Traces in a nutshell
Content
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TRACES; what, why and when?
Current situation vs. TRACES
Necessary steps to get access to
TRACES system – online
Example ITC and COI
Next steps
What is TRACES?
To import organic products, a COI through TRACES is needed for customs clearance at
arrival in order to comply with EU legislation related to organic
Definition TRACES according EU:
“TRACES is the online management tool of the European Commission for health
certification and control that tracks the movements of animals, plants, food and feed
imported from outside the European Union and traded throughout the EU Member
States.’’
https://webgate.ec.europa.eu/tracesnt/help/Content/Home.htm
EU aim of TRACES
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100% digital
Reduce administrative burden for operators
Trade facilitation
Traceability and protection
Strengthening cooperation
Feedback information
Combatting fraud
More comprehensive statistical data on organic imports
Changes
Current TC system (initiated by the exporter) will be amended:
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Outcome will be “Approval Export” (EA) (instead of TC) and
published as pdf only.
Initialization by the importer and exporter
When?
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19 April 2017:
Start of a 6-month transitional period
during which both TC and COI can be used
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19 October 2017:
Mandatory use of only COI – TRACES
History
Classic TRACES
2003
SHIFT +
ANIMO
network
TRACES NT (new technology)
2003
2004
Introduction first
TRACES version:
Electronic -CVED
Introduction
Electronic
certificates for
plants
CVED
CPED
2014
Introduction:
Certification of
organic
products
2017
Mandatory COI
From 19 April
2017
COI
Future
2017-2018
TRACES NT
TRACES NT
TRACES Classic
Plants
products
Animals
Organic
products
Timber
Current situation
vs.
TRACES
Application of ITC/TC by
exporter in client portal
CB