Guidance for registering and enrolling to use the Import Control System (ICS)

Table of contents 1. Import Control System (ICS)...............................................................2

1.1 Background .............................................................................................2

1.2 Technical ..................................................................................................3

1.3 ICS registration and enrolment.......................................................3

2. General registration and enrolment information ......................... 4

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2.1 ICS enrolment availability .................................................................

2.2 Information needed for registration and enrolment...............

2.3 What is an EORI number? .................................................................

2.4 Registration - new users....................................................................

3. How to register and enrol - new users.............................................

3.1 Part A - Register and enrol on the HMRC website....................

3.2 Part B - Register and enrol on the Government Gateway .....

4. How to register and enrol - existing users ...................................

4.1 Enrolling for ICS on the HMRC website ......................................

4.2 Enrolling for ICS on the Government Gateway .......................

5. Submitting your ICS declaration ......................................................

6. HMRC contacts.........................................................................................

6.1 ICS and Government Gateway.......................................................

1. Import Control System (ICS)

1.1 Background

1.1.1 What is the Import Control System (ICS)

The European Community’s Security amendment to the Community Customs Code requires that Member States introduce electronic systems that provide the capability to risk assess goods for safety and security purposes. The ICS, which forms part of that security amendment, provides HM Revenue & Customs (HMRC) with the ability to receive pre-arrival information relating to import consignments where the UK is the first point of entry in the community. With that information HMRC will assess the threat posed by those consignments and take whatever action is deemed necessary to maintain the safety and security of individuals within the 27 Member States. The operator of the active means of transport bringing goods into the European Community (the carrier) is responsible for ensuring that an ICS declaration is submitted to the appropriate Member State for all goods carried on board the vessel or aircraft entering the EU. In the UK this declaration can be made either through the Trader Front End (TFE) via the Government Gateway or HMRC website, or via one of the Community System Providers (CSPs). 1.1.2 How do I submit electronic declarations to ICS?

Carriers and declarants working on behalf of carriers will submit Entry Summary Declarations (ENS) to ICS. These submissions will take the form of XML messages.

1.1.3 What channels are available for submitting ENS declarations?

There are two channels available for the submission of ENS XML declarations:

A dedicated CSP message gateway (CSPs will use leased lines which conform to HMRC/IMS security which means that the CSP declarations can be regarded as pre-authenticated) is available to allow each CSP to submit these messages onto the ICS core system (CSP Message Gateway).

The Government Gateway web service (TFE) which is available to registered gateway users authorised to use the ICS system.

Please note: There is no Web Declaration (Web Dec) for ICS. This is unlike the New Computerised Transit System (NCTS) or the National Export System (NES) services which allow traders to submit data directly into a Web Dec via the internet. Carriers or their authorised third parties must adapt their own computer software (or use that of a third party) to send ICS (XML) messages through the ICS TFE.

Because there is no Web Dec, after 15 minutes the TFE will appear to have logged the user out but, XML messages can still be sent through the Gateway when this happens.

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1.2 Technical

1.2.1 What do you need to develop your own computer software to submit ENS's through the TFE?

If you want to develop your own software to connect to the ICS TFE, you will need to consult the technical interface documents available on the ICS webpage. All ICS reference documents (including the ICS Phase 1 Technical Interface Specification (TIS)) can be found on the ICS webpage. Alternatively, you can access the HMRC website. You should then follow these steps:

1. Follow the 'Import & export' link in the businesses and corporations menu at the top right hand side of this page.

2. Scroll down the page and follow the 'International trade developments' link. 3. Follow the 'Import Control System (ICS)' link. 4. Follow the 'Import Control System - FAQs and other documents' link

. This will take you to the ICS homepage where all available documents including Guidance and Technical Specifications are available.

1.2.2 How do I send messages through the ICS TFE?

Companies who want to send messages through the ICS TFE must:

register for HMRC Online Services enrol (or sign up) for the ICS online service

There are two ways that you can register and enrol for the service:

on the HMRC website directly through the Government Gateway

This document explains the registration and enrolment process for both ways.

1.3 ICS registration and enrolment

1.3.1 What is the difference between registering and enrolling on the HMRC website and the Government Gateway?

When you register and enrol on the HMRC website, you can register for any HMRC Online Service, including ICS, NCTS and NES. When you register and enrol on the Government Gateway, you can register for any HMRC service and also web services offered by other government departments. Please note: Only domestic (UK based) traders can register on the HMRC website. Overseas traders must register via the Government Gateway.

