DCP) Applications Table of Content: (A) Introduction (B) Role of Service Provider (C) Coverage of Electronic DCP Service (D) Advantages of Electronic Permit Application (E) Service Pledge (F) Permit Application (G) Executed Permit Advice (H) Submission of Supporting Documents (I) Payment Confirmation Advice (J) Amendment of Permit (K) Cancellation Request (L) Codes Application (M) Age Certificate Application (N) Customs Appointment (O) Ships’ Stores Application (P) Pass / Voucher Notification (Q) Warehouse Return (R) Importation of DC by a Non-licence-holder (S) Enquiry on approved permit print-out by shipping agent (T) Trader Support (U) Contingency Measures (V) Frequently Asked Questions Appendix 1: Samples of Printout of Approved Permits Appendix 2: Table of Application of Amendment on Permit Items after Approval Appendix 3 : Electronic Trading Access Service (ETAS) Centres

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(A) INTRODUCTION

This guidebook serves as a general reference for dutiable commodities permit (DCP) application and related documents transaction using the electronic services provided by the three Service Providers (SP), Brio Electronic Commerce Limited (Brio), Global e-Trading Services Limited (Ge-TS) and Tradelink Electronic Commerce Limited (Tradelink). It provides guidelines for the completion of key information required by Government for the processing of a DCP application and related documents. For full details of legal requirements relating to DCP applications and related documents transaction, traders should refer to the Dutiable Commodities Ordinance, Cap. 109 and the Dutiable Commodities Regulations, Cap. 109 Subsidiary Legislation in the Laws of the Hong Kong Special Administrative Region. This guidebook covers general situations only. Every effort has been made to ensure that the information provided herein is correct at the time of publication. For latest information or specific requirements for individual situations, traders are advised to consult the Office of Dutiable Commodities Administration (ODCA) of the Customs and Excise Department (C&ED). (B) ROLE OF SERVICE PROVIDER (SP) The Government has appointed Brio, Ge-TS and Tradelink, to provide electronic services to receive and process DCP application and its related transactions. Traders who have subscribed electronic DCP service with either SP can use the service anywhere so long as they have a personal computer installed with necessary supporting software depending on the requirements of respective SP. Interested traders may access the following web sites for detailed information on services provided by the three SPs : - Brio : www.brio.com.hk - Ge-TS : http://www.ge-ts.com.hk - Tradelink : www.tradelink-ebiz.com (C) COVERAGE OF ELECTRONIC DCP SERVICE Electronic DCP covers the following documents: 1. Duty-Paid Permit (Black Permit) application 2. Removal Permit (Green Permit) application

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3. Export Permit (Red Permit) application 4. Ships’ Stores Permit (Red Permit) application 5. Pass / Voucher Notification 6. Codes Application 7. Age Certificate Application 8. Customs Appointment 9. Ships’ Stores Application 10. Warehouse Return The Government has since 21 July 2002 mandated electronic submission of permit application (i.e. 1 to 4 above) as the only means of submission. The ancillary services (i.e. 5 to 10 above) are offered as value-added services which serve as alternatives to the paper submission mode. All such value-added services, with the exception of Pass / Voucher Notification and Warehouse Return, are free services. All warehouse keepers are required to send to C&ED by electronic means Executed Permit Advice (EPA) reporting movement of the goods in their warehouses consequential to the execution of the concerned permit. Oil companies shall use electronic pass / voucher notifications for fulfilment of this requirement. (D) ADVANTAGES OF ELECTRONIC PERMIT APPLICATION Through the electronic DCP service provided by the SPs, traders may submit to ODCA of C&ED applications for DCP and the related documents. After processing, ODCA will return the appropriate approval, query or other Government Response messages to the traders. In the case where an approval is given, traders do not need to collect the approved permit copy from the ODCA office. They are only required to produce from their computer a printout of the approved permit which will be used to accompany the removal of the dutiable goods concerned. The printout serves as a reference of the approved permit for the parties involved in the process, and/or for production to officers of C&ED for inspection upon demand. For other messages received, traders have to act according to the directives given therein. Please note that the responsibility of the shipping agent / carrier in ensuring that the dutiable commodities they have accepted for transportation are covered by the appropriate permit remains the same. Shipping agents / carriers may refer to the permit number and information in the Approved Permit message from Government relating to the consignment, or the printout of the approved permit which accompanies the consignment.

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Advantages of electronic DCP application and differences between application by electronic and by paper, i.e. before availability of electronic application, are highlighted as follows:

Paper ElectronicProcessing time 2 working days upon receipt of

all necessary information in good order.

Half a working day upon receipt of all necessary information in good order and duty payment if applicable.

Number of items per permit

A maximum of 6 items per permit.

A maximum of 99 items per permit.

Supporting documents Must be submitted with the application form.

Submit only upon request by Government.

Return copy

of duplicate Required for removal permits, export permits, ships’ stores permits and duty-paid permits for duty exempted goods.

Sending of Executed Permit Advice for all permit types replaces the return of duplicate copy.

Amendment Only 1 amendment allowed No ceiling on the number of amendment requests so long as the permit has not been executed.

Duty Payment At designated shroff at the Hong Kong and Kowloon ODCA offices.

Multiple means: − at the counters of any

branches of Bank of China Group banks;

− using Cheque Deposit Machine (CDM) of Bank of China Group;

− through the internet banking service of Bank of China Group; or

− using the Bank of China Corporate BankingSystem (CBS).

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Removal time allowed 3 consecutive working days between 8:30 am – 6:30 pm.

Permits (except for permits of hydrocarbon oil) - 3 consecutive working days

with the condition that the goods removal must be completed within the same day.

Permits of hydrocarbon oil - For Removal Permits, the

removal period is 7 calendar days.

