Procedures for the use of
HM Customs Approved facilities designated for
Handling Bonded Courier Baggage
This Handbook is for the Users of the Customs Facilities designated for the handling of
courier baggage at Heathrow and Gatwick Airports.
Contents
Section A -General
A.1
Foreword
A.2
Introduction
A.3
Definitions and Responsibilities
A.4
Terms and Conditions of Use
A.5
Applications for use of the Courier Baggage Handling Facilities
Section B - HM Customs Procedures
B.1
Explanatory notes on HM Customs procedures
B.2
Import Procedures
B.3
HM Customs Import Entry Procedures (inc the BIP)
B.4
HM Customs Export Procedures
B.5
Interline/Airside Transhipments
B.6
Landside Transhipments (Transfers)
Section C - Mail
C.1
Import Procedures
C.2
Export Procedures
Section D - Unit Load Devices (ULDs)
D.1
Import
D.2. Export
Section E - CFL ID Passes
Section F – Security
F.1. Security Measures
F.2
Goods Security
F.3
Facility Security
F.4
General Security
F.5
Personnel Security
F.6
Risk of Terrorist Action
F.7
Illicit Drug Traffic
F.8
Dangerous Goods
Section H – Computer Fallback Procedures
H.1 Local connection to CHIEF or CNS
H.2 CNS failure
H.3 CHIEF failure
Appendices:
A) Application to use the Courier Baggage Handling Facilities;
B) Co-loaders Control sheet;
C) Pro-forma letter of Application to HMC&E (Entry Agent);
D) Form ID 1;
E) Form ID 2;
F) Computer Fallback Procedures
Section A:
General
A.1 Foreword
In order that HM Customs can continue to fulfil their tasks of preventive controls and
revenue collection effectively, and in order that the courier industry as a whole can maintain
service standards, it is essential that all courier company users, including any co-loader or
wholesaler, as well as any handling agent, clearing agent or other subcontractor whom they
may employ, are aware of and comply with regulations and procedures applicable to the
courier baggage handling facilities.
This Handbook has been developed by the Association of International Courier & Express
Services (AICES), as the representative body of the courier/express industry in the United
Kingdom, in consultation with HM Customs & Excise.
It is for the guidance of – and compliance by – those engaged in the provision of international
courier services, and those who use, or may wish to use, any one of the HM Customs
approved facilities designated for Handling Courier Baggage at Heathrow and Gatwick
Airports.
A.2 Introduction
The Courier Baggage Handling Facility
The HM Customs approved facilities for courier baggage handling at Heathrow and Gatwick Airports are
designated for the goods carried in courier baggage and carried on scheduled passenger flights. The facility is
regarded as an extension of the HM Customs examination station in the passenger terminal.
The flow of courier bags through the facility is similar to the flow of passengers through the terminals, that is, the
airline delivers the bags to the facility where they are picked up by the courier company representative in the
reclaim area, and taken forward for presentation to HM Customs. The main difference is that, since the courier
bags contain goods rather than passengers personal effects, the contents of every bag must be reported and cleared
against HM Customs Procedure.
The HM Customs facilities currently in use for courier baggage handling are:
Heathrow Airport:
CFL, Building 17100, LHR C:
Handles:
Bondholder
Operator
Entries
Import, Export, Transit Courier baggage & Mail for all Terminals;
Courier Facilities Ltd (CFL);
Courier Facilities Ltd (CFL)‟
CSP in-house system (CNS) administered by CFL.
BAWC Southside,
Handles:
Bondholder
Operator
Entries
Import, Export, Transit Courier baggage & Mail for all Terminals
BAWC
BAWC
CSP in-house BA80 and CNS administered by BAWC
Gatwick Airport:
BAWC Cargocentre:
Handles:
Import, Export, Transit Courier baggage & Mail for all Terminals;
Bondholder
Operator
Entries
BAWC;
BAWC;
CSP in-house BA80 and CNS administered by BAWC.
Under existing arrangements CFL & BAWC are the contracting parties of the courier community; CFL & BAWC
pay HAL, and GAL, for these facilities and to the Community Network Services Ltd (CNS) as the CSP.
CFL & BAWC recover these and other associated costs through the tariff charges applicable to all Users, and
payable under the Terms & Conditions of Use. The charges for use of the approved Facilities for handling courier
baggage are in addition to and distinct from any charge paid by a courier company to an airline (including British
Airways) for carriage of its courier baggage.
A.3 Definitions & Responsibilities
HM Customs Powers
Under EC Regulations 2913/92 and the HM Customs and Excise Management Act
1979, Customs are granted extensive powers to regulate the import, export and transit
movement of goods with regard to both preventive controls and the collection of the
duty and VAT.
The Revenue Act 1974 gives power to HMC&E to summon any
documentation/information they may require from the Users.
Facility Operator
means The Company approved by HM Customs to undertake the day-to- day operation
of a facility designated for courier baggage handling i.e. CFL or BAWC
The Facility Operator is responsible to HM Customs for making arrangements to
preclude unauthorised access and for implementing certain security controls related to
the HM Customs functions.
Courier Company
A company engaged in the international door-to-door transportation of time sensitive
goods, thereby providing courier baggage services.
CSP
Community System Provider – System used for the processing of Courier baggage
through Customs. CNS is the system used at Heathrow Airport and Gatwick Courier
Baggage Facilities.
Authorised User
is a courier company who has applied and been granted approval to use the CSP for the
inventory purposes and the Facility for handling courier bags through.
An Authorised User is responsible for:
a) Observing the Terms & Conditions of Use of Courier Baggage Handling facility.
b) Ensuring that all persons acting on its behalf, including employees, couriers,
drivers, clearing agents and others are familiar and comply with the regulations and
procedures pertinent to their functions within the facility.
c) Ensuring compliance with HM Custom‟s procedures for import, export and transit
/transhipments through the facility.
d) Ensuring compliance with Airline procedures in respect of inbound/outbound
courier bag check-in and with the conditions of carriage.
Authorisation to use a courier facility may be suspended by CFL or BAWC for breach
of conditions of use, or for failure to pay the tariff charges.