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2. General registration and enrolment information

2.1 ICS enrolment availability

You will be able to register and enrol for the ICS online service from the date ICS goes live in December 2010.

2.2 Information needed for registration and enrolment

You will need the following two pieces of information to enrol for the ICS TFE service:

a valid Economic Operator Registration and Identification (EORI) number the postcode for the address given in your EORI Registration

2.3 What is an EORI number?

The European Commission introduced the EORI scheme on 1 July 2009. All carriers and persons submitting Entry Summary Declarations will need to be EORI registered.

For more information on EORI and the registration process in the UK, click on the following link EORI.

2.4 Registration - new users

You can register and enrol for ICS via the HMRC website (UK based traders only) and follow the process in Section 3.1 Part A below. You can register and enrol for ICS via the Government Gateway (UK and overseas traders) and follow the process in Section 3.2 Part B below. 2.4.1 Registration - existing users

If you are already registered to use HMRC online services and just need to enrol for ICS, go straight the section on the enrolment process (Section 4) below.

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3. How to register and enrol - new users

3.1 Part A - Register and enrol on the HMRC website

The following section gives an overview of how to register and enrol if you haven't yet signed up to use HMRC's online services. First go to the HMRC website. Click on the ‘Register’ button in the 'New user' section.

On the 'New users' page follow the 'Organisation' link.

The next page lists all the online services you can enrol for.

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Tick the checkbox for ICS as shown above, then click the 'Next' button. You are then taken to the ‘What you need to enrol’ page, which lets you know what information you need to have to hand to complete the enrolment process. (This information is also listed in Section 2 of this guide.) Click ‘Next’ to move to the next page. You will then see an overview of the registration and enrolment process. There are six steps in this process. Step 1 - Terms and conditions You must read HMRC’s terms and conditions before you can enrol for HMRC Online Services. Follow the ‘View Terms and Conditions’ link which opens up a new window. Once you have read them, close the window by clicking on the X (’close’ button) in the top right-hand corner of the page. To continue, tick the checkbox next to ‘Please confirm that you have read the terms and conditions’, then click ‘Next’. Step 2 - About you Enter your full name and your email address. Once you have confirmed your email address click the ‘Next’ button to continue. We recommend you provide an email address even though this isn’t specifically required. If you lose or misplace your User ID or Password, we will then be able to send them to you by email instead of through the post. Step 3 - Create password When creating your password it’s important that you choose one you can remember easily. It must be between eight and twelve characters (letters and numbers), contain at least one number (0-9), contain at least one letter (a-z), and not contain the word

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“password”. Make a note of it, and keep it secure. When you have confirmed your password, click the ‘Next’ button. Step 4 - Note User ID You have now been set up with an Online Government Account and your unique User ID for that account is shown on screen. Please make a note of your User ID as you will need it, along with the Password you have created, every time you use ICS. Step 5 - Enter details On this screen you should enter the two pieces of information needed to complete the enrolment process for the ICS online service (they are listed in Section 2 of this guide).

Step 6 - Registration and enrolment summary: receive Activation Code This summary shows if your registration and enrolment has been successful. The Government Gateway will send you an Activation Code in the post. The envelope will be marked 'Government Gateway'. The letter can take up to a week to arrive and if you are overseas may take a little longer. You will need the Activation Code to activate the service. Please note: You must use the code within 28 days of the date of the letter or it will expire and you will have to request a new one. If you lose your Activation Code before the 28 days have expired, then a new one can be requested online. Just log into your account on the Government Gateway and follow the instructions.

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Click the 'Next' button and you will be taken to the 'Your HMRC services' page. You are now enrolled to use the ICS online service.

3.2 Part B - Register and enrol on the Government Gateway

The following section gives an overview of how to register and enrol for ICS on the Government Gateway if you haven't already got an online government account. First go to the Government Gateway website. Follow the 'Register as an 'Organisation'' link.

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On the next page click the 'Register' button in the 'Register' section. You will then be asked to enter your details.

Enter your first name(s), surname and email address and confirm a password of your choice (which needs to be confirmed in the box below). When creating your password it’s important that you choose one you can remember easily. It must be between eight and twelve characters (letters and numbers), contain at least one number (0-9), contain at least one letter (a-z), and not contain the word 'password'. Make a note of it, and keep it secure. You can also complete the ‘Additional Information’ box to help others in your organisation identify you. When you have completed this information, click on the ‘Submit’ button. You will receive confirmation on-screen that you have been set up with an online government account and a User ID will also be sent to you by email. You must make a note of this User ID as you will need it every time you log in. Click the 'Continue' button. You will be taken to the 'Your services' page which lists all available services that you can enrol for. Scroll down the list and follow the link for ICS.

