Case Documentation Requirement

Case: Biodegradable plant pots and urns Effective 10 Nov 2022 to 04 Jan 2023

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.

Phytosanitary certificate

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

   1. The phytosanitary certificate must comply with information on the International Plant Protection Convention (IPPC) website.
   2. The document must be issued by the National Plant Protection Organisation (NPPO) of the issuing country.
   3. The document must contain the name of the country of origin of the goods.
   4. The name of the importing country must appear on the certificate.
   5. The document must contain the name and address of the exporter. Address of the exporter (or the exporter’s local agent or shipper) should be located in the exporting country.
   6. The document must contain consignee details (including name and address). Sufficient detail should be included in this section to enable the NPPO of the importing country to confirm the identity of the consignee.
   7. The document must contain the number/quantity and description of the packages. Sufficient detail should be included in this section to enable the NPPO of the importing country to link the phytosanitary certificate with the corresponding consignment.
   8. Distinguishing marks may be indicated on the certificate.
   9. The document should contain the declared means of conveyance. Terms such as "sea, air, road, rail, mail and passenger" should be used.
   10. The document must contain the declared point of entry. This should be the first point of arrival in the country of final destination, or if not known, the country name.
   11. The document must identify plants and plant products using accepted scientific names, at least to genus level but preferably to species level.
   12. The document must include a description and quantity of goods.
   13. Additional declarations may be included as required by import conditions.
   14. Each certificate must contain a unique identification number.
   15. Treatments indicated should only be those which are acceptable to the importing country and are performed in the exporting country or in-transit to meet the phytosanitary requirements of the importing country.
   16. When details of methyl bromide treatment are included on a phytosanitary certificate, the department does not require plastic wrapping declarations.
   17. The phytosanitary certificate must have been issued no more than six months prior to the date of export, unless otherwise specified in BICON or import permit conditions.
   18. All documents must be endorsed by a representative of the body issuing the document, including their name and date.
   19. Although the preferred language is English, phytosanitary certificates may be accepted in one of the IPPC recognised languages under the ISPM 12.
   20. The document must contain the correct statements as required by BICON or import permit conditions.

   21. The document must contain the mandatory declaration:

       "This is to certify that the plants, plant products or other regulated articles described herein have been inspected and/or tested according to appropriate official procedures and are considered to be free from the quarantine pests specified by the importing contracting party and to conform with the current phytosanitary requirements of the importing contracting party, including those for regulated non-quarantine pests."

   22. The certificate must contain the official seal, stamp or embossed mark identifying the issuing NPPO. The stamp may be printed on the certificate or added by the issuing official after the form is completed.

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

3. Valid - Many documents, such as import permits, are subject to a validity period. Presented documents must comply with the validity requirements specified for that class of document.

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

   1. company letterheads do not need to be translated into English but must be in English characters (roman alphabet).
   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 place 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 a document must be free from erasures and alterations unless endorsed by an employee of the company who issued the document, or an authorised government official from the government department who issued a certificate. 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 a consignment-specific link on all pages of the document.
     For example, commercial invoices (or similar) must contain the documents individual reference number (e.g. invoice number) or a 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.

   Where a government issued document has noted attachments, the attachments can follow the endorsement. Where an international standard relating to the issuing of veterinary, government or phytosanitary certification does not explicitly require a link on each page of a multiple page certificate, the department will accept the document linkage on the first page of the certificate. For further information about international standards for veterinary, government and phytosanitary certificates please refer to sections 4.3.3, 4.3.4 and 4.3.5 of the Minimum documentary and import declaration requirements policy.

   Where a non-government issued document has noted attachments, the attachments are required to meet all of the overarching document requirements contained in section 1 of the Minimum documentary and import declaration requirements policy inclusive of endorsement.

7. Endorsed - Unless otherwise stated in BICON, on an import permit or on the department's website for food subject to the Imported Food Inspection Scheme, all documents must be endorsed by an employee of the organisation, corporation, or government authority issuing the document. An endorsement must:

   1. be an acceptable signature, electronic 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, refer to section 1.6 of the Minimum documentary and import declaration requirements policy.

8. Date of issue - All documents must identify the date the document was issued including the day, month and year. Packing declarations may contain vessel/voyage number which can be used if a date of issue is not present on the document.

9. Consignment specific link - All documents that are relied on to assess the level of biosecurity risk 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
   • flight number and arrival date.

   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.

   Note¹: Annual packing declarations and Imported Food Inspection Scheme importer declarations are exempt from having consignment-specific links.

   Note²: For acceptable consignment identification on phytosanitary certificates refer to sections 4 and 5 of ISPM 12.

10. Conflicting information on documents - Where there is conflicting information contained within a document, the document must not be accepted. Conflicting information occurs when prescribed information on one part of the document conflicts with other prescribed information on the same document.

For further information, please refer to the Minimum documentary and import declaration requirements policy.

Note: Government certification received as an e-Cert are not required to be endorsed with a stamp or seal of the issuing national competent authority as outlined in the Minimum Documentary and Import Declaration Requirements Policy. Details on e-Cert requirements are located on the department's website.

Related Information:

• International Plant Protection Convention (IPPC) website
• Minimum documentary and import declaration requirements policy
• Minimum documentary and import declaration requirements policy
• Minimum documentary and import declaration requirements policy
• Minimum documentary and import declaration requirements policy
• department's website
• ISPM 12
• department's website