Case Documentation Requirement

Case: Fencing, screening material and blinds derived from plants Effective 01 Feb 2020 to 22 Feb 2020

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.

Ethylene oxide treatment certificate

1. Complete - All prescribed information required to be on a document must be present and complete. Additional prescribed information below:
   

   1. The treatment must be provided by a Department of Agriculture, Water and the Environment approved ethylene oxide offshore treatment provider and include a Department of Agriculture, Water and the Environment Identification Number (AIN): (an identification number issued by the Department of Agriculture, Water and the Environment when an offshore treatment facility is approved).
      

   2. The document must include a description and quantity/volume of the goods/packaging treated.
      

   3. The document should include the statement 'The goods described below were treated in accordance with the treatment requirements of the Department of Agriculture, Water and the Environment'.
      

   4. The document must be on the treatment provider letterhead and include the name and physical address of the provider.
      

   5. The document must contain a treatment certification statement.
      

   6. The document must include a dose rate, expressed as mass per volume e.g. grams per cubic metre.
      

   7. The document must include the name of the fumigant.
      

   8. The document must include the minimum temperature and pressure.
      

   9. The document must include the dated signature of the treatment provider.
      

   10. The document must include the duration of the treatment in hours including the date treatment started and the date treatment finished.
       

2. Legible - All prescribed information required to be on a document must be legible.
   

3. 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.
   

4. In English - All information required to be on a document must be in English. Exceptions to this rule include:
   

   1. company letterheads that do not need to be translated into English but must be in English characters.
      

   2. commercial, transport and government certification that are required to comply with international standard formats.
      

   3. signatures and names of individuals.
      

   Where a document cannot be provided in English, an affidavit will be accepted from either:
   

   1. that country’s consulate in Australia.
      

   2. the Australian embassy in the country of origin.
      

   3. a translator accredited by the National Accreditation Authority for Translators and Interpreters Ltd.
      

5. Free from erasures and 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.
   

6. 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.
   

7. Endorsed - All documents must be endorsed by a representative of the organisation or corporation issuing the document. An endorsement must:
   

   1. be an acceptable signature or stamp as defined in the Definitions section of this policy
      

   2. appear after the information that the signatory is endorsing.
      

   Where a document has noted attachments, the endorsement can be made before the attachments.
   

8. 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.
   

9. 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
     

   • 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.

Related Information:

• ethylene oxide
• Minimum documentary and import declaration requirements policy