- For Export Permits, 4 calendar days.

Permit Types 3 types of permits:

− Removal Permit for Duty-Paid Goods (Black Permit) (Form CED 53L)

− Removal Permit for Dutiable Goods (Green Permit) (Form CED 43L)

− Export Permit (Red Permit) (Form CED 82)

Permits are classified into 4 major types: 1. Duty-Paid Permit (Black

Permit) 2. Removal Permit (Green

Permit) 3. Export permit (Red Permit)4. Ships’ Stores Permit (Red

Permit)

There are first and referral permits under each permit type. First permits are permits which do not refer to any previous permits such as those covering the first importation or removal of goods from localmanufacturers. Referral permits are permits subsequent to the first permits – goods removed from a bonded warehouse are normally under referral permits.

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Please refer to Section (V) Frequently Asked Questions of the guidebook for more information related to the electronic DCP service. (E) SERVICE PLEDGE ODCA − ODCA will complete processing of the permit application within half a working day upon

receipt of all necessary information, documents and duty payment as applicable. For example, for a complete application received in the morning, the permit will be approved in the afternoon; and for a complete application received in the afternoon, the permit will be approved in the morning of the next working day. ODCA will accord priority to applications which have responded to Government Queries or have sent in the Payment Confirmation Advice.

− The counter service operating hours of the ODCA are as follows:

8:45 am – 5:30 pm Monday to Friday (Closed on Saturdays, Sundays and Public Holidays)

Service Providers (SP) − The computer system and Customer Service hotline of the SPs operate from 7:00 am to

11:00 pm, 7 days a week. 24-hour online enquiry for browsing the content of approved permits is also available. However, there is no customer service support during the 11:00pm to 7:00am period.

− All DCP messages sent to the SPs will be checked by their computer systems to ensure

that the information contained in the messages meets the basic requirements of Government. SPs route the messages which have passed checking to Government and send an Acknowledgement message to their senders within 15 minutes upon receipt, with the exception of Warehouse Return which will be processed within 30 minutes.

− For messages which fail in the checking, an error message will be sent to the respective

message sender within 15 minutes, and within 30 minutes in the case of a Warehouse Return, so that the sender may correct the message for timely re-submission.

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− The computer systems of SPs continue checking and routing DCP messages to the C&ED computer system even after the ODCA’s office hours, although the actual processing of the applications will only be carried out by ODCA on the next working day.

(F) PERMIT APPLICATION The following is a list of information fields in the permit application message, which requires attention from the permit applicant. Requirements for specific permit types are highlighted under the respective information fields:

GENERAL INFORMATION Customer / User Reference – This is an optional field provided by the SP, which will not be submitted to Government.

Permit applicant may use this field to put in their internal reference. Government Query Reference No. – Please fill in if the permit application is in response to a Government query. Commodity Category – Permit applicant must select the appropriate commodity category from amongst the 3

Liquor types, Tobacco, Hydrocarbon Oil, and Methyl Alcohol. The permit applicant must verify the related category description associated with the Commodity Category.

Denature Indicator – Permit applicant must indicate whether the product is denatured if the Commodity

Category is Methyl Alcohol or Ethyl Alcohol. Duty Assessment Indicator – This must be ticked for duty assessment purpose for First Duty-Paid Permit or First

Removal Permit. Purpose of Removal − This must be filled in if the permit is a Removal Permit. Permit applicant must select the

appropriate type of removal purpose. If the purpose of removal is “Others”, details must be provided in words in the box next to the field.

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Exemption Type – This is only applicable to the application for Duty-Paid Permits when applying for duty

exemption. Permit applicant must select the appropriate Exemption Type. If “Others” is selected, the exemption reason must be provided in words in the box below.

Consulate ID − If “Consulate Agent” is selected as Exemption Type in a Duty-Paid Permit application, the

Consulate ID must be filled in. The Consulate ID is obtainable from the ODCA. Please contact the ODCA at 3759 2500 during office hours.

GOODS REMOVAL RECORD Import /Export Carrier No. − Import Carrier No. - must be filled in if the application is a first permit application, unless

the goods are removed from a Local Manufacturer. − Export Carrier No. - is only applicable to Export Permit and Ships' Store Permit. − If the transport mode is other than sea or air, permit applicant may fill in any transport

information available, e.g. - input “Train” if it is imported/exported by train - input “ML” if it is imported/exported via Mankamto by lorry - input “MC” if it is imported/exported via Mankamto by container truck - input “LL” if it is imported/exported via Lokmachau by lorry - input “LC” if it is imported/exported via Lokmachau by container truck - input “SL” if it is imported/exported via Shataukok by lorry - input “SC” if it is imported/exported via Shataukok by container truck - input “BL” if it is imported/exported via Shenzhen Bay by lorry - input “BC” if it is imported/exported via Shenzhen Bay by container truck

If no such particulars are available, please enter “N/A” i.e. not available. Voyage No. – Please fill in if the voyage number is available. Origin / Destination Port Name − Permit applicant must fill in the name of the port. Origin / Destination Country Code − Permit applicant must select the appropriate country code.

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Via − The permit applicant must select the entry / exit point via which the goods are imported /

exported. If the entry / exit point is “Others”, the name of the place must be entered in the box next to the field.

Import / Export Shipping Agent Name & Address – Shipping Agent refers to the company which provides the transportation means of the

goods i.e. for transport by sea, the Shipping Agent will be the ocean liner; for transport by air, the Shipping Agent will be the airline; and for transport by land, the Shipping agent will be the transportation company.

– This must be provided if the Import / Export Carrier No. and Name have been provided. Please note that the name and address of the Import Shipping Agent must be provided in the case of transshipment cargo for a First Export Permit.

