MEMO GENERAL TARIFF FILING GUIDELINES April 2015 The fllwing are general guidelines fr requesting updates t yur FMC tariff. This mem includes useful infrmatin abut hw t file cmmdity rates using the New File Request prcess at www.dpiusa.cm It als explains hw we use Publicatin Cnfirmatin Reprts t cnfirm filings. Additinally, yu will find infrmatin abut hw t access yur tariff n the DPI website, hw t search fr and amend yur filed tariff rates nline, and hw t view tariffs in Adbe PDF frmat. A sample User ID and Passwrd fr access t tariffs at www.dpiusa.cm are shwn n the last page. The New File Request prcess at www.dpiusa.cm prvides an interactive menu-driven prcess fr the submissin f new r amended freight rates. It is similar t printed Tariff Filing Request Frms, but better, because it is interactive and includes quality cntrls which are explained in this mem. Visit the DPI Vide Page t view vide tutrials created fr DPI users. Use these vides t gain a better understanding f the FMC regulatins as well as DPI's sftware and its many time-saving features. 1. Tariff Filing when t file and what it csts Yur cmpany s selling rates and surcharges, including dcumentatin fees (if any), must be n file and in effect in yur tariff n later than the date carg is received fr shipment under yur bill f lading and/r via yur service t/frm the USA. FMC Tariff filing is nt required fr shipments that d nt riginate r terminate in the USA; fr example, frm China t Canada. DPI's fee fr filing fr cmmdity items and tariff rate items (TRIs) is US$14 per item requested via email r fax, and US$12 per item requested via www.dpiusa.cm - bth f which include the fllwing: a. FMC cmpliance review and advice as necessary. b. Descriptin f the cmmdity r cmmdities (f any length). c. Assignment f a 10 digit cmmdity item number. d. Creatin f cmmdity index (e.g. Air Filters and Filters, Viz: Air). e. Filing f up t 10 different rates fr the cmmdity. f. Any ntes r special cnditins must be included with the rate, fr example: "Rate applies n Premium Service" r Rate applies n shipments ver 3 cbm nly r the shipment weight r dimensins fr lumpsum rates. g. Rates may apply between multiple rigins and destinatins, fr example: a single rate can apply frm bth Hng Kng and Yantian t Lng Beach. It is nt necessary t file separate rates. h. If mre than 10 rates are needed, the excess charge is US$2 per rate. This is called the Excess TRI charge. TRI means tariff rate item. i. There is n discunt if nly ne rate is filed under a cmmdity item. 2. Cmmdity Descriptins and Item Numbers are required by the FMC, but these are nt prvided by the FMC. There is n fixed listing f descriptins r items prvided by the FMC. Many tariffs use item numbers that rganize cmmdities int brad grups, fr example: Electrical/Electrnics, Fdstuffs, Machinery, r Textiles. At DPI, we assign item numbers t create an alphabetical index f cmmdities fr each tariff. The FMC des nt prvide specific item numbers. We recmmend using cmmdity descriptins as shwn n bills f lading, in whle r in part. Fr example: Machinery, r Printing Machinery. Cmmdity descriptins in tariffs shuld agree with thse shwn n bills f lading. Hwever, trade names and brand names are nt acceptable by the FMC. - 1 -
If yu wish t file the rate t apply n all types f Machinery, then we will file it as Machinery, Nt Otherwise Specified (NOS). This is agreeable t FMC, and may be applied fr any shipment f machinery. If yu wish the rate t apply nly n Printing Machinery (assuming rates will be filed fr ther machine types), then we will file it as Machinery, Viz: Printing, NOS. DPI will assign cmmdity item numbers as needed using an alphabetical index, unless yu request therwise. If yur descriptin is unclear, we will ask fr clarificatin and assist yu in finding the crrect cmmdity descriptin fr yur tariff filing. Other shipping dcuments are ften useful in such cases. Need help finding the Harmnized Cde r a Schedule B Number? Harmnized Cde and Schedule B Numbers are NOT REQUIRED fr FMC filing, but may be included in yur tariff. Use the fllwing links t search fr