Kenya Electronic Single Window System

Transcription

1 [KENYA TRADE NETWORK AGENCY] STANDARD OPERATING PROCEDURE Kenya Electronic Single Window System Prepared by Kenya Trade Network Agency (KENTRADE) August 30, 2013 The purpose of this document is to present the Standard Operating Procedures (SOP) for the above mentioned Procedures facilitated through the Kenya Electronic Single Window System (KESWS)

2 ACKNOWLEDGEMENTS The Kenya Trade Network Agency (KENTRADE) would like to thank the Stakeholder organizations who collectively contributed to the development of this Standard Operating Procedure document. This guidance document would not have been actualized without their knowledge, time and effort. DISCLAIMER While all the efforts have been made to ensure that the document is error free, KENTRADE welcomes any omissions identified after finalization of the document. Mention of trade names or commercial products does not constitute endorsement or recommendation for use. 1

3 STANDARD OPERATING PROCEDURE APPROVALS: Revision Number: 1.0 Effective Date: 31 st October 2013 Approved by Trade Facilitation Manager: Daniel M. Kiange Sign: Date: Approved by Project Director: Amos Wangora Sign: Date: 2

4 1. Introduction 1.1 Purpose The purpose of this Standard Operating Procedure (SOP) document is to describe the standard procedures to be followed by the Kenya Electronic Single Window System (KESWS) users. Procedures must be in place to ensure the accountability, traceability, and consistency of activities while using the Single Window System. Once signed-off and approved, the SOPs document will serve as a roadmap to assist stakeholders in the use of KESWS. The procedure should be easily accessible to the users who interact with KESWS or the Stakeholders systems one way or the other. The SOP should be used in conjunction with the KESWS user guide that provides specific details regarding use of the KESWS. 1.2 Scope This SOP document highlights the procedures having a bearing on international trade and logistics procedures i.e. import, export and transit related transactions. 1.3 Document Convention The document captures the procedures using elaborate descriptions of the step and also presents graphical representation of the steps. The following process/steps symbols are used: Process Diagram Symbol Meaning An activity within a process Process Start and End Decision Single document or Product Electronic Data 1

5 Process Diagram Symbol Meaning Direction of Process flow 1.4 Context Diagram The context diagram defines the boundary between the Kenya Electronic Single Window System and its environment, showing the entities that interact with it including the Payment Gateway and the other Stakeholder systems. This diagram is a high level view of the system and having an understanding of the modules will put the SOPs to perspective. The diagram is as follows: Traders lodge Documents Kenya Electronic Single Window System (KESWS) Regulatory Agencies Process lodged Docs Clearing Agent TRADENET Shipping Line/ Agent OGA Release updates Query Risk Profile KPA KWATOS KRA SIMBA Importer/Exporter Request MD & CD Approval OGA Module Response hit profle Risk Management Module MD & CD Approval/ Rejection Risk Parameters Payment Gateway Government Agencies PPB TBK Port Health KEPHIS HCDA DVS KEBS 2

6 1.1 Application & submission of an IDF Procedure SOP Number: 0001 Title: Application & submission Procedure Revision No: Effective Date: 31/10/2013 Issued By: TRADE FACILITATION MANAGER Date: 31/10/2013 Approved By: KRA Date: 31/10/2013 A. OVERVIEW An IDF is the form an importer completes in a prescribed format (form C 61) prior to shipment of goods. An IDF is applied for by the Exim through KESWS and submitted for KRA processing. The KRA officer logs into KESWS to check the details before processing. KRA routes it to the relevant OGAs for relevant approvals e.g. PPB for permits to import drugs, KEBS for approval import used motor vehicle etc. The Exim makes payment for the IDF in KESWS so that the application is routed back for KRA to evaluate and approve the IDF. B. SCOPE OF PROCEDURE: The procedure entails creation of an IDF; the approved IDF is a pre-requisite for creation of an entry in Simba. C. RESPONSIBILITIES: C.1 The exim is responsible for the applying for/creation of the UCR and IDF through KESWS. C.2 KESWS is responsible for assigning the UCR. C.3 Kenya Revenue Authority (KRA) is responsible for evaluating and approving the IDF. C.4 The exim is responsible for making the prepayments. 3