Import Shipping Agent EDI Address / Party ID1 − Please fill in if available. The Import Shipping Agent will receive the Approved Permit

message if its EDI Address / Party ID is provided in this field. Permit applicant should contact the Import Shipping Agent for the relevant EDI Address / Party ID. However, if the goods are via a General Bonded Warehouse (GBW), the EDI address / Party ID of the GBW will be automatically shown in this field, and the GBW will receive the Approved Permit message.

Export Shipping Agent / GBW EDI Address / Party ID − This is the EDI address / Party ID of the Export Shipping Agent / General Bonded

Warehouse as registered at the SP. It must be provided if the permit is an Export Permit or Ships’ Stores Permit and the receiving party for export is a General Bonded Warehouse (GBW). In such case, the EDI address / Party ID of the GBW will be automatically loaded to the field when trader selects the appropriate GBW.

− If the receiving party is a shipping agent, the EDI address / Party ID is optional. Surplus Indicator − The Surplus Indicator must be ticked to supplement a First Permit which covers surplus

quantity / item from previous removals. Local Manufacturer EDI Address / Party ID − This is the EDI address / Party ID of the Manufacturer as registered at the SP. It must be

provided if the goods are removed from / to a Local Manufacturer.

1 EDI Address and Party ID are referring to the same information.

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Warehouse EDI Address / Party ID − This is the EDI Address / Party ID of the warehouse as registered at the SP. It must be

provided when the goods are removed from / to a warehouse. The warehouse will receive the Approved Permit message from Government.

− The warehouse EDI Address / Party ID will be automatically displayed upon entering of the warehouse licence number.

Import / Export Container No. - Please provide Container Number if transport mode is Container Truck. DUTIABLE COMMODITIES INFORMATION Commodity Code – The appropriate commodity code must be filled in. The permit applicant should verify the

Description of Goods associated with the code to ensure that the appropriate commodity code is selected. Permit applicant should apply for a new code if no suitable commodity code is available. Please refer to Section L for details.

Marks of Goods – Please fill in this field as applicable. Permit applicant may select HKDNP, HKSAR Health

Warning or Others. If “Others” is selected, user must fill in the Marks of Goods in words in the box next to this field. The details must include marks of goods, quantity and ICU. If there is insufficient space, trader can use abbreviation.

– If labeling exemption on alcoholic strength has been granted to the permit applicant by the Customs concerning the particular liquor, the permit applicant is required to select “Others” and input the relevant exemption number into the box next to this field.

– For cigarettes bearing no marking at all, the applicant should also choose “Others” in this field and type ‘NO MARKING’ to show such information.

Supplier No. – This must be filled in for application of First Removal Permit or First Duty-Paid Permit for

Liquor. Declared Strength − This must be filled in for First Duty-Paid Permit or First Removal Permit if the Dutiable

Commodity is Liquor or Methyl Alcohol. Upon selection of the dutiable commodity code, the Declared Strength will be automatically displayed. Permit applicant may change the displayed value of the Declared Strength if nec

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Declared Volume / Weight – This must be filled in for First Duty-Paid Permits or First Removal Permits, if the Dutiable

Commodity is Liquor or Cigar. Upon selection of the dutiable commodity code, the Declared Volume / Weight will be automatically displayed. Permit applicant may change the displayed value of the Declared Volume/ Weight.

The following particulars must be provided for duty assessment purpose if the permit is a First Duty-Paid Permit or First Removal Permit, and the Commodity Category is Liquor where duty exemption is not applicable:

− Dutiable Item Cost (e.g. Ex-Factory Price) - It refers to the full value of the goods excluding any discount/reduction offered by

the supplier and any other incidental costs that required to be paid for the transaction.

- If a discount is offered by the suppler, the permit applicant should provide the original value of the goods and states the % of discount in the field of “Discount %”.

− Dutiable Item Other Cost i.e. total other costs incidental to the sale of the particular items such as commission, packing costs etc. - It refers to the total other costs paid or payable by the permit applicant to the

supplier which are incidental to the purchase of the goods. These costs may include but not limited to:

Commission Rebate Brokerage Agency fee Handling fee Service fee Consultation fee Royalty Licence fee Re-labelling cost Re-bottling cost Packing/Repacking cost Marketing fee Storage fee (except the storage fee incidental to the delivery of the goods to

the buyer in Hong Kong) Other cost, charge and expense

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− Discount % − Invoice No. − Freight Invoice No. − Sales Contract No. − Insurance Policy No.

Age Certificate C&E No. − This is required for First or Referral Duty-Paid Permit for brandy or whisky where duty

exemption or personal consumption is not applicable. Personal Consumption Reference No. − This is required for First or Referral Duty-Paid Permit for brandy or whisky for personal

consumption. The permit applicant should apply for the Personal Consumption Reference No. from ODCA.

Sample Quantity − In response to a permit application, if sample drawing is required for Government

Laboratory analysis, C&ED will send a message to the permit applicant stating the quantity of sample to be drawn. Permit applicant should fill in this field with the quantity stated.

Return Sample Indicator − This should be ticked if the permit applicant requests C&ED to return the cigar sample

drawn after the examination. First Removal Permit No. (FRP) − This is required for Referral Permits except for Hydrocarbon Oil. No. of Case – Note that only a full case is considered as one case. Please fill in “0” for items which are

only part of a case. Total No. of Case − This is the total number of cases of all items in the permit. Quantity / Unit − This is the total quantity of each commodity item. Please use mille for cigarettes, sticks for

cigars, bottle / can for liquor, litre for ethyl alcohol, hectolitre for methyl alcohol and hydrocarbon oil, and kg for prepared / manufactured tobacco and raw tobacco leaves.

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COST AND VALUE The particulars as follows under this section are required for duty assessment on Liquor for First Duty-Paid Permit and First Removal Permit applications. Permit applicants do not need to complete Declaration form CED 129 required previously in the paper scenario.