Civil Penalty action can be taken by HM Customs for breach of conditions and
procedures laid down for Couriers.
On-Board Courier
A person whose services are employed by a courier company either directly or through
a third party to accompany express consignments transported by air as passenger‟s
baggage. On-board couriers are no longer required under UK law.
Co-Loader
A company providing wholesale courier services on behalf of an Authorised User. A
Co-Loader is responsible for and able to identify the goods carried on behalf of each
Authorised User and for compliance with HM Customs related procedures.
Airside
The area for the acceptance of inbound and despatch of outbound material with access
restricted by the Facility Operator.
Examination Area
The area within Import for the examination of goods by HM Customs.
Reception Area
The area in export where the Courier Companies lodge their export material with the
Facility Operator
Entry Agent
A person who is authorised and whose services are employed by a courier company,
either directly or through a third party to input data and HM Customs entries on the
CSP system.
A.4 Terms & Conditions of Use
HM Customs Approved Facilities for Courier Baggage Handling at London Heathrow and
Gatwick Airports
Courier Facilities Ltd (here in after called CFL) is responsible for administering the day to day running of Building
17100 at LHR, which has been authorised by HM Customs for the examination and clearance of inbound, and
outbound courier baggage.
British Airways World Cargo (here in after called BAWC) are responsible for administering the day to day running
of Southside LHR and Gatwick courier buildings, both of which are authorised by HM Customs for the
examination and clearance of inbound and outbound courier baggage.
CFL and BAWC are responsible for the payment of licence fees and other expenses incurred in the provision of the
premises and their operations. These cost are recovered by the tariff charges applicable to all Users.
Any person or his agent by using the facility or any part thereof will be deemed to have accepted and agreed to be
bound by each of the applicable terms and conditions expressed herein. These conditions supersede all previous
written, oral or implied agreements between CFL, BAWC and users of the facilities.
Charges:
Any person deriving beneficial use of the facilities, which CFL and BAWC are authorised to Operate, or any part
thereof, shall be considered to be a User and shall be liable for payment of the tariff charges [excluding any revenue
charges for Custom‟s purposes] with the sole exception of those cases where the affairs of that person at the facility
are fully handled by a named agent with whom alternative arrangements for payment of the relevant charges have
been agreed by the facility operator. Any such agent will be responsible for notifying in writing of all arrangements
undertaken on behalf of the other persons in connection with the use of the facilities.
Terms of Use:
CFL/BAWC agree to allow the authorised User to use, in common with other authorised Users, the facilities for the
purpose of preparation and presentation of entries for clearance of inbound and outbound courier baggage through
HM Customs. CFL/BAWC also agree to authorise their vehicles for collection and delivery in the forecourt and
such other facilities, or services, as may be required in order that the function of the facility may be achieved
effectively.
The User agrees with CFL/BAWC to pay on, or before the due date, the charges for the use of the facilities
determined in accordance with the current Tariff and if so required by CFL/BAWC to pay a deposit, such deposit to
be returnable at the request of the User upon cessation of regular use of the facilities or as otherwise agreed.
If the charges due from the User, shall at any time be in arrears, and unpaid, after the same shall have become due,
or if the User shall at any time fail, or neglect to perform, or observe any of the conditions herein contained, and on
its part to be performed or observed or if the User shall enter into liquidation whether compulsory or voluntary not
being merely a voluntary liquidation for the purpose of amalgamation or reconstruction then and in such case
CFL/BAWC may at any time thereafter by notice in writing forthwith exclude the User from the use of the facility
without prejudice to any right of action or remedy in respect of any previous breach of any of the conditions.
Conditions:
The User shall comply with all approval conditions, directives, regulations and procedures laid down by HM
Customs in respect of the use of the facilities.
The User shall comply with all regulations and procedures communicated directly or indirectly by CFL/BAWC or
on their behalf in respect of the good conduct and management of the facilities and other premises in the vicinity.
The User or its servants shall not do or cause or permit to be done any act or thing on or about or in connection with
the facilities which may be or become a nuisance or cause damage or annoyance to HM Customs, CFL, BAWC or
other users of the said facilities or which may infringe on any statutory rule, order or regulation for the time being
in force or any current directive or notice issued from time to time by Heathrow Airport Ltd or Gatwick Airport
Ltd.
CFL/BAWC reserve the right to call upon any User to desist from any activity, which in the opinion of
CFL/BAWC with or without consultation with other organisations concerned is not consistent with the purposes for
which the facilities are offered for use.
The Authorised User, or his nominated agent, undertakes to clear the total consignment imported as courier
baggage upon arrival wherever possible. Where a requirement arises for the HM Customs clearance to be
performed by the ultimate consignee‟s authorised agent, CFL/BAWC reserves the right with agreement from HM
Customs to require that the goods be transferred to an airline transit shed for HM Customs clearance and in such
event the User shall be responsible for making arrangements for the transfer and for payment for any charges
related thereto.
The Authorised User shall indemnify CFL/BAWC against any charges or other penalty incurred by CFL/BAWC as
a result of action by HM Customs attributed to any action or failure on the part of that User.
In the light of the handling difficulties and the purpose of the courier baggage handling facilities, the weight of a
bag or piece shall not exceed 32kg. CFL/BAWC reserves the right not to accept or handle any item in excess of
this weight.
Liability:
CFL/BAWC facilities shall not be liable for any loss or damage to goods whilst on their premises regardless of
howsoever has caused it.
CFL/BAWC facilities shall not be liable for any other direct or consequential loss suffered by any User howsoever
caused.
CFL/BAWC facilities shall not be liable for failure to make the facility available to any User if such failure is
caused by Act of God, fire, strike, labour dispute, riot, insurrection, war or any cause beyond the control of
CFL/BAWC.
CFL/BAWC facilities shall not be liable for failure to make available to Users the CSP for the HM Customs entries
for whatever reason but will make its best endeavours to ensure that the system supplier complies with the terms of
its obligations to CFL and BAWC.
A.5 Application for the use of the Courier Baggage Handling Facilities
In order that the Facility Operators may fulfil their control responsibilities to HM Customs, it is necessary for each
courier company using any of the facilities or any agent connected to the CSP (CNS), to provide certain
information regarding their activities, in order that their use may be authorised.