7 C.5 The relevant OGAs are responsible for approving the requisite permits (edocs). D. REQUIREMENTS The exim must be registered in KESWS E. DEFINITIONS E.1 CA- Clearing agents E.2 IDF Import Declaration Form E.3 PPB- Pharmacy & Poisons Board E.4 KESWS- Kenya Electronic Single Window System E.5 KEBS Kenya Bureau of Standards E.6 UCR Unique Consignment Reference E.7 OGAs Other Governmental Agencies E.8 EXIM The clearing agent 4

8 F. PROCEDURE: G. STEPS The steps below describe the creation of an IDF details of interaction are available in the KESWS user guide. G.1 Creation of an IDF The exim creates the UCR in KESWS. The exim then applies for an IDF using the UCR already issued by KESWS. 5

9 The system will provide an option to select Import. If import is selected the exim is able to input all the necessary details for that consignment. The exim then makes prepayments for the consignment. G.2 Submission of an IDF The exim updates the draft IDF and submit. The exim is able to track the document in his exim profile under track approval status as submitted. G.3 Evaluation of the IDF for approval The KRA officer checks the details of the IDF in KESWS. Where an approval of an OGA is required, the officer routes the application to the relevant OGA for approval. Once approved by the relevant OGA, the document is available now for approval by KRA G.3 Approval by KRA The KRA officer is now to approve the IDF. The document can be viewed by the exim once approved by KRA and its status confirmed whether approved, rejected or on-hold The approved IDF which now has a number can be viewed and printed by the exim. NB: The system should be able to automatically select the relevant OGA for approval as soon as the HS code is selected before it is routed for KRA s approval. 6

10 1.2 Submission of IDF amendment Procedure SOP Number: 0001 Title: Application & Submission of a request for IDF amendment Revision No: Effective Date: 31/10/2013 Issued By: TRADE FACILITATION MANAGER Date: 31/10/2013 Approved By: KRA Date: 31/10/2013 A. OVERVIEW: An IDF is created by the exim through KESWS. Since this is a document done prior to shipment of the expected goods sometimes there arises need to change some particulars of the document. Examples of the particulars for which changes are requested for include exporter/seller names, country of origin, addition of items or removal of some, currency, incoterms, etc. The exim applies for amendment of an IDF specifying the details to be amended. The exim pays the fees for amendment (USD 5.00). The exim submits the amendment request for approval by the KRA officer. KRA logs in to KESWS to view the application and approve/reject. The Standard Operating Procedures (SOP) for covers the following: i. Application for an amendment of an IDF ii. iii. Submission of amendment request for an IDF Approval of an IDF amendment request B. SCOPE OF PROCEDURE: The procedure entails application, payments and submission of the amendment request. A revised invoice and amendment fees are pre-requisites for amendment to be approved. 7

11 C. RESPONSIBILITIES: C.1 The exim is responsible applying for & submitting an IDF amendment request through KESWS C.2 Kenya Revenue Authority is responsible for approving the amendment in KESWS. C.3 Exim is responsible for paying amendment fees through KESWS D. REQUIREMENTS The exim must be registered in KESWS E. DEFINITIONS E.1 IDF Import Declaration Form E.2 EXIM Importer/clearing agent E.3 IDF Import Declaration Form E.4 KESWS- Kenya Electronic Single Window System 8

12 F. PROCEDURE: G. STEPS The steps below describe the creation of an amendment request; details of interaction are available in the KESWS user guide. G.1 Create a request for an amendment The exim applies for amendment of an IDF in KESWS. 9