− Terms of Trade of Invoice e.g. Ex-Factory Price, CIF or FOB etc. − Total Freight Charge − Total Insurance − Inland or Other Delivery Expenses − Incidental Dutiable Costs

- It refers to any other costs, charges or expenses paid or payable by the permit applicant in a lump sum to the supplier incidental to the purchase of the goods, which is not quantifiable in respect of each commodity item in a permit application.

REMARKS Permit applicant may declare any necessary information in addition to the information provided in other information fields.

If the permit applicant would like the Customs to refer to another permit application for the related supporting documents, it is required to state : 'For the related supporting documents, please refer to Permit No. ____________or UOR No.____________' in the Remarks.

For First Export Permit application, if the permit applicant declares that the subject container will not be devanned in Hong Kong, the statement: “Requesting for exemption from ‘For Export” and / or ‘HK DNP’ “ must be entered as Remarks. (G) EXECUTED PERMIT ADVICE After the permit is used, the releasing / receiving party of the consignment of dutiable commodities must send the related Executed Permit Advice (EPA) to Government forthwith and the permit applicant must send the EPA within 14 working days after removal of goods. Please note that the shipping agent is not required to send the EPA. The releasing / receiving party and permit applicant should pay attention to the following particulars when preparing the EPA: Shut-out Cargo Indicator − This must be ticked by both the permittee and the receiving party if the goods are not

transported as declared in the approved permit.

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Declared Quantity (ICU) – This refers to the quantity as originally declared in the approved permit. Actual Quantity (ICU) − This refers to the actual quantity of the goods removed including the surplus, shortage or

breakage quantity of the commodity items covered in the approved permit. − Please note that in the case of a Duty-Paid Permit or a Removal Permit of which the

surplus goods are stored in a warehouse other than the original warehouse, the permittee must apply for a new permit to cover the removal of the surplus quantity.

Breakage Quantity – This refers to the quantity broken. Licence No. of Warehouse for Storage of Surplus Goods − Permittee must complete this field when the Actual Quantity is larger than the declared

quantity covered in the approved permit. Licence No. of Party - This refers to the licence number of the party. If a company acts as both the receiving /

releasing warehouse and the permittee, it should fill in the appropriate licence number in its corresponding capacity.

Receipt / Release Date and Time - This refers to the date and time when the goods are received / released. Surplus Item – This section refers to the surplus of commodity item not covered in the approved permit.

The permit applicant must store the surplus item in a bonded warehouse and apply for another permit to cover the surplus item.

Licence No. of Warehouse for Surplus Storage – This is the licence number of the bonded warehouse where the Surplus Items are stored. Remarks – User may declare any additional information which Government should note in the

Remarks field.

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(H) SUBMISSION OF SUPPORTING DOCUMENTS As much of the required information from the supporting document is included in the electronic permit application, supporting documents are not required to be submitted unless specifically requested in the Government Query message. When such request is received, permit applicant should fax the requested supporting documents to Government according to the instructions in the Government Query message using the standard fax cover printout from the Government Query message. The fax no. is 2850 7132. Permit applicant should sign and put the company chop on the fax cover and send a Government Query Response message to inform Government after the supporting documents have been faxed to Government. (I) COMPLETION OF PAYMENT CONFIRMATION ADVICE In the case of a Duty-Paid Permit application, upon completion of duty assessment, C&ED will notify the permit applicant of the payable duty amount by means of a Government Response – Payment Notification message. The permit applicant may go to any branch of the Bank of China Group banks to make the payment over the counter. Duty payment may be made in cash or by cheque payable to the “Hong Kong SAR Government”. Traders may also choose to make payment through the Cheque Deposit Machine (CDM), the Internet banking service or CBS provided by the Bank of China Group. Permit applicant is required to send a Payment Confirmation Advice message to Government as soon as the duty payment has been made. No Permit Confirmation Advice shall be sent before duty payment. Duty-paid Permit will be automatically approved by the system upon the receipt of Payment Confirmation Advice as well as the payment record from the Bank of China Group. The permit applicant should pay attention to the following particulars when preparing the Payment Confirmation Advice: Unique Permit Reference No. (URN) − This 14-digit reference number is generated by the SP for the permit application. It must

be included in the Payment Confirmation Advice. Payment Type − The permit applicant must indicate whether the payment is made by cash, by cheque, by

Internet or by CBS.

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Bill Reference No. – This refers to the 16-digit reference number issued by Government in the Government

Response – Payment Notification message. It is a unique reference to confirm whether duty payment for a specific permit has been made. Permit applicant must make sure that the Bill Reference Number is correctly filled in.

(J) AMENDMENT OF PERMIT The permit applicant may amend a permit after it has been approved by Government by changing the information in the application under the same URN, and re-submit the message to Government. The permit applicant may amend the permit as many times as necessary, as long as the permit has not yet been used. However, the permit applicant must note that in spite of the unlimited number of amendments allowed, there are conditions governing the making of amendments. For example, permit amendment is not allowed once an EPA is sent to the Government by any of the parties involved. For Duty-Paid Permits, applicants should not submit permit amendment after receiving the Government Response – Payment Notification until they have received the approved permit in order to avoid unnecessary delay to the permit application process. The reminder message “Attention: Please do not submit any application for amendment from now on until you have received the approved permit.” will simultaneously appear in the Payment Notification message. Generally, amendments after permit approval will not be accepted on changes of :

- removal date and time after the removal end date and time has lapsed - item particulars for Duty-Paid Permit, including commodity code, quantity, cost and

value and FRP No. - quantity of items in respect of Export Permit or Ships' Stores Permit that has

exceeded its initial quantity - carrier name and transportation mode for Ships' Stores Permit

Once an amendment message has been submitted to Government, a Government Response – Termination Notice message will be sent to the parties who have received the originally approved permit. If the amendment is accepted by the Government, an amended approved permit will then be sent to the permit applicant and the relevant parties (including the releasing and receiving party of the consignment). Permit applicant should also note that unnecessary delay will be caused in the approval of permits should request for amendments be made on the non-amendable items. For details on the amendable and non-amendable items of Approved Permits, please refer to the table of Application of Amendment on Permit Items after approval in Appendix 2.

