Case Documentation Requirement
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Case: Cane and rattan articles Effective 10 Dec 2015 to 16 Dec 2015
Documentation Requirements
The information below describes the requirements for documentation presented to the Department of Agriculture, Fisheries and Forestry to support the risk assessment of imported goods.
Kiln drying treatment certificate
A treatment certificate for the kiln drying of timber. The certificate must include the temperature and duration of the treatment, the timber thickness and that the temperature was measured at the core of the product. The department accepts treatment certificates from all commercial treatment providers except where there has been a history of non-compliance and/or treatment failure, or the BICON case for the commodity and/or specific exporting country specifies additional requirements in relation to treatment providers.
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Complete - All prescribed information required to be on a document must be presented and complete. Additional prescribed information listed below:
The certificate must be on the treatment providers letterhead including name and physical address.
The certificate must include a description of goods/packaging treated.
The certificate must include the quantity/volume of goods/packaging treated.
The certificate must detail the government program name (if applicable).
The certificate must include the treatment provider registration number (if applicable).
The certificate must include the date of treatment.
The certificate must include the temperature of the treatment (oC or oF).
The certificate must include the duration of treatment (in hours).
The certificate must include the timber thickness (mm or inches).
The certificate must include a statement to reflect that the temperature was measure at the core of the product.
The certificate must include a statement that the required temperature was maintained for no less than the minimum duration.
The certificate must include any additional specific statements as required by the import conditions for the goods.
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Legible - All prescribed information required to be on a document must be legible.
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Valid - Many documents, such as import permits, are valid for a certain period. Presented documents must comply with the validity requirements specified for that class of document.
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In English - All information required to be on a document must be in English. Exceptions to this rule include:
company letterheads that do not need to be translated into English but must be in English characters
commercial, transport and government certification that are required to comply with international standard formats
signatures and names of individuals.
Where a document cannot be provided in English, an affidavit will be accepted from either:
that country’s consulate in Australia
the Australian embassy in the country of origin
a translator accredited by the National Accreditation Authority for Translators and Interpreters Ltd.
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Free from erasures and non certified alterations - All prescribed information on the document must be free from erasures and alterations unless endorsed by the issuer of the document. The only acceptable endorsement is a company stamp or seal signed by the company employee (including printed name) or a government stamp or seal signed by a government employee (including printed name) applied adjacent to the alteration.
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Multiple page documents - Multi page document must:
include individual reference numbers/numerical link on ALL pages of the document.
For example, commercial invoices (or similar) must contain the documents individual reference number or numerical link on each page of the document.contain an endorsement on the final page of the document, following the information that is being endorsed.
Note: where a document has noted attachments, the attachments can follow the endorsement.
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Endorsed - All documents must be endorsed by a representative of the organisation or corporation issuing the document. An endorsement must:
be an acceptable signature or stamp as defined in the Definitions section of this policy
appear after the information that the signatory is endorsing.
Where a document has noted attachments, the endorsement can be made before the attachments.
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Date of issue - All documents must indentify the date of issue and is to include the day, month and year. Packing declarations may contain vessel/voyage number which can be used in lieu of the date of issue.
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Consignment specific link - All documents presented to the department for assessment must have a unique consignment-specific link. Examples of consignment identification include:
container numbers
bill numbers
commercial invoice numbers
lot codes
preferential tariff certificate numbers
health certificate numbers
packing list numbers
letter of credit numbers.
Where a document does not contain one of the accepted forms of consignment identification, a numerical link to another document that does contain appropriate consignment identification must be present.
Examples of acceptable numerical links include:
order numbers
reference numbers
any other internal reference numbers used by overseas companies
vessel/voyage references.
Numerical links alone cannot be used as consignment identification links.
Unacceptable numerical links are references that could be present in previous or subsequent consignments and relate to a model, type or standardised item number. Examples of unacceptable numerical links include:
number of packages
weights
dates
stockkeeping unit
item codes.
Annual packing declarations are exempt from having consignment-specific links.
For further information, please refer to the Minimum documentary and import declaration requirements policy.
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