Courier Facilities Ltd (CFL) is responsible for administering the records authorising the use of CFL and the BAWC
courier baggage handling facilities at LHR and LGW.
All new applications for use of the courier baggage handling facilities must be submitted to CFL on the form
“Application to use the Courier Baggage Handling Facilities”.
See Appendix A: Application to use the Courier Baggage Handling Facilities
The application form states the terms and conditions of charges and payment which are:
1 Payment within 21 days of the invoice date;
2 Receipt of the refundable deposit;
3 Bag charges at the current tariff;
4 Storage charges where applicable;
5 Charges to the Border Inspection Post (BIP) where applicable;
6 Cost for the destruction of imported goods that are unwanted or not cleared;
7 Cost of CFL IDs and their replacement if lost or damaged.
On receipt of the completed form and deposit, CFL will set up an account using a 3-letter code, which will also be
registered with CNS. This allows all users to import goods from outside the EC against their own account.
The 3-letter code must be clearly marked on all bags, packages and documentation.
Section B:
HM Customs Procedures
B.1 Explanatory Note on HM Custom’s procedures:
The procedure applicable to the HM Customs approved facilities designated for handling of courier baggage, have
been included in this Handbook in order to provide basic guidance. The Users are expected to be familiar with the
International Trade Notices (ITNs) and other official HM Customs documentation, which should be considered to
be over-riding in the event of any difference from the procedures contained herein. Attention is drawn to ITN
IT/021/03 - Transit Procedures for the use by Courier Operators on CNS.
The Import Procedures given in B2 below have been re-stated to meet the current requirement of HM Customs.
The following extract for an earlier Collectors Notice on “Trader compliance and Customs Co-operation at London
Airports” applies to all Authorised Users of the courier baggage handling facilities: “Co-operation and compliance
with HM Customs by trader‟s are fundamental to the success of the overall plan and failure on the part of particular
parties will not be allowed to jeopardise the service levels properly expected by the more responsible members of
the trading community”.
B.2 Import Procedure
B2.1.1
Basic Requirements
Manifesting
All shipments must be manifested in the appropriate category:
1
2
3
4
B2.1.2
Documents (Business documents only)
Low Value (Dutiable items less than 18 GBP)
High Value (Dutiable items exceeding 18 GBP)
Transfers (Non-document transfers – any value)
Value Indication
D
L
H
T
Packaging
Goods must be packed in identifiable numbered units. The units will normally be courier company bags.
Goods must be packed according to the correct manifest category as above, and should not be packed together
in mixed categories. If however this does occur, the bag must be declared at the Highest category of any item
contained therein. Bags carried within bags must also be identifiable and have the point of origin clearly
marked.
For Documents, Low Value or Transfer items, bags may be bulked as one Consignment Reference within each
manifest category; individual bags marked with this Reference should be identified as 1 of _, 2 of _, 3 of _ etc.
Individually numbered bags or packages may be bulked under one Consignment Reference within the
appropriate manifest category.
High Value items must be identified and entered individually. Items contained in bags which require an
individual entry, must be additionally identified. Where several items are included in one or more bags, they
must be bulked under one Batch Reference related to a bag or bags of consignments, with an individual
Consignment Reference for each entry.
B.2.1.3
Bag Reference and Labelling
The Bag Reference is fundamental to the identification and control of the shipment through all its stages
including, aircraft loading, Co-loading, Inventory record, HM Customs control and release.
All courier bags must show:
(1)
(2)
(3)
(4)
UK Courier Company 3 letter code
Flight Number and date of departure at origin
Bag reference number
Value category: D – Dox; L - Low Value; H – High Value; T - Transfers
Courier companies should ensure that their staff at point of origin, whether their own employees, agent or Coloader/Wholesaler, comply with these requirements for packing and labelling. Failure by companies to mark
and pack their shipments and/or label bags correctly will normally result in a delay of at least 24 hours imposed
by the facility operator. In addition to that, a letter of explanation will be required to be submitted to
CFL/BAWC for HM Customs before goods are allowed to be processed. Persistent failure in this regard may
result in offending company having its authority to use the courier baggage handling facilities withdrawn.
B.2.2.
Receipt of Courier Bags Airside at the Facility
Goods will be delivered to the facility by the carrying Airline or its handling agent. All airlines must ensure that
goods are delivered to CFL/BAWC immediately upon arrival of the aircraft. Courier bags must not be left at
the aircraft side.
B.2.2.1
EC/Domestic Goods (C = Free Circulation)
Bags from member states within the EC containing goods in Free Circulation, are identifiable by the labelling
bearing the EC blue flag with gold stars and may be removed from the facility provided the facility operator has
issued a release authority and the goods have not been selected for HM Customs examination.
B.2.2.2.
Goods from outside the EC or travelling under a Community Transit Document
Each Co-loader, Wholesaler or airline representative acting as a Co-loader (herein after called Co-loader) must
produce a Co-loader Control Sheet to the Facility Operator one hour prior to flight arrival. He/she the must
attend the handling facility as the bags are received from each flight for which they are responsible. All
“CONSOL” bags must be broken down by the Co-loader prior to release to the courier company. All bags
must tally with the baggage breakdown shown on the Co-loader Control sheet or manifest. Where the units for
each individual courier company tally correctly with the number shown on the Control Sheet they must be
circled. Short shipments and un-manifested units must be annotated on the Control Sheet together with the bag
count of the broken down CONSOL bags.
The completed Co-load Control sheet/manifest must be signed (along with company details), date/time
stamped. Top copy should be handed to the facility operator who will retain it on file. (See Appendix B –
Master Co-loaders Control Sheet)
Bags must not be opened or unpacked whilst in the Airside area. Where there is a requirement to open a bag(s)
to extract documents for clearance purposes, a „sight‟ of the bags must be carried out by the courier company
but must be overseen by either a Customs Officer or a member of the TSO staff
In the examination area, the Facility Operator staff will complete the sight register giving details of the
Person/company who opened the bag, reason for sight, what if any document was removed and who from
CFL/BAWC and/or HM Customs was present. CFL/BAWC may charge for the service.