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(K) CANCELLATION REQUEST Permit applicant may request for cancellation of an approved permit (except Duty-Paid permit), a Customs Appointment or Ships’ Store Application by sending a Cancellation Request to Government. Permit applicant should pay attention to the following particulars when preparing the Cancellation Request: Reference No. (URN) – Please fill in the 14-digit unique reference number of the permit application, Customs

Appointment or Ships’ Stores Application to be cancelled. Reason for Cancellation – Applicant must select the appropriate cancellation reason. If “Others” is selected as the

cancellation reason, applicant should provide the details of the cancellation reason in the Remarks field.

If permit applicant wants to cancel a Duty-Paid permit, he/she should contact the C&ED officer at 3759 2500. (L) CODES APPLICATION When the appropriate Code(s) (including Supplier Code, Carrier Code and Dutiable Commodity Code) cannot be found in the existing code lists, permit applicant may send a Codes Application message to Government through electronic means as an alternative to using a paper form to apply for (a) new Code(s). Government will respond to the application by means of a Government Response message within 2 working days. The three SPs have a code table search function for checking the existence of dutiable commodity code, carrier code or supplier code. Permit applicant only needs to login the DCP service of the SP to execute the relevant search function. The approved code(s) will be included in the Government Response if the application is approved. The approved code(s) will subsequently be added to the appropriate code list(s). To facilitate the dutiable commodity code application process, the applicant is required to fax the invoice, label, packing list and / or bill of lading with the standard fax cover generated by the SPs’ systems. Applicant is required to sign and put the company chop on the fax cover before fax to Government.

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(M) AGE CERTIFICATE APPLICATION As an alternative to using a paper form to apply for an Age Certificate Number, traders may do so by sending an Age Certificate Application message to Government through electronic means. Government will respond to the application by means of a Government Response message within 2 working days. The approved Age Certificate C&E Number will be included in the Government response if the application is approved. (N) CUSTOMS APPOINTMENT Permit applicant may also make a Customs Appointment through electronic means. Permit applicants should pay attention to the following particulars when preparing a Customs Appointment message: URN – Applicant should fill in the 14-digit unique reference number of the permit concerned. Appointment Type Indicator – Applicant should select the appropriate appointment type. Applicant must provide details

in the Appointment Type field if “Others” is selected. Appointment Details – Applicant may propose three alternative dates and times for the appointment. Via – This is the entry / exit point via which the concerned goods is / will be imported / exported.

If “Others” is selected, details of the via place must be provided in the box below. Place of attendance – Please fill in details of the place where the customs attendance will take place. (O) SHIPS’ STORES APPLICATION Permit applicant may also make a Ships’ Stores application through electronic means. Government will respond to the application within 2 working days by means of a Government Response message. The approved Ships’ Stores Application number will be included in the Government Response message.

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(P) PASS / VOUCHER NOTIFICATION Oil companies are required to submit daily pass / voucher notifications through electronic means. Submission of daily voucher notification is required even if there is no transaction for the release of dutiable goods within a day; whereas, the submission of daily pass is not necessary in such situation. For submission through electronic means, the particulars, which call for attention, are as follows: Total Number of Passes/Vouchers – The total no. of passes or vouchers issued by the oil companies per day must be filled in. Commodity Code – The appropriate commodity codes for all the dutiable goods covered by the passes or

vouchers per day must be filled in. Total Quantity (Inventory Control Unit (ICU)) – The total quantity of dutiable goods per day under each commodity code covered by the

passes or vouchers must be filled in.

(Q) WAREHOUSE RETURN For the Public Bonded Warehouses and certain Licensed Warehouses, electronic Warehouse Return may be used as an alternative to the paper or CD submission mode. Warehouses having interest in electronic Warehouse Return service may contact SP Hotlines for more details. Brio Hotline : 2111 1288 Ge-TS Hotline : 8109 1820 Tradelink Hotline : 2599 1700 (R) IMPORTATION OF DC BY A NON-LICENCE-HOLDER Any person importing dutiable commodities without an Import and Export Licence shall pay duty, plus the import licence fee which is 10% of the duty on the goods imported with a minimum fee of $2, on the spot at the points of entry when :

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Otherwise, the person has to obtain an Import and Export Licence before he can apply for a removal permit. Approval of an Import and Export Licence normally requires 12 working days. (S) ENQUIRY ON APPROVED PERMIT PRINT-OUT BY SHIPPING AGENT

(i) the goods are imported for his own use other than for trade or business and the goods are declared to a member of the Customs and Excise; or

(ii) the goods imported are a single commercial shipment entered in the manifest and of duty value less than $2,000.

Whenever shipping agent receives a print-out of an approved permit and has any query regarding the authenticity of it, the staff of a shipping agent may contact the officers of Licence and Permit Division at 3759 2500 during office hours or the Duty Controller at 3759 2288 after office hours. Samples of the print-out of the approved permits are in Appendix 1 for reference.

