TSAD03080 - Approval of premises: procedure for authorisation

Step

Action

1

When an initial enquiry is received from a trader, respond by referring the trader to Public Notice199A (Temporary Storage and Approved Depositories) and the National Frontiers Approvals Unit (NFAU).

2

If the trader decides that he wishes to become approved as a temporary storage operator, he/she must contact the NFAU and request an application pack.

3

The completed application for approval must specify the type of goods which are to be stored and if any of the goods referred to in TSAD02030 and TSAD12010 are proposed to be held in temporary storage, the NFAU will draw the applicant's attention to the need to liaise with the local control agency responsible for those goods. For example Environmental Health Officer for foods products.

4

On receipt of the completed application, the NFAU will check that the application has been completed correctly. They will also check other departmental information sources to ascertain whether or not the trader has a good record of compliance with other regimes.

5

Upon receipt of the results of the checks, the NFAU will refer the application to the Trader's local customs officer who will review the trader's compliance record and if it is satisfactory, arrange a visit to the trader to discuss:

• the application
• the inventory linking systems
• whether or not the conditions listed at TSAD02040 can be met
• what level of training/advice would be appropriate.

The officer will also:

• Explain to the operator, the type of records required to be kept and the necessary information required for the Stock Account record (see section 4.2 of Notice 199A).
• Consider what physical security requirements need to be employed to prevent loss or damage to the goods, including a secure area for unmanifested goods, surveillance equipment etc (see TSAD16000 onwards).
• Obtain and review the plan of the premises submitted, especially the outline of the temporary storage premises which should be marked in red.
• Agree a starting date for the approval.

6

If the local officer is satisfied that the operator will be able to meet the conditions of approval (see TSAD02040), and is prepared to approve the operator, they must submit a written report to the NFAU recommending approval (initially for a 12 month period - see TSAD03010).

7

Upon receipt of the written report containing the officer's recommendation to approve, the NFAU will ensure the plan of the premises is given a unique reference number. This must appear on the plan along with the operator's signature.

8

The NFAU will then send a letter of approval containing a copy of the Deed of Undertaking and the plan to the temporary storage operator and the local officer (see TSAD03090, TSAD03100 and TSAD04060 for sample letters).

The NFAU will send an additional copy of the original approval letter to the Operator which must be signed and returned by the operator. The temporary storage operator cannot commence until this is done. The documents will be retained by the NFAU in the trader's local file.

9

Ensure that the original approval letter and Deed of Undertaking are correctly completed, signed and returned by the operator. The temporary storage operation cannot commence until this is done. The documents are to be retained by Customs in the trader's local file.

Ensure that the operator retains a copy of the Deed of Undertaking for his records.

10

The local officer should ensure that the operator (if using a Direct Trader Input (DTI) link) has been allocated a site badge and should agree a date with the operator as to when the temporary storage premises will commence operations.

Ensure that electronic inventory linking requirements are met by the operator.

11

Ensure trader has the necessary software in place and his premises are registered as an office of destination where NCT is a condition of approval.

12

If the local officer is not satisfied that the operator will be able to meet the conditions of approval, a written report should be submitted to the NFAU explaining that they are recommending rejection of the application and the reasons for the rejection of the application. (See TSAD02050 and TSAD25000). The NFAU will notify the trader accordingly.

13

The NFAU will update the national database of Temporary Storage approvals, issue the required NCTS code and arrange for the inclusion of the Operator's Details in the Tariff ie full name and address including post code, identity of local Customs office approving and controlling the temporary storage premises, ie alpha/numeric code, also the three digit alpha code issued to the trader ie the site badge code.

16

Send details of the operator to ECSM Tariff Team for inclusion in the Tariff ie full name and address including post code, identity of the local transit office (which should also be the controlling customs office) approving and controlling the temporary storage premises ie alpha/numeric code, also the three digit alpha code issued to the trader ie site badge code.

17

After the interim 12-month period of approval has expired (see TSAD03010) the NFAU will contact the local office to ask them if they are content with the trader's compliance levels prior to a decision being taken regarding the issue of a permanent Temporary Storage approval.

18

Any further routine compliance action should include checks on the accuracy of the approval, ie has the approved area been moved/expanded/reduced, has the operator changed his/her name, have they moved premises etc. In the event that changes are identified, the trader should be instructed to contact the NFAU immediately to arrange for the issue of a revised approval.