B.2.2.3.
Movement of goods within the facility
Un-cleared goods may be moved to the examination area except in the case where HM Customs have identified
bags/consignments that are required for examination airside or in the reception area.
Close control of all activities within the examination area will be maintained directly either by HM Customs
Officers on duty and/or by the authorised staff of the facility operator (CFL/BAWC) under the direction of HM
Custom‟s officers. Only authorised staff of courier companies will be allowed to enter the area in order to sight,
unpack and handle their goods to carryout the clearance functions.
B.2.2.4.
Selection by HM Customs and presentation by Courier Agent
Where HM Customs Preventive Offices have informed CFL/BAWC staff and also listed the airport of origin
and/or flight number on the board for examination, a manifest must be submitted prior to the flight arrival. The
manifest must be legible and provide the correct information i.e. name and address of Consignee and
Consignor, description of goods, weight of the consignment, number of pieces and value etc. The manifest
must be time/date stamped and passed to the CFL/BAWC Import office where it will be held for HM Customs.
The time that the bags were received from the aircraft is recorded by CFL/BAWC and the 2-hour time out
commences from this point. Where Preventive Officers are delayed in arriving at CFL/BAWC, they will
contact CFL/BAWC staff. In absence of that when the 2 hours have expired and HM Customs have not arrived
and selected items for examination, the bags can be processed and released.
Where items have been selected by HM Customs, these must be removed from the bags by the courier agent
and must be presented to HM Customs with a manual release note. The courier agent present must understand
the HM Customs and Courier procedures. If he/she is unable to answer queries raised by HM Customs the bags
will be placed last in the queue by which time they will have arranged for another person to attend and answer
the query. Where the HM Customs officers are not present the Goods with the manual release note must be
handed to a member of the Facility Operator‟s staff.
The 2 hour out rule will not apply when:
(i)
The manifest is presented after the bags have arrived in the facility;
(ii)
The manifest is illegible or has insufficient/incorrect information;
(iii)
HM Customs wish to extend the 2-hour time out rule for a specific flight or station of origin.
B.2.2.5.
Release of Goods selected by HM Customs
Where the 2 hours have expired and goods have not been selected for examination the Facility Operator will
authorise the processing and release of the bags.
Where bags have not been collected after the 2 hours has expired, HM Customs may select items for
examination which must be removed from the bag and with a manual release note present them to HM
Customs.
Details of all goods transferred from Courier Facility to Courier ERTS must be faxed to HM Customs
prior to the arrival of the ULD at the facility.
B.3. HM Customs Entry/Release Procedures:
B.3.1.
Basic Requirements:
Clearance for imported goods is achieved through the HM Customs computer CHIEF (Customs Handling of
Import and Export Freight).
Following procedures identify aspects that are of particular concern to the courier baggage handling facilities.
Community System Provider - CSP:
The courier baggage handling facilities at Heathrow and Gatwick are approved by HM Customs for the use of a
CSP system, which is supplied by Community Network Services (CNS).
Entry Agent:
Only Agents who are authorised by HM Customs to use the approved CSP system and have a user code and an
authorisation to lodge entries at either Wayfarer or Timberham House are permitted to make Entries for goods
carried as courier baggage.
See Appendix C: Application to be an Authorised Entry Agent.
(i)
(ii)
(iii)
Entries can be made directly through an owned or shared VDU or via a clearing agent. In order to
comply with HM Custom‟s procedures for processing entries in the name of the agent, each agent
requires a 3-letter code in CNS. These codes are allocated by HM Customs and are issued by CNS on
submission of an application to HM Customs;
Plain Paper Entry: Only those Entry Agents who utilise the entry build-up facilities of the CSP system
and require the computer produced entry to be on plain paper need apply;
Flexible Accounting System (FAS): The accounting of revenue due on entries released under CSP (other
than those cleared to a deferment account), must be under FAS, as follows:
1 Charges due will be cleared against credit lodged with HM Customs;
2 The amount will be specific to each user, Agents Credit File (ACF);
3 CHIEF monitors the ACFs and proving there is sufficient credit held by HM Customs, entries will
continue to be cleared;
4 Where there are insufficient funds the entry will be held in suspense until the fund is topped up;
5 FAS accounting is centrally controlled by HMC at Salford.
B.3.2
The Community System Provider – CNS
The CSP system for clearing goods through the courier baggage facilities at LHR & LGW has a direct link to
CHIEF.
1
2
3
The System. allows a record to be created in the inventory for each consignment enabling them to be written
off as they are processed and cleared HM Customs via CHIEF;
It is fundamental that the detail for the goods is entered before they have arrived in the facility and that
records match the bag/consignment reference. Agent‟s account code identifying the courier company
receiving the goods must also be included in these details;
Each shipment must be identified by a unique bag reference number, which must always be preceded by the
Agents 3 letter code.
Goods classified as “C” Status (free circulation within the EC) must not be entered on the inventory
B.3.3.
Entries
a) Bags of Document shipments (D) may be entered in bulk as a single entry under CPC40 00 11, Bags
of Low Value shipments (L) may be entered in bulk as a single entry under CPC40 00 68, for High
Value shipments (H) a full entry must be made for each individual consignment High Value Entry
System (as per CNS) must be adhered to
b) Route 3 entries may be batched and lodged in bulk within 24 hours from the time the earliest entry
was made. Entries selected for Routes 1 & 2 must be lodged at Wayfarer House/Timberham House.
The goods/documentation selected for Route 1 or 2 examination will be released by HM Customs,
after clearance through the CSP system.
Traders authorised for the paperless entry system need not lodge route 6 entries but must
retain copies as per their agreement.
B.3.4.
1
High Value Entry System
After flight arrival, each High Value shipment in the inventory will be entered individually under its bag and
consignment reference number.
2 CHIEF will identify each High Value (H) shipment against the Bag Reference and may produce a list of
exclusions, items that have not cleared.
3 Exclusions will transfer from “H “to “C” status (Cage).
4 The system will print a Release Note for the remaining items in the bag(s) that have cleared and list the
exclusions.