(T) TRADER SUPPORT Enquiries relating to the usage of electronic DCP service, operational and technical support should be directed to the respective SP providing the services; while enquiries regarding Government DCP policies and C&ED’s processing of DCP applications and related issues should be made to Customs and Excise Department. The relevant enquiry numbers are as follows: Customs and Excise Department 3759 2500 (for various permit

application, ships’ stores application and age certificate application)

3759 2507 (for Codes Application) 2424 4496 (for Customs Appointment)

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Brio Customer Service Hotline 2111 1611 from 7:00 am to 11:00 pm

daily

Ge-TS Customer Service Hotline 8201 0082 from 7:00 am to 11:00 pm daily

Tradelink Customer Service Hotline 2917 8881 from 7:00 am to 11:00 pm daily

(U) CONTINGENCY MEASURES

Permit Unit and Code Team From 8: 45am to 12:30 pm & 1:30 pm to 5:30 pm (Weekdays)

In a rare case of computer breakdown, to ensure that traders will be able to continue with their normal business operations, the contingency measures are in place for the following mishaps: 1. Failure of the trader’s computer system / internal network problem 2. Failure of the trader’s Internet Service Provider (ISP) 3. Failure of SP’s computer system 4. Failure of Government’s computer system 1. Failure of the trader’s computer system / internal network problem

For thin client users who are getting SP’s services through a web form on the Internet, they may use any other PC with access to Internet and connection to a printer to use electronic DCP service. In case if traders do not have any other PC to submit permit application, they can go to ETAS centre to submit permit application during ETAS centre operation hours. For thick client users with specific software installed locally in their PC, they may call SP’s customer service hotlines for assistance or they can go to ETAS centre to submit permit application during ETAS operation hours.

Customs Appointment From 8:30 am to 11:00 pm (Weekdays) From 8:30 am to 5:30 pm (Saturdays except public holidays)

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2. Failure of the trader’s Internet Service Provider (ISP)

Trader may switch to another ISP to resume their Internet access. If traders do not want to switch to another ISP, they can go to ETAS centre to submit permit application during the ETAS centre operation hours.

3. Failure of SP’s computer system Each SP has a Disaster Recovery measure which enables the service to resume normal operation within 2 hours. In case of service failure at the SP’s system, SP will notify the traders via broadcasting media and / or telecommunication means as appropriate. Traders who need urgent access to the electronic DCP service before the SP’s system resumes service may contact ODCA Permit Office at 3759 2500.

4. Failure of the Government computer system

In case of service failure at the Government system, SP will notify the traders via broadcasting media and/ or telecommunication means as appropriate. ODCA will trigger the contingency measures if the system cannot be resumed in six hours. Announcement shall be made for traders to submit applications for dutiable commodities permits in paper form, if necessary.

Procedures for applying paper permits: a) For application of new permits – trader should visit the ODCA permit office counter in

person with supporting documents and fill in the paper permit application form. Where duty payment is applicable, permit applicant should pay the duty at any branch of Bank of China (Hong Kong) Limited, Nanyang Commercial Bank Limited or Chiyu Banking Corporation Limited.

b) For application which is under processing – trader should visit the ODCA permit office

counter in person with supporting documents and fill in the paper permit application form quoting the unique reference i.e. URN of the permit application which has been already submitted through electronic means. ODCA will manually process the application and issue the paper permit as soon as practicable. Where duty payment is applicable, permit applicant should pay the duty at any branch of Bank of China (Hong Kong) Limited, Nanyang Commercial Bank Limited or Chiyu Banking Corporation Limited.

ODCA will advise the permit applicant on how to handle the electronic permit application which is already submitted to Government according to its actual processing stage.

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c) For amendment of approved permit – trader should submit a copy of the printout of the approved permit and a filled-in paper permit application form to ODCA permit office counter for amendment and endorsement.

ODCA will advise the permittee on how to handle the amendment request of the electronic permit according to the actual situation.

d) For submission of EPA – traders should submit the EPA as soon as the SP/Government

system resumes service. (V) FREQUENTLY ASKED QUESTIONS Service Pledge 1. How long does it take to get an electronic Permit?

C&ED’s service pledge is issuing the permit within 1/2 working day upon receipt of all necessary documents & information, and confirmation on the payment of the prescribed duty when applicable. That is to say, for complete applications submitted in the morning, the application will be approved in the afternoon; for complete applications submitted in the afternoon, the application will be approved in the morning of the next working day.

Emergency 1. If my printer or personal computer is down and I need my permit urgently, what

should I do? For thin client users getting DCP service through a web form on the Internet, they may use any other PC with access to Internet and connection to a printer to continue using electronic DCP service. For thick client users, please call the customer service hotline of the respective SP.

General Questions 1. What is the difference between a First Permit and a Referral Permit?

First permit is a permit that does not refer to any previous permits; permits covering dutiable commodities on their first importation or removed from local manufacturer are cases of this kind.

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Referral permit is a permit subsequent to a first permit - DC removed from a bonded warehouse will normally be a referral permit.

2. How can I know the DCP application is approved or rejected by the Government? The Government responds to all application messages received by either sending an Approved Permit message, a Government Query message or a Government Response message. All messages from Government can be found in the Inbox of the Permit Applicant’s account.

3. Why is the permittee required to send the Executed Permit Advice (EPA) as the goods are not released from them? The EPA serves the purpose of informing the Government that the permit has been executed.

4. If the releasing/receiving party does not send the EPA after the goods are removed, is there any liability on the permittee? The liability for not sending the EPA by the releasing/receiving party does not fall on the permittee, unless of course the permittee himself / herself is the releasing / receiving party.

5. Can I use an inkjet printer to print the Print-out of Approved Permit? For better quality and effectiveness, traders should use a laser printer.

Submission of paper documents

1. How does the trader submit the supporting documents when applying for an electronic permit? In applying for an electronic permit, since much of the required information is already included in the electronic permit application message, supporting documents are submitted only upon the request by Government. In such case, Government will send a Government Query message to the permit applicant requesting for the supporting documents. The permit applicant should fax the requested supporting documents to Government using the standard fax cover printout. Permit applicant is required to sign and put the company chop in the fax cover before fax to Government.