Harmnized Cde r Schedule B Numbers. If yu wuld like Harmnized Cde and Schedule B Numbers included in yur FMC tariff, please add the apprpriate numbers int the Cmmdity Descriptin bx. Fr IMPORTS - Harmnized Cde - U.S. Custms requires the Harmnized Tariff Schedule (HTS - als called Harmnized Cde). These numbers and/r their accmpanying cmmdity descriptins may als be used in FMC tariffs. Use the fllwing link t lk-up current Harmnized Cde numbers and descriptins: http://www.usitc.gv/tata/hts/bychapter/index.html Fr EXPORTS - Schedule B When shippers file electrnic exprt infrmatin (EEI) with the US Federal Gvernment, these must use SCHEDULE B NUMBERS. These numbers and/r their accmpanying cmmdity descriptins may be used in FMC tariffs. Use the fllwing link t lk up current Schedule B Numbers: http://www.census.gv/freign-trade/schedules/b/ 3. Reference Numbers Reference Numbers may be used t help identify yur rate requests. These are ptinal, since a separate and unique filing request number will be created autmatically fr all requests submitted using New File Request n www.dpiusa.cm. If yu allw mre than ne persn r branch ffice f yur cmpany t request tariff filings, a reference number can be useful. Fr example, yu may use reference number HKG t identify requests frm yur Hng Kng branch ffice, r LGB t identify requests sent frm yur Lng Beach branch ffice. Up t 10 characters (letters r numbers) may be used fr the reference number. Trademarks and brand names are nt allwed as per FMC regulatins. Please nte, these refer 4. Effective Dates and Expiratin Dates fr Tariff Rates Rates must be n file and in effect in yur tariff befre the date carg is received fr shipment at rigin under yur Bill f Lading. New r amended rates that result in decreased csts t shippers may becme effective upn publicatin. This includes rates filed under new cmmdity descriptins. Any rate that results in an increased cst t shippers must be n file fr 30 days befre it can becme effective. Fr full details, please refer t the FMC s Tariff Regulatins, CFR Part 520.8 Effective Dates. A link t these regulatins is als prvided in the NEW FILE REQUEST prcess at www.dpiusa.cm Please feel free t cntact us fr help in understanding these regulatins. Expiratin dates are ptinal, but highly recmmended by DPI. We recmmend all freight rates be filed with expiratin dates fr tw reasns. First, nce a rate expires, it can be re-filed at a higher level withut waiting fr 30 days. This gives yu mre flexibility t react t changes in market rates. Secnd, nce a rate expires, it is autmatically remved frm the tariff. This helps keep the tariff accurate, cmpact, easier t read and use. 5. Cnfirmatin f Tariff Filing by DPI If we have a questin abut yur filing request, we will revert quickly. If there are n questins, then yu may expect we will make the filing as sn as pssible, and cnfirm filing. These cnfirmatin reprts are excellent recrd keeping and quality cntrl tls. - 2 -
Mst requests are cmpleted n the same day received, with cnfirmatin t fllw n the next business day. Cnfirmatin reprts are sent via e-mail. All cnfirmatin reprts are als always available t yur at www.dpiusa.cm under the Cnfirmatin Reprts link in the Members Menu. If additinal cpies r the cnfirmatin reprts are desired, please indicate parties t be cpied n yur request. These cpies will be prvided at n additinal charge. If n indicatin in this regard is given, DPI cnfirms t the requesting party nly. Our Publishing staff here at DPI wrk each business day preparing tariff filings, and at the end f each day we pst these t ur website at www.dpiusa.cm fr fficial filing. Once yu have ur cnfirmatin, yu may be certain yur request has been filed. A cnfirmatin fee f US$0.50 per reprt is assessed t the handling csts fr these reprts. If yu submit a filing request t DPI and DO NOT RECEIVE a cnfirmatin reprt timely, please cntact us. This prbably means yur request did nt reach us. 6. New File Request Prcess at www.dpiusa.cm The New File Request prcess at www.dpiusa.cm was recently upgraded t include several new features. The basic design and functin