5 The exclusions are to be extracted and located in the cage and recorded.
6 The items remaining in the bag(s) can be removed from the facility against the Release Note.
The courier company responsible the cage must audit it on a regular basis. The facility operator must also audit
the cages as they hold ultimate control under their Approval from HMC&E.
The courier company must be advised of any item for which they are responsible that has not been cleared
within 20 days of receipt at the facility.
B.3.5.
Flight Arrival
The facility operator is responsible for arriving the flights on CNS. At least one bag/consignment record must
be entered on the inventory before the flight arrival input will be recognised by CNS.
B.3.6.
Release of Goods
Goods will be released against a Release Note produced by the CNS system. Unless the goods have been
selected for examination by HM Customs or the Release Note identifies any Exclusion, the named agent or his
representative may collect the courier bags.
1
Exclusions: Exclusions must be removed from the bag and located in the cage where it will be recorded and
allocated a reference number. An individual Entry and Release Note will be required for each consignment
that has been excluded.
2
Examination: Where an item/items have been selected for examination by HM Customs the officer will
examine the goods and authorise the release on the manual Release Note.
In all cases it is a requirement that the following checks are undertaken by the driver and the facility security
guards before the goods are released:
1 The agents code against the Release Note/ Bag Reference/CFL ID;
2 Flight & date;
3 Category of the consignment;
4 Number of bags presented against the number on the Release Notes.
The collecting agent‟s driver must:
1
2
3
Sign and print name on the Release Note;
Record their CFL ID pass number;
Vehicle registration number.
A) 3 Ply paper: After completion and signing, the driver is to retain the pink copy of the
Release Note, the yellow copy is to be date/time stamped and retained by the facility
operator.
B) Scanning: The single copy of the Release Note is to be completed and signed by the
driver, then handed to the Security Guard who is to scan and verify that the data has
been captured.
The driver is to retain the original for the courier company‟s records.
Where there is a discrepancy/query, the facility operator‟s staff must be informed.
B.3.7.
Post Flight Reconciliation - Screen 89
The Entry Agent is responsible for ensuring that all goods are cleared within 20 days of receipt at the facility.
Furthermore they are responsible for ensuring that any record of a consignment that appears on Screen 89 for
which they have made a record, must either be cleared or deleted from the inventory. Approval must be
obtained from HMC prior to deletion.
B.3.8.
Border Inspection Post (BIP at BAWC)
All goods containing products of animal origin are subject to import controls requiring either the documentation
and/or physical examination as determined by DEFRA, to be undertaken prior to clearance by HM Customs.
The local Health Authority at the BIP in BAWC and appropriate courier facility must be advised a minimum of
6 hours in advance of the goods arrival at LHR of any shipment that requires physical examination.
The Courier Facility operator will arrange the delivery and collection to/from the BIP. All charges will be
invoiced to the receiving agent including a charge for administration.
Goods not correctly notified or declared will be identified for destruction under Customs control and all costs
and an administration charge will be invoiced to the importing agent.
B.4 Export Procedures
Note - Some countries do not accept unaccompanied courier bags - Check with the airline to establish what if
any, restrictions apply.
Acceptance:
a. The courier company‟s driver/representative will present the bags and documentation to the facility
operator.
b. The facility operator will record the number of bags and weight for each consignment in the facility
operator‟s computer and on the AWB/CBV/CNN document.
c. An export entry is required in CHIEF under NES - the New Export System for HM Customs & Excise
The following consignments will require an NES declaration:
1 All exports leaving the EC directly from LHR/LGW;
2 All exports leaving the EC via a member state;
3 All consignments travelling under a Community Transit document;
4 Transit consignments that have previously arrived into the UK and are now going to
their final destination
The only shipments that do not require a NES Declaration is a movement from one Member State to
another, i.e. remaining within the Community.
The facility operators will only be able to accept courier baggage, other than “C” status goods, when
presented with a Master Unique Consignment Record (MUCR) using the C: format, as described in the
CNS manual for NES.
e.g. C: followed by - Agent CNS Code and the AWB/CBV number.
Note: For BAWC, the 3 numeric prefix and 8 numeric CBV number must be entered in full.
NB: The MUCR against which the courier bags are to be shipped, must be closed and introduced to
the CNS inventory stating the flight number, date, movement reference, number of bags, weight,
airport of destination (AOD), and final airport of destination (AOFD) if applicable, prior to delivery
to the nominated Courier facility.
d.
e.
f.
g.
h.
i.
Entries receiving route 1 or 2, or are held by HMC for any other reason, are the responsibility of the agent
presenting the courier bags and not that of the facility operator.
Baggage tags will be issued as required
After check-in has been completed by the facility operator the courier baggage becomes the responsibility of
the airline or its representative.
At close out the airline or its representative will be notified by the facility operator/handling
agent/Wholesaler of the total number of bags, weight and breakdown by ULD and loose bags on the flight.
The facility operator will close the flight at the time published by the airline. Any changes to these
published times will be the direct responsibility of the airline or its representative.
CNS automatically departs each flight 24 hours after the STD.
Charging for volume is the sole responsibility of the airline
B.5 Interline/Airside Transhipments
Interline and airside transhipments can be handled through the courier baggage handling facilities on the
understanding that the:
a. Bags are through tagged showing stations of origin, transfer and final destination;
b. Bags remain airside and are not unpacked or tampered with;
c. Are recorded on the co-load sheet stating they are transfers and the final destination.
Bags are checked in for export as normal with the station of origin being recorded in the facility operator‟s
computer.
Where for accounting purposes the AWB has to be changed to one of the onward carrier, the following
procedure must be adhered to:
1. The transfers must be recorded on the co-load sheet for the inbound flight showing the final destination
2. The bag(s) must be tagged from origin to final destination showing the point of transfer the AWB for the
onward carrier must show:
 The shipper and station of origin (not LHR);
 The inbound AWB number;
 Baggage tag number(s);
 The status of the goods as T1/T2.
Currently there is no facility for the transfer of courier material between CFL and BAWC at LHR.