13 The system under search for consignment allows for amendment details to be input by the exim. The exim pays for the amendment fees in KESWS. G.2 Submission of amendment request The exim submits the request for KRA to approve in KESWS. G.3 Approval of the amendment KRA evaluates the amendment request based on the revised invoice, confirms payment of amendment fees and approves/ rejects. The exim is able to view the application under track approval status to confirm status. If approved the amended IDF is shown as version 2 and the exim can print it. NB: All amendment requests attract amendment fees of USD 5.00 except in cases where the importer details have to be changed in which case the exim is required to Kshs 5,

14 1.3 Submission of IDF cancellation Procedure SOP Number: 0001 Title: Application & Submission of a request for IDF cancellation Revision No: Effective Date: 31/10/2013 Issued By: TRADE FACILITATION MANAGER Date: 31/10/2013 Approved By: KRA Date: 31/10/2013 A. OVERVIEW: An IDF cancellation request arises in a number of occasions some of which are cancellation of the order by importer, in availability of the item of interest from exporter, decision to source for product locally etc. A request for cancellation of an IDF is applied for by the exim in KESWS. Exim pays for the cancellation request after KRA approves the cancellation request. NB: Reconciliation window necessary for reconciling the IDF before approving cancellation. This is to safeguard the revenue leakages that more often is associated with the IDF cancellations. The Standard Operating Procedures (SOP) covers the following: i. Application for cancellation of an IDF ii. iii. Submission of cancellation request for an IDF Approval of a cancellation request B. RESPONSIBILITIES: B.1 The exim is responsible for applying for IDF cancellation request. B.2 Kenya Revenue Authority is responsible for approving the cancellation in KESWS. B.3 Exim is responsible for paying cancellation fees(usd 10.00) through KESWS 11

15 C. RESPONSIBILITIES: C.1 The exim is responsible applying for & submitting an IDF amendment request through KESWS C.2 Kenya Revenue Authority is responsible for approving the amendment in KESWS. C.3 Exim is responsible for paying amendment fees through KESWS D. REQUIREMENTS The exim must be registered in KESWS E. DEFINITIONS E.1 IDF Import Declaration Form E.2 EXIM clearing agent E.3 IDF Import Declaration Form E.4 KESWS- Kenya Electronic Single Window System 12

16 F. PROCEDURE: 13

17 G. STEPS The steps below describe the creation of a cancellation request G.1 Create a request for an IDF cancellation The exim applies for cancellation of an IDF in KESWS. The system under search for consignment allows for details to be input by the exim. The exim pays for the cancellation fees (USD 10.00). G.2 Submission of cancellation request The exim submits the request for KRA to approve in KESWS. G.3 Approval of the cancellation request KRA evaluates the cancellation request based on the reconciliation data, confirms payment of cancellation fees and approves/rejects. The exim checks the document track approval status to confirm the status whether approved or rejected. NB: (1.) Window necessary to reconcile IDF before an approval of cancellation of the same is done to safeguard revenues/curb revenue leakages. (2.) KESWS should have provision for generation of IDF reports e.g. rejected, utilized, unutilized etc. 14

18 1.4 IDF Expiry/Renewal SOP Number: 0001 Title: IDF Expiry/Renewal Revision No: Effective Date: 31/10/2013 Issued By: TRADE FACILITATION MANAGER Date: 31/10/2013 Approved By: KRA Date: 31/10/2013 A. OVERVIEW An Import Declaration Form remains valid until is utilized; it has no time limit neither does it expire nor need an extension of validity period. However, it is important that the lifetime be set for purposes of controls since the current open ended status creates many unutilized IDFs in the system and consequent loopholes leading to revenue leakages. The KESWS has a provision for expiry and extension of the validity period of an IDF though no test cases were presented/done for the same. The Standard Operating Procedures (SOP) covers the following: i. Validity period/lifetime of an IDF ii. iii. Expiry of an IDF Extension of validity period of an IDF B. RESPONSIBILITIES KRA is responsible for extension/determining of the lifetime of an IDF. NB: KRA is in the process of coming up with a legislation to govern the validity period of an IDF to enable the application of the same. 15