Case Documentation Requirement
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Case: Logs, log cabins and oversize timber Effective 07 Oct 2016 to 08 Oct 2016
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.
Heat treatment certificate
A treatment certificate for the heat treatment of products. The certificate must include the temperature and duration of the treatment and that the temperature was measured at the core of the product. This treatment must be performed by a Department approved provider.
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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 include 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 include 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 (oC or oF) of treatment.
The certificate must include the duration of treatment (in hours).
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 identify 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.
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Heat treatments are only accepted when:
- Performed by treatment providers accredited under a Department of Agriculture recognised government accreditation program and are accompanied by an acceptable pre-shipment treatment certificate; or
- When endorsed by an Official Government Phytosanitary Certificate.
List of Department of Agriculture recognised government accreditation programs where heat treatment certificates will be accepted:
Canada
The certificate used for export to Australia is the Heat Treatment Certificate for Countries Other than European Union.
United Kingdom
Providers accredited under the United Kingdom Wood Marking Program that is administered by the Timber Packaging and Pallet Confederation (TIMCON).
The United States
Providers accredited by the United States Department of Agriculture (USDA) authorised American Lumber Standard Committee (ALSC).
Netherlands
Providers accredited under the Netherlands Wood Packaging Marking Programme administered by Netherlands Foundation for Marking Wood Packaging Materials (SMHV) (Stichting Markering Houten Verpakkingen).
Note: The website is in Dutch only, to view registration numbers and providers please select 'Geregistreerden' then 'Overzicht geregistreerden op registratienummer'
France
Providers accredited under the Programme for the Phytosanitary Conformity of Wood Packaging for Export Use (developed by the French Ministry of Agriculture, Food, Fisheries and Rural Affairs) which is administered regionally through the Regional Directorates of Agriculture and Forests / Regional Plant Protection Departments (DRAF/SRVP).
Note: A website containing a list of the registered companies is unavailable. Treatment certificates that include the name of the above recognised programme, registration number assigned to the provider and the appropriate treatment details are acceptable to the Department of Agriculture.
For further information, please refer to the Minimum documentary and import declaration requirements policy.
Related Information:
- Minimum documentary and import declaration requirements policy
- United Kingdom Wood Marking Program
- American Lumber Standard Committee
- Netherlands Foundation for Marking Wood Packaging Materials (SMHV)
- Heat Treatment Certificate for Countries Other than European Union
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