B.6. Transfers
Transfers are goods in transit which are to be removed from the courier baggage handling facility to a premises
approved by HM Customs, then re-consolidated and returned for export within 4 days.
The bags must be marked with “T”. Inbound and outbound entries must be made using the correct CPC. Bags
marked for LHR/LGW that are for transfer, must be cleared as imported goods and removed landside. Before
they can be exported, an export entry must be made to HM Customs and a DUCR/MUCR created, associated
and closed before the facility operator can accept them.
Section C
C.1
Mail
Import
Import Mail will travel on CN38/41 documentation and is to be handled in exactly the same way as courier baggage
but must be segregated from the courier bags by due process.
When making the entry to CHIEF via the CSP system the agreed CPC 990 for mailbags is to be used.
C.2
Export
Export mail will be presented on CN38/41s and is to be handled in exactly the same way as courier baggage but
must be kept segregated from the courier bags.
Section D
D.1
Unit Load Devices (ULDs)
Import
D.1.1. Unless advised otherwise, all ULDs will be unloaded at the facility and the empty unit returned to the
airline.
D.1.2. ULDS for Transfer to ERTS Prior to the arrival of the aircraft, the UK receiving agent must advise the
facility operator by fax of the:
1 Flight number;
2 ULD number(s);
3 Reference number(s);
4 Total number of bags within each ULD by category eg: D, L, H, T.
5 Name of the ERTS to which the ULDs are to be transferred.
D.1.3. The facility operator will fax this information to HM Customs TSO Audit Compliance on
020 8910 3073 prior to the ULD arriving at the facility
D.1.4. The ULDs must remain airside when they are required for HM Customs examination.
D.1.5. The agent may collect the ULD(s) once the Removal Authority has been printed and any examination by
HMC&E has been completed.
D.2.
Export
D.2.1 Pre-built ULDs can only be accepted from agents approved by the Department for Transport (DfT) to
undertake x-ray screening.
D.2.2 The agent must advise the facility operator by fax in advance of the:
1 Flight number;
2 Document Reference number eg: CBV/AWB etc.;
3 ULD number(s);
4 Number of bags contained in each ULD;
5 Net weight of courier bags/packages;
6 Security seal number.
D.2.3 On arrival the facility operator must ratify the information:
7 Flight number;
8 Document Reference number e.g.: CBV/AWB etc.;
9 ULD number(s);
10 Number of bags contained in each ULD;
11 Net weight of courier bags/packages;
and check that the:
12 Security certificate;
13 Security seal number
are correct.
In the event that there is a discrepancy, the ULD(s) should not be unloaded but the agent advised. Should
the agent be unable to resolve the problem the ULD(s) is to be returned to the agent or on written authority
from the agent, treated as loose bags and x-rayed at the facility with the agent being charged accordingly.
D.2.4 The ULD(s) are to be checked weighed and the weight recorded in the export office. Where there is an
extreme variance in the weight declared by the agent against that of the facility operator, the agent must be
contacted who along with the airline or it‟s representative will decide the course of action to be taken.
Section E
ID Passes
E.1. ID Passes:
Access to the courier baggage handling facilities of CFL/BAWC is restricted to persons having business on
the premises. The operator may further restrict authorisation to certain areas within the facility. CFL ID
Passes will only be issued to authorised Users having an account with CFL/BAWC.
The CFL IDs are acceptable for the collection of courier baggage from any of the courier baggage handling
facilities.
The following procedures apply:
2. To obtain a CFL ID Pass/Passes a completed ID 1 form (Authorised Signatories) must be
submitted to the General Manager of CFL;
3. On receipt of the ID 1, an ID 2 must be completed for each employee/agent who will require
a CFL ID pass;
4. The CFL ID Pass must be displayed at all times when at any one of the facilities;
5. Wholesalers/Handling Agents/ Co-loaders and staff based at CFL will possess CFL
proximity passes to the restricted areas;
6. In certain circumstances the ID Passes issued by HAL will be approved by the facility
operator for use within the premises.
The cost of each CFL ID pass is £10 and replacement for a lost ID is £20.
See:
Appendix D – Form ID 1
Appendix E – Form ID 2
Section F Security Measures
There are three main aspects of security, which are inherent in the day-to-day Courier and Express operation
- these are:
1. Compliance with all HM Customs & Excise requirements;
2. Carriage of Dangerous Goods on aircraft e.g. IATA & ICAO regulations;
3. Anti terrorist procedures.
For the industry to combat security threats there are two basic rules to be applied:
1. Each package should be checked at point of collection/acceptance;
2. Each package should be safeguarded by appropriate control throughout its journey.
The attached guidelines after Section F are issued as recommended security measures for adoption by each
User, modified if necessary to suit the practical circumstances of their own operation consistent with
achieving the desired end result.
The procedures are updated as becomes necessary to reflect legislative and procedural changes dictated by
governmental bodies i.e. HM Customs and Department for Transport (DfT).
F.1. Basic Security Measures:
Security Measures to be applied by the authorised company:
The following security measures should be considered as fundamental and mandatory:
1. Each authorised company will ensure that its Trading Conditions and brochures clearly state that:
a) Goods classified as Dangerous Goods under IATA regulations cannot be carried as courier baggage;
b) The authorised company reserves the right to open and examine any shipment for both HM Customs
and security checks.
2. Each authorised company will ensure that, where the sender is unknown, positive identification is obtained
or alternatively the contents are visibly inspected.
3. Each authorised company should examine its security and control procedures to ensure that whilst in their
care unauthorised persons cannot handle or tamper with the package(s).
4. Each authorised company must only permit authorised personnel and vehicles access to their goods area.
5. Each authorised company should conduct regular audits of their controls and security measures to identify
and rectify any deficiencies, which must be reported to the appropriate authority. Primarily the audits
should focus on personnel, access to premises, documentation and packages.
6. Each authorised company when employing a sub-contractor must ensure that they meet the required
standard of security.
F.2. Goods Security.