2. If C&ED requests supporting documents in the Government Query message, should the applicant answer the Government Query message after the supporting documents are faxed to Customs?

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Yes, after faxing the supporting documents to Government, the permittee should send a Query Response message to inform C&ED that the requested supporting documents have been faxed.

3. How should permittee handle the permits where the goods are received by the

Consulate? The permittee is advised to request the consulate staff to sign on the printout of the approved permit to acknowledge receipt of the goods and to retain the signed printout for 2 years for verification by C&ED upon request.

Amendment and Cancellation 1. Is there an expiry date for an approved electronic permit?

Yes, the permit cannot be used after the lapse of the removal end date / time. However, the permit applicant may request to amend the removal period before the permit expires, if necessary.

2. Are there separate amendment conditions for electronic permit?

The same amendment conditions apply to both paper and electronic permits, although in the electronic scenario there is no limit on the number of amendments requested as long as the permit is not executed yet.

3. Can a permittee amend a permit while the goods are being removed or after the

goods are removed? No. The amendment request must be applied and approved by C&ED before the goods are removed.

4. Is there a time limit to cancel a permit in case it has not been used?

Yes, there is. The permit must be cancelled within 14 working days after the last removal date.

5. If the quantities or items of DC being removed exceed that listed in the approved permit, what should the permittee do? If there is a surplus of quantity of the item already declared in the approved permit, the permittee should report the quantity removed in the Actual Quantity (ICU) field, and enter the licence number of the warehouse where the surplus quantity is stored. Please note that if the approved permit is a Duty-Paid Permit, or a Removal Permit of which the

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surplus quantity is stored in a warehouse other than the original warehouse, the permittee should apply for another permit to cover the removal of the surplus quantity. If the surplus is of an item not declared in the approved permit, the permittee should report the surplus under Surplus Item section, store the surplus item in a bonded warehouse and apply for another permit.

Transportation Information 1. When is the Import Shipping Agent Information required in an Export Permit?

The Import Shipping Information should be completed if the Export Permit is for goods transshipped from one ship to another.

Codes Application 1. Only 200 characters are allowed for the goods description for Codes Application.

Is it enough? Would insufficient / too simplified goods description lead to problem in releasing the goods if the warehouse thinks that the goods description is not exactly the same as that on the label? C&ED has been using the 200 characters limit for codes application for a very long time and no problem has ever been encountered. Applicants are advised to contact ODCA of C&ED for advice if this problem does occur.

Ships’ Stores Application 1. The field length for the Shipping Agent Name is 70 characters. What should the

applicant do if the company name exceeds 70 characters? Note that generally accepted abbreviations can be used when filling in the Shipping Agent Name. In the unlikely situation where the abbreviated Shipping Agent Name exceeds the 70 character field length, the applicant should fill in the information up to the maximum length. ODCA will send a Government Query message to the applicant if more details of the Shipping Agent are required.

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Spirits Trade 1. How can the permit applicant submit the original copy of the Age Certificate?

For electronic permit application, permit applicant does not need to submit the original Age Certificate to C&ED unless requested by C&ED in response to that particular Age Certificate application. However, the permit applicant should retain the original copy of the Age Certificate for a period of 5 years for Customs inspection.

2. How to fill in the number of cases for packing information such as 10 cases with 10

bottles per case + 2 bottles? There is a field for the Number of Case and a field for Quantity. Note that only a full case is considered as 1 case. Permit applicant in such case should enter “10” as Number of Case and enter “102” as the Quantity.

3. If the goods removed are not exactly the same as that on the permit e.g. permit

applicant may order 15 years old whisky but upon removal of goods found that 17 years old whisky is shipped instead. How should it be handled? Since 15 years old whisky and 17 years old whisky are different products, the permittee should report “0” in the actual quantity of 15 years old whisky removed. In addition, the permittee should report the 17 years old whisky which is a surplus item in this case, under the Surplus Item section in the EPA. The permittee should store the surplus 17 years old whisky in a bonded warehouse and apply for another permit to cover its removal.

4. If the permit applicant cannot provide the full description of the goods which are

imported into HK in small quantity for local consumption, can the permit applicant use a “dummy code” when submitting a permit application? In such case, the permit applicant should first seek the approval from the Code Team of the ODCA for the use of dummy codes. The applicant should clearly indicate in the application letter the name of contact person, contact telephone number, fax number as well as the descriptions of all relevant items and send the letter to the Code Team by fax at 2581 0218. If approval is granted, the Code Team will inform the applicant of the appropriate dummy codes by fax. Secondly, the applicant is allowed to use the specified dummy codes and modify the goods descriptions of such codes, if necessary, so as to provide the correct information for the specific items in the permit application form.

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Tobacco Trade 1. Does the permit applicant need to declare the weight of the cigar when it is

imported into Hong Kong for the first time? Permit applicant should declare the measured weight of cigar in the “Declared Volume/Weight” field on a First Permit application.

2. How should a permit applicant report the number of cases for each item if there are

multiple items packed in the same case? Only a full case is considered as one case. Permit applicant should fill in “0” as no. of case for each item which is part of a case, and fill in “1” as Total Number of Case.

Warehouse operation 1. Normally, GBW operators will not open the container to check the actual quantity of

the goods upon receiving/releasing the goods. How can they declare the actual quantity of the goods in the EPA message? (a) In the “Remarks” column, put down “seal no. _____ checked in order, contents not

checked”; and (b) In the “Actual quantity” column, fill in the declared quantity.

Payment of duty 1. Can the duty-paid permit applicant pay in several cheques for a single amount of

duty payment under one payment reference number? Yes. The duty-paid permit applicant can pay in several cheques for a single amount of duty payment under one payment reference number.