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On the next screen enter the two pieces of information (Known facts) listed in Section 2 of this guide). You must then read HMRC’s terms and conditions before you can enrol for the ICS online services. Follow the ‘terms and conditions’ link which opens up a new window. Once you have read them, close the window by clicking on the X (’close’ button) in the top right-hand corner of the page. To continue, tick the checkbox to confirm you have read and accept them, then click ‘Next’. The Government Gateway will send you an Activation Code in the post. The envelope will be marked 'Government Gateway'. The letter can take up to a week to arrive and if you are overseas may take a little longer. You will need the Activation Code to activate the service. Please note: You must use the code within 28 days of the date of the letter or it will expire and you will have to request a new one. If you lose your Activation Code before the 28 days have expired, then a new one can be requested online. Just log into your account on the Government Gateway and follow the instructions. Click the 'Next' button and you will be taken to the 'Your HMRC services' page. You are now enrolled to use the ICS online service.

4. How to register and enrol - existing users

4.1 Enrolling for ICS on the HMRC website

The following section gives an overview of how to enrol for ICS if you already have an online government account. First go to the HMRC website.

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In the ;Existing users'; section, enter your User ID and Password then click on the 'Login' button.

A security message will be displayed. If you are happy to continue, click the 'Next' button.

The sample screen below shows, at the top of the screen, those services you can use. Services you can enrol for, including ICS, will appear in the 'Services you can add' section of the page.

Follow the 'Enrol for service' link for ICS then enter your details when asked (see steps 5 and 6 in section 3.1 of this guide for further information).

When your enrolment is complete the Government Gateway will send you an Activation Code in the post. The envelope will be marked 'Government Gateway'. The letter can take up to a week to arrive and if you are overseas may take a little longer.

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You will need the Activation Code to activate the service. Please note: You must use the code within 28 days of the date of the letter or it will expire and you will have to request a new one. If you lose your Activation Code before the 28 days have expired, then a new one can be requested online. Just log into your account on the Government Gateway and follow the instructions. Click the 'Next' button and you will be taken to the 'Your HMRC services' page. You are now enrolled to use the ICS online service.

4.2 Enrolling for ICS on the Government Gateway

The following section gives an overview of how to enrol for ICS on the Government Gateway if you already have an online government account. First go to the Government Gateway website. Click on the 'Enter the Government Gateway' button then on the next screen enter your User ID and Password and click the 'Log in' button.

You will be taken to the 'Your services' page which lists any services you are already enrolled for at the top, with all other available services that you can still enrol for further down. Scroll down the page and follow the ICS link.

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On the next screen enter the two pieces of information (Known facts) listed in section 2 of this guide). You must then read HMRC’s terms and conditions before you can enrol for the ICS online services. Follow the ‘terms and conditions’ link which opens up a new window. Once you have read them, close the window by clicking on the X (’close’ button) in the top right-hand corner of the page. To continue, tick the checkbox to confirm you have read and accept them, then click ‘Next’. The Government Gateway will send you an Activation Code in the post. The envelope will be marked 'Government Gateway'. The letter can take up to a week to arrive and if you are overseas may take a little longer. You will need the Activation Code to activate the service. Please note: You must use the code within 28 days of the date of the letter or it will expire and you will have to request a new one. If you lose your Activation Code before the 28 days have expired, then a new one can be requested online. Just log into your account on the Government Gateway and follow the instructions. Click the 'Next' button and you will be taken to the 'Your HMRC services' page. You are now enrolled to use the ICS online service.

5. Submitting your ICS declaration Once you have registered, enrolled and activated the ICS online service you will be able to submit ICS declarations using XML messages through the TFE.

If you log in to the HMRC website to submit your declaration, you will be taken to the ICS 'At a glance' page. This page contains some introductory information about the service and gives a link to further information to help you submit your declaration.

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6. HMRC contacts

6.1 ICS and Government Gateway

6.1.1 For Business and Technical enquires please contact the Harwich ICS Helpdesk on Tel 01255 244744 or via email.

6.1.2 For problems with the Government Gateway please contact the Online Service Helpdesk on Tel 0845 010 8500.