1. Users should consider requesting the assistance of HM Customs to provide information and expert advice
to industry personnel to enable them to recognise and report any cases where circumstances may give rise
to suspicion: e.g. disappearances, incongruities, or anomalies in payment, routing and/or documentation;
2. Primarily the audits should focus on personnel, access to premises, documentation and Packages;
3. Upon loading/unloading of containers/packages, User‟s personnel should notify HM Customs of instances
where the integrity of containers/packages is suspected of having been breached or compromised.
F.3. Facility Security
1. Users should examine their security arrangements to ensure that access to packages is by authorised
personnel only and in the course of their duty. The use of numbered seals and tamper proof packaging
should be considered.
2. Only authorised personnel and vehicles should have access to the secure area:
 Control of the access/egress of private cars;
 A list of all personnel and vehicles that enter the secure area;
 Controlled parking for visitor that segregate them from active goods area and facility;
 One time passes with date, vehicle registration name of visitor should be issued and the vehicle
parked in a designated area;
 Where CCTV is used recordings are to be made available to HM Customs on request;
 Only authorised personnel and vehicles displaying identification should be permitted in to the
secure area.
 Drivers must not leave their vehicles outside the facilities and go somewhere, other than the
facility.
F.4. General Security
1. Each courier/express should conduct regular audits of their controls and security measures to identify and
rectify any deficiencies, which must be reported to the appropriate authority. Primarily the audits should
focus on personnel, access to premises, documentation and packages.
2. HM Customs must be advised when a suspect package has been discovered. The package must be isolated
and remain under observation until HM Customs have decided which course of action is to be taken.
3. Users should advise employees by the way of Posters, Employee Handbooks etc, of the consequences,
should anyone be confirmed to have been involved in the case of drug trafficking or abuse. Employees
should be made aware of the potential penalties that can be imposed by the authorities worldwide for these
offences.
4. Upon request Users should provide:
1 List of employees;
2 List of sub-contractors;
3 List of companies providing support services.
F.5. Personnel Security
1. When recruiting staff, Users should take all reasonable precautions to ensure that they do not have a
previous conviction for drug trafficking or a history of drug abuse;
2. Only authorised personnel should be permitted to handle documents, packages, information and
equipment;
3. Users should seek HM Customs assistance in educating their staff to recognise exceptional situations or
circumstances which may indicate drug related offences.
F.6. Risk of Terrorist Action
Each authorised company should establish measures to ensure that all packages intended for carriage on
passenger flights as courier baggage is subjected to security controls.
All staff should be briefed of the risk that an explosive devise may be tendered for shipment or introduced in
to a container e.g. courier bag.
Each company presenting a courier bag(s) for carriage is responsible for the contents.
The following measures must be adopted:
1 Customers must be reputable and well known to the courier/express company;
2 Unknown customers will be required to present positive identification and all packages inspected/searched
thoroughly;
3 Each carrier reserves the right to inspect and/or reject any package presented to them for carriage.
F.7. Illicit Drug Traffic
Security Measures recommended for the Courier/Express Companies
Users should be aware that nobody is exempt from the process of law in the event that illicit drugs are
discovered by HMC&E and evidence indicates involvement by persons working within the industry.
However, the extent to which Users have introduced measures designed to inhibit potential HMC&E offences
may be taken in to account.
Documentation:
1. On request Users must allow HM Customs access to commercial information on equipment, facilities,
procedures and services especially that pertaining to packages in relation to change of destination, consignee
and special handling instructions;
2. HM Customs and Users should pursue a clear common interest in securing the earliest information on
goods. Particular attention should be given for the use of electronic technology and the use of databases;
3. Users should allow HM Customs access to any lists of containers and air waybills that are to be discharged
at the facility.
4. Users should notify HM Customs of any unusual or suspicious documentation or request for information on
any consignment.
5. Users should, so far as is possible, upon request assist in training HM Customs officers in the use of the
User‟s tracking and information systems or provide them with access to the information within the systems.
F.8. Dangerous Goods:
Regulations:
Dangerous Goods may only be offered for carriage by air in accordance with the provisions of the
current Dangerous Goods Regulations produced by IATA & ICAO.
The regulations PROHIBIT the carriage of Dangerous Goods within courier baggage whether
accompanied or not.
The following is mandatory:
a) At least one member of the Company should be qualified in the handling of Dangerous Goods by
Air;
b) The CAA requires all staff handling goods to be tendered for carriage by air to have DG Awareness
Training. Such staff should be aware of the potential risks from Dangerous Goods and in particular
items which may not have been have not been declared as such;
c) All staff should have access to a person qualified to handle Dangerous Goods;
d) Warning posters should be prominently displayed around the facility.
Appendix A
Application to use the Courier Baggage Handling Facilities
To: Courier Facilities Ltd (CFL/BAWC)
From: ______________________________________ (Name of Company)
(Address): ____________________________________________________
_____________________________________________________
_______________________________Post Code: ____________
Tel: ________________________
Fax:___________________
__________________________________________________ (Contact Name)
__________________________________________________ (e-mail address for invoicing)
The company named above wishes to apply for authorisation to use the Courier Baggage Handling Facilities
of CFL/BAWC at Heathrow and Gatwick and agrees to the payment terms and conditions which are:
1. Payment within 21 days of the invoice date;
2. Refundable deposit of £1000;
3. Bag charges as per current tariff;
4. Storage charges where applicable;
5. Charges for the Border Inspection Post (BIP) where applicable;
6. Cost for the destruction of imported goods are unwanted or not cleared;
7. Cost of new/replacement CFL ID passes;
8. Dangerous Goods training requirements as detailed below.
Dangerous Goods as classified in the IATA/ICAO manuals are NOT permitted to be carried as courier
material.
DG Training requirements:
It is CAA requirement that handling staff of courier companies are trained and certified in
Dangerous Goods Awareness, and recurrent training must be provided at least every 24 months.
Further, the Courier Facilities require at least one person to be fully trained in Dangerous Goods by
Air Category 6, 3 day certified course. Please enclose a copy of the valid certificate for your fully
qualified staff member and a letter confirming other appropriate staff have received awareness
training, copies of their certificates may be called for subsequently.
We agree to adhere and abide by the regulations, procedures and Terms & Conditions of Use which can be
viewed and printed from the Home page of the CFL website.