f the prcess remain the same it cntinues t prvide a menu-driven prcess where yu can advise details f new r amended rates t be filed in yur FMC tariff. Hwever, we added new features that imprve access t yur tariff data and make the prcess faster. Fr a full walkthrugh f the New File Request prcess, watch DPI's New File Request Vide Tutrial. Here is a summary: a. Cmmdity Search: Use the cmmdity bx t search fr and select an existing cmmdity frm yur tariff, r t create a new ne. Begin typing the cmmdity name r number t shw a list f results frm yur existing tariff cmmdities. This list is updated as yu type. T create a new cmmdity, simply type the cmmdity descriptin int the same bx. The frm will recgnize if the entered cmmdity is a new entry. - 3 -
b. Validate Origin / Destinatin: All rigin and destinatin lcatins and via prts filed in FMC tariffs must be valid lcatins apprved by the U.S. Federal Maritime Cmmissin. By validating lcatins, yu ensure that yur filing request will nt be delayed due t invalid r incmplete lcatin names - these are the tp reasns tariff filings are delayed. Search lcatins by typing in yur lcatin name. After typing the first fur characters, ur lcatin database will begin t shw yur search results and will update in real time. Click n any lcatin r select frm the list using the UP and DOWN arrw keys and the ENTER buttn t aut-fill the bx with yur selectin. Results are gruped by PORT lcatins, INLAND lcatins, and GROUPS. Yur search will shw the ttal number f results at the upper right hand crner f the list. Click NEXT and PREVIOUS t scrll thrugh yur search results and select yur desired lcatin. Yu may als hit the LEFT r RIGHT arrws n yur keybard t scrll thrugh the search results pages. c. Add Rate: Use the Add Rate buttn t request filing f multiple rates fr different rate bases, cntainer sizes r services using a single filing request. Fr example, rates fr 20, 40 and 40 high cube cntainers. Rates must be fr the same Cmmdity, Origin and Destinatin. This feature is a big time saver. Selectins fr rate bases, cntainer sizes, and types have als been expanded t include all thse allwed by the FMC. - 4 -
d. Applicable Rules/Surcharges: Rates are subject t all rules in effect in the tariff at the time f shipment, except where an exceptin is specifically nted. Surcharges are filed under tariff rules. If the bx next t the rule is checked, the rule DOES apply (subject t the rule text). Yu may check and uncheck rules as necessary fr each request. Fr example, unchecking the rule bx labeled: "DOCUMENTATION FEES" indicates that the shipments mving under this TRI are nt charged the Dcumentatin Fee as specified in that particular rule. It is nt necessary t uncheck rules that bviusly wuld never apply t yur request. In the belw example, if yur rate filing applies n shipments frm Taiwan nly, there is n need t uncheck the rule fr rigin charges in Hng Kng r Guangdng. Click n a rule title t view the text f the rule in a pp up windw withut exiting New File Request. Yu may amend, remve, r add new tariff rules by cntacting yur DPI Accunt Representative. e. Ocean Carriers: Yu may prvide freight rates applicable nly when a specifically named cean carrier is used. Rates applicable t carrier-specific service will be nted in individual TRIs with the legal name f the underlying Ocean Carrier prvided. T assist in this prcedure, yu may nw select frm a list f FMCapprved cean carriers n the New File Request page. Expand r cllapse the list f apprved cean carriers by clicking n the [+] and [-] icns. Yu may then select the cean carrier frm the drpdwn list. - 5 -