2. Can the duty-paid permit applicant pay in one cheque for several amounts of duty payment under several reference numbers? No. The duty-paid permit applicant cannot pay several amounts of payments under more than one reference number by only one cheque.

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Introduction of Additional SP 1. Could DC traders (warehouse operators included) register concurrently with more

than one SPs ? The Government welcomes DC traders registering concurrently with the three SPs.

2. For DCP application, is it a must that both the permit applicant and the releasing / receiving party have to use the same SP? No. The permit applicant and the releasing / receiving party may use different SPs for a DCP application,

3. If a releasing / receiving party has registered with more than one SPs, can the permit applicant choose which SP’s service is used to send the approval message to the releasing / receiving party? For permit applicants using Brio’s or Ge-TS’ service to file the DCP application, they are free to choose whichever SP’s service to send the approval message. For permit applicants using Tradelink’s service, they are bound to choose Tradelink’s service to send the approval message.

4. Is it possible for a permit applicant switching to another SP when his application has been partially processed ? No. Permit applicant should use the same SP throughout the permit application.

5. Are Chinese characters supported by DCP service ? Both Traditional and Simplified Chinese characters (ISO10646) are supported by DCP service.

6. Can traders use the ETAS centre of one SP while he has registered with the other SP ? Yes.

7. How should the alternative receiving party, i.e. not the original receiving party, handle the shut-out cargo ? The alternative receiving party should submit the EPA through his own SP, which may or may not be the same SP of the original receiving party.

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Appendix 1 Samples of Print-out of Approved Permit

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Appendix 2

Application of Amendment on Permit Items after Approval

Permit Items

Type of permit Removal Permit

(not yet been referred)

Export Permit Ships’ Stores Permit

Duty Paid Permit

Commodity code Y (same permit

sub-class only)

Y (same permit sub-class only)

Y (same permit sub-class only)

N

Description of goods

Y (same permit

sub-class only)

Y (same permit sub-class only)

Y (same permit sub-class only)

N

Marks of goods Y Y Y N

FRP no. Y Y Y N

Supplier no. Y NA NA N

Supplier name Y NA NA N

Age certificate C&E no.

NA NA NA N

Personal consumption ref no.

NA NA NA N

Declared strength Y NA NA N

Declared volume/weight

Y NA NA N

Sample quantity N/A NA NA N

Return sample indicator

N/A NA NA N

Quantity/Unit Y Y Y (if not exceeding the approved

maximum quantity in ships’ store application)

N

No. of case Y Y Y N

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Dutiable item cost Y NA NA N

Dutiable item other Y NA NA N

cost Dutiable item cost & dutiable item other cost currency code

Y NA NA N

Discount Y NA NA N

percentage

Invoice no. Y NA NA N

Sales contract no. Y NA NA N

Insurance policy no.

Y NA NA N

Term of trade of invoice

Y NA NA N

Total freight charge Y NA NA N Total freight charge currency code

Y NA NA N

Total insurance Y NA NA N Total insurance currency code

Y NA NA N

Inland/other delivery expenses

Y NA NA N

Inland/other delivery expenses currency code

Y NA NA N

Incidental dutiable Y NA NA Ncost Incidental dutiable cost currency code

Y NA NA N

Carrier name Y Y N Y Carrier arrival date Y Y Y Y (within the

same month) Destination Y Y Y YRemoval date Y (last

removal date not lapsed)

Y (last removal date not lapsed)

Y (last removal date not lapsed)

Y (last removal date not lapsed)

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Transportation mode

Y Y N Y

Company Name N N N N Consulate ID NA NA NA N Denature Indicator NA NA NA N Duty Assessment Indicator

Y NA NA N

Exemption Type NA NA NA N Fax No. N N N N Licence No. N N N N Telephone No. N N N N

Keys Y – Yes (amendable)

N – No (non-amendable)

NA – Not applicable

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Appendix 3

Electronic Trading Access Service (ETAS) Centres Brio Electronic Commerce Limited (Brio)

Brio Electronic Commerce Limited

Address : Unit 1705, 17/F, Westlands Centre, 20 Westlands Road, Taikoo Place, Hong Kong.

Service Hours : Monday to Friday : 9:00am - 7:00pm

Saturdays : 9:00am - 1:30pm

Tel: 2581 - 1111 Fax: 2581 - 1660

The Interact Group Limited

Address : 23/F, On Hong Commercial Building, 145 Hennessy Road, Wanchai, Hong Kong.

Service Hours : Monday to Friday : 9:00am - 6:00pm

Saturdays : 9:00am - 1:00pm

Tel: 3582 - 3300 Fax: 3582 - 3310

Global e-Trading Services Limited (Ge-TS)

Address : 30/F., Prosperity Millennia Plaza, 663 King's Road, North Point, Hong Kong.

Service Hours : Monday to Friday 9:00am – 12:30p m, 1:30pm – 6:00pm

Saturday-: 9:00am – 1:00pm.

Tel : 8201 0082 Fax : 2503 8400

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Tradelink Electronic Commerce Limited (Tradelink)

Tradelink Service Centre (Sai Yeung Choi Street)

Address : Room 1803, 18/F., 168 Sai Yeung Choi Street, Mong Kok, Kowloon

Service Hour : Monday to Friday 9:00am – 6:00pm

Saturday 9:00am-12:30pm

Tel : 2399 0430 Fax : 2399 0115

International Chamber of Commerce - Hong Kong, China (Sheung Wan)

Address : Room 201, 2/F, New Victory House, 93-103 Wing Lok Street, Sheung Wan, Hong

Kong

Service Hour : Monday to Friday 9:00am-6:00pm

Saturday 9:00am-1:00pm

Tel : 2543 2668 Fax : 2541 8222

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