Website address: https://www.courierfacilities.co.uk
Signature: __________________________
Position in Company: _____________________
Print Name: ____________________________
Date: ____________________________
CFL Use Only:
Deposit Paid: £ ____________
Date: ____________________
User Code: ___________
Name of DG by Air Category 6 certificate person:____________________
Date certificate valid from: _____________________ To: ____________________
Appendix: B
Co-loaders Control Sheet
To be Prepared in Duplicate:
Copy 1: To Facility Operator (Airline Report to HMC&E)
Copy 2: Retained by Co-loader
Name of Co-loader Company: ___________________________________________
_________________________________________________________
Number of Bags Expected: _________ Flight No: ____________ Dept date: ___________
To be segregated for courier companies as below:
Number Bags
Name of Courier Company (or CFL Code)
________________
for ________________________________________ _____________________________________________________
________________
for ________________________________________ _____________________________________________________
________________
for _________ ____________________________________________________________________________________
________________
for _________ ____________________________________________________________________________________
________________
for _________ ____________________________________________________________________________________
________________
for _________ ____________________________________________________________________________________
________________
for _________ ____________________________________________________________________________________
________________
for _________ _____________________________________________________________________________________
________________
for _________ _____________________________________________________________________________________
________________
for _________ _____________________________________________________________________________________
________________
for _________ _____________________________________________________________________________________
________________
for _________ _____________________________________________________________________________________
________________
for _________ _____________________________________________________________________________________
________________
for _________ _____________________________________________________________________________________
________________
for _________ _____________________________________________________________________________________
________________
for _________ _____________________________________________________________________________________
________________
for _________ ______________________________________________________________________________________
________________
for _________ ______________________________________________________________________________________
Short Shipments _______________________
Signed: ______________________________
Unmanifested +: _______________________
Status: _______________________________
Split „CONSOL Bags‟ + _________________
Date Arrived: __________________________
Total Arrived: _________________________
Appendix C:
Application to be an authorised Courier Baggage Entry Agent
a)
b)
c)
d)
Application for a User Code;
Time-out;
Application for Plain Paper Entry;
Application for HM Customs Accounting Registration.
To: Operational Manager
Or: Operational Manager
CCS District
HM Customs & Excise
Wayfarer House
Great South West Road
Feltham
Middx TW14 8NP
Gatwick Cargo
HM Customs & Excise
Timberham House
Gatwick Airport
Gatwick
West Sussex RH6 0LX
The company named ___________________________________ wishes to apply for
a) User Code
b) Time – out Period of ________________ minutes
in respect the use of the Courier Baggage Handling facility at __________________
and the related DTI System, for which entries will be input at the terminal of
________________________ located at ________________________________
c) The company requests approval to lodge plain paper entries on it’s CSP Terminal at:
_____________________________________
The Turn number of _______________________________-___________________________
Company name
____________________________
d) Accounting Registration Code
CFL Code:_____ _______
Signed: ______________ Print name: _______________ Designation or Position -----------------Name of Company:
Address: ________________________________________________________________________________
___________________________________________________ Post Code: __________________
Appendix D:
Form ID 1.
Authorised Signatories for CFL Identity Cards
Name of Company: ____________________________ 3 Letter Code: __________
Address: ____________________________________________________________
_____________________________________ Post Code: _____________
Telephone No: ______________________
Fax No: ____________________
Principle Authorising Officer:
Name: (Block Letters)
Specimen Signature:
___________________________
___________________________
Position in Company:
Deputy Authorising Officer:
Name: (Block Letters)
Specimen Signature:
___________________________
___________________________
Position in Company:
This document cancels all previous Authorisation Documentation.
This is to certify that the above named persons are employed by the company in the positions
as stated and are approved as authorised signatories for the application of CFL ID Cards.
Signed _________________________
Director:
Print Name: _____________________
NB: New CFL IDs will not be issued until the completed form is returned to:
CFL, Building 17100, Courtney Way, LHR C, Hounslow, Middx, TW6 1QT
Appendix E:
Form ID.2.
Application for the issue of a CFL Identification Card.
Name of Company:___________________________ 3 Letter Code: ___________
Name of Card Holder: ________________________ ___ ___________________
First Name
Initial Surname:
Home Address: _______________________________________________________
_______________________________________________________
_______________________________________ Post Code: _______________
Home Telephone No: ______________________________________
Job Title: ________________________________________________
We hereby authorise Courier Facilities ltd to issue a CFL ID Pass to the person named above.
We undertake to return the CFL ID Pass to Courier Facilities Ltd, should the person named above cease to
be employed by us or have duties no longer connected with CFL.
To the best of my knowledge I believe there is no good reason why the person named above, should not be
issued with a CFL ID Pass.
This ID remains the property of CFL, Building 17100, Courtney Way, LHR C, Hounslow, Middx: TW6
1QT at all times.
Cost of a CFL ID Pass is £15 and for a replacement £20
Failure to comply with the procedures and regulations of HMC&E/CFL/BAWC may result in the CFL ID
Pass being withdrawn.
Signed: ________________________________ Name: __________________________________
Authorised Signatory:
Print:
Dated: ___________________________________
********************************************************************************
CFL Security to complete:
Date of Issue: _______________________
CFL ID No: ___________________________
Signature: ___________________________
Name: ________________________________
Security Guard
Print
Section F:
F.1
Computer Fallback Procedures.
Local connection to CHIEF or CNS
Where the individual companies own computer link to CHIEF or CNS fails, an alternative access via a third party
must be established.
The physical presentation of documents to HMC&E will not be permitted.
F.2
CNS Failure
Where access to CNS by the courier community as a whole fails, alternative access to CHIEF must be established.
The facility operators have alternative access to CHIEF allowing them to arrive the MUCRs and establish the SOE
& ROE of the shipment.
The physical presentation of documents to HMC&E will not be permitted
F.3
CHIEF system down
In the event that the CHIEF system goes down, the facility operators will contact HM Customs to seek approval to
use the fallback procedure.
For both Import and Export, an entry must be completed on a C88 SAD, accompanied by a C1402 and a C130
release document and must be presented to HMC&E.