f. Private Ntes: This ptin allws yu t include yur custmer name(s) r ther sensitive infrmatin as private ntes within yur tariff rate filings. Private Ntes are visible nly t yur cmpany. This text will NOT be visible t the FMC. Yu may enter private ntes fr yur wn internal reference, fr example: shipper name(s) and/r trademarks and cmpany names which are nrmally NOT allwed in public tariffs as per FMC regulatins. Please nte the 1,000 character limit fr private ntes. Watch DPI's shrt vide (3:00) fr mre infrmatin n the Private Ntes field n the New File Request frm. g. Special Cnditins: Exceptins t surcharges (surcharge amunts different than thse shwn in tariff rules) and/r ther additinal infrmatin required fr FMC cmpliance shuld be nted in the Special Cnditins bx. Fr example, if the Dcumentatin Rule in yur tariff prvides a charge f $100 per BL, but shipments mving under the rate will be subject t a Dcumentatin Fee f nly $65 per BL, this must be nted in the SPECIAL CONDITIONS bx. Yu may als use this bx t prvide additinal infrmatin required fr FMC cmpliance fr example, if yur rate is subject t a minimum number f cntainers per shipment, r if yur rate applies nly a specific carg weight, measure r dimensins, enter this infrmatin in this Special Cnditins bx. h. Review Request, then Submit Filing Request: We have added a Review Request step t the prcess t imprve quality cntrl. If yur request is incmplete, this step will identify missing infrmatin and guide yu. Use the Edit buttn t make changes t yur request. The Review Request step identifies missing data with red highlighting. Once yu review yur request and find it in gd rder, please click the Submit Filing Request buttn. At that time a filing request number will then be assigned t yur request and yu will quickly receive an e-mail message cnfirming receipt f yur Filing Request. - 6 -
i. E-mail Messages Cnfirming Receipt f yur Tariff Filing Requests: An e-mail message cnfirming receipt f yur request will be quickly sent each time a request is submitted at www.dpiusa.cm These e-mails will identify yur FMC Tariff Number and Filing Request Number in the subject line. Full details f the request will be included in the message, alng with a link t check the status f yur Filing Request at any time. These e-mails are sent t the e-mail address shwn n the request which is based n the User Prfile fr yur User ID. Cpies f these e-mails can als be sent t additinal e-mail addresses just add these t yur requests in the bx prvided. j. Publicatin Cnfirmatin Reprts: We will cntinue t send the same Publicatin Cnfirmatin Reprt the next business day after filing as we have in the past. Please nte cpies f these reprts are als accessible nline at the Cnfirmatins Reprt link just abve the New File Request link n the Members Menu at www.dpiusa.cm after yu lgin with yur User ID and Passwrd. k. DPI Accunt Representatives: Every tariff published by DPI is assigned t an experienced Accunt Representative wh is the primary custmer cntact. The New File Request prcess will autmatically e- mail yur Accunt Representative each time yu submit a request. Yur DPI Accunt Representative will send Publicatin Cnfirmatin Reprts t yu every time yur tariff is updated. l. Help : HELP text is prvided fr each sectin f the New File Request page nce yur cursr enters the bx prvided fr the sectin. The help windw in the right hand pane will update its HELP cntents as yu mve frm sectin t sectin. We als ffer a full help page with extensive HELP n several tpics. This link is always shwn at the tp f the Help windw n the main New File Request page. m. Hw t Cancel r Change a Tariff Filing Request: In the past, we have asked members t cntact us by phne r e-mail t cancel r change tariff filing requests that have already been submitted fr filing. Yu can cntinue t d that, but we will als have tw new shrtcuts, viz: Frward the e-mail message Cnfirming Receipt f yur Filing Request t yur DPI Accunt Representative and request the filing be cancelled r changed. OR Fllw the link in the message Cnfirming Receipt f yur Filing Request t view yur request status page n www.dpiusa.cm. Frm here yu may easily cntact yur DPI Accunt Representative abut yur request. An e-mail will be generated when yu d this and it will be retained in ur database alng with the tariff filing request. Cancel r change requests received the same day befre 4:00PM can usually be accmmdated befre the fficial tariff filing is cmpleted. Thereafter, changes must be filed accrding t FMC tariff regulatins, which d nt allw rates t be increased r remved frm tariffs n less than 30 days ntice. Cpy frm yur previus filing requests t create new requests Yu may create a new file request by cpying the infrmatin frm any f yur previus requests. This is a useful time saver when filing r amending yur freight rates. This ptin is fund n the detail page f yur filing request, which is easily accessed frm the link prvided in yur cnfirmatin email fr that request. All f yur filing requests are als available t yu at www.dpiusa.cm under Members > New File Request Histry. - 7 -
7. Amending / Cpying Frm Filed Tariff Rates n www.dpiusa.cm The MY TARIFF sectin f the DPI Website is nw integrated with the New File Request prcess. Yur USER ID and PASSWORD prvide full access t yur FMC tariff n the DPI website. Frm here, yu may AMEND r COPY FROM yur filed tariff rates t create new rate requests. a. Rate Amendments: Use the AMEND buttn in the SEARCH RATES tab t create a rate amendment request using the New File Request prcess. The AMEND buttn is useful when yu want t amend the selected TRI t a new rate level. Yu will be autmatically redirected t the New File Request Rate Amendment page. TRI infrmatin is cpied int a New File Request and assigned a Filing Request ID number. Make any necessary amendments t the fllwing TRI details in the request: Yur Infrmatin - add r change yur cntact infrmatin fr this TRI. Applicable Rules / Surcharges - add r remve surcharge applicability details. Origin and Destinatin Lcatins - add r remve rigins and destinatins fr this TRI. If yu will be replacing all rigins / destinatins, please file a new TRI. This ptin is intended fr existing rate amendments nly. Rate - Specify the amended rate amunt. Please nte, FMC requires 30 days ntice fr any increase t existing rates. Dates - Specify the effective/expiratin dates fr the amended rate amunt. Please nte FMC 30 day ntice requirement abve. Private Ntes - Add r edit any private ntes fr this TRI. Special Cnditins - add/amend/remve any special cnditins relating t the amended rate. Rate Amendments - Rate Increases The New File Request prcess will autmatically nte any increases in rate amendment requests: - 8 -
New File Request will suggest effective dates which are in full cmpliance with FMC regulatins fr rate amendments which result in an increase in cst t shipper custmers: If a rate is t be filed under a different FMC Tariff in yur rganizatin r a different Cmmdity r Rate Basis, please file a NEW TRI using New File Request r cpy frm any existing TRI in yur tariff. Yur amendment request will be sent directly t yur DPI Accunt Representative fr regulatry review. After submissin, yu will receive an email cnfirmatin cntaining a link with the details and filing status f yur amendment request. b. Cpying Frm Filed Tariff Rates: Use the COPY buttn in the SEARCH RATES tab t create a NEW rate request using the New File Request prcess. The COPY buttn is useful when yu want t create a NEW rate in yur tariff which may be similar t the rate yu are cpying frm fr example, a new rate fr a new destinatin. Yu will be autmatically redirected t the New File Request page. TRI infrmatin is cpied int the New File Request frm fr yur cnvenience. 8. FMC Access t Tariffs at www.dpiusa.cm The FMC has full access t the DPI website t review filings. If/when the FMC finds tariff filings n the DPI website that d nt cmply with the regulatins it will rder DPI t remve the filing. If an NVOCC des nt maintain the required surety bnd, the FMC will require DPI t remve the NVOCC s tariff frm the DPI website. Als, the FMC will update its website at www.fmc.gv t shw the NVOCC as inactive. All tariffs published by Distributin-Publicatins, Inc. are maintained at ur internet website: www.dpiusa.cm All FMC requirements fr electrnic tariff publicatin are met by DPI s website. These requirements are cmplex and highly detailed. Yu are nt required t maintain yur tariff n yur cmpany website because DPI satisfies this requirement fr yu. 9. Full Access t Tariffs at www.dpiusa.cm Each carrier whse FMC tariffs are published by DPI (ur members) is prvided with unlimited access t its wn FMC tariffs. In additin t this, as an ptinal service, members can btain FULL ACCESS t the full details f all FMC tariffs maintained by DPI in ther wrds, the tariffs f ther carriers and NVOCCs that are published by DPI. The mnthly access fee fr this access is US$100 and there is a minimum enrllment perid f three mnths. Yu can upgrade yur accunt at any time t FULL ACCESS and immediately begin viewing the rates f ther tariffs. Please see ur website at www.dpiusa.cm fr details. 10. Tariffs in Adbe PDF and Micrsft EXCEL file frmat All tariffs published by DPI are available in Adbe PDF file frmat. The Adbe Acrbat Reader and an ptinal installatin prgram fr Micrsft Windws are als prvided by DPI. Each tariff is saved in a separate file; the tariff number and issue date f the PDF file are always included in the file name. The Adbe PDF tariffs created by DPI prvide fr easy navigatin within the tariffs using the Adbe Acrbat Reader tlbar and bkmarks displayed n the left hand side f the screen. Bkmarks with a triangle icn beside them cntain mre bkmarks underneath. Click n a bkmark t view the tariff page. In additin t bkmarks, the tariffs may be searched and navigated using the FIND feature (Ctrl F and Ctrl G ). Any wrd in the tariff can be fund with this feature. A user s guide is available under HELP, reader Online Guide. - 9 -
Yu may easily print tariff pages frm the PDF using Adbe Acrbat Reader. It is cmpatible with a wide variety f printers. Each PDF issue includes a cmplete and up-t-date tariff as f the date shwn in the file name. This makes the PDF much easier t maintain and t use than a printed tariff. This reduces pstage and curier csts als. Updated tariffs in Adbe PDF frmat are available at any time via dwnlad frm ur website r via e-mail. Yu must install the Acrbat Reader sftware befre yu can view PDF tariffs. There is n additinal charge fr dwnlading yu wn tariff; simply lgin t www.dpiusa.cm and select My Dwnlads. If yu wuld prefer t receive updated PDF tariffs via e-mail please advise yur Accunt Representative. Upn request, yu may als view yur tariff rates in Micrsft EXCEL frmat. These reprts display Tariff Rate Item (TRI) data in a cnvenient and rganized reprt using Micrsft EXCEL. EXCEL reprts display nly cmmdities and rates that are in effect as f the access date f the file. Cmmdity items withut any rates in effect as f the access date will nt display in this reprt. Reprt clumns cntain key TRI data elements. Use the tls in EXCEL, including search, srt and filter, t rganize rate infrmatin as needed. Each rw in the reprt displays data n each current effective TRI in the selected tariff. As with PDF tariffs, there is n additinal charge fr requesting / dwnlading these reprts. 11. Accunt Representative Every accunt handled by DPI is assigned t an Accunt Representative. All cmmunicatins are handled by this persn. Please frward all requests fr tariff filing t yur Accunt Representative. He/she will crdinate the filings and cnfirmatins fr yur cmpany. When yur Accunt Representative is away frm the ffice ther DPI staff will read his/her e-mails, reply, and bserve nrmal filing prcedures. 12. User ID and PASSWORD fr www.dpiusa.cm Yur User ID and PASSWORD prvides yu with unlimited access t yur FMC tariff. Tariff access is prvided thrugh a menu-driven item-by-item basis via the My Tariffs link. Rates are displayed by cmmdity descriptin. Updates t yur tariff will be psed by 6:00PM n the same date filed. The tariff data shwn here is the Official FMC Tariff which is mnitred by the FMC Office f Tariffs. T submit requests t DPI t update yur tariff t add r amend freight rates, please use the New File Request link. This prvides an interactive menu-driven prcess fr the submissin f new r amended freight rates. Here is a sample USER ID and PASSWORD: USER ID: 999991 PASSWORD: Dpi0415 (Case Sensitive) We lk frward t receiving yur new file requests and helping yur gd cmpany update yur FMC tariff. 180 Grand Avenue, Suite 430 Oakland, Califrnia 94612 TEL: 1-510-273-8933 r 1-800-204-3622 FAX: 1-510-273-8959 EMAIL: publishing@dpiusa.cm INTERNET: www.dpiusa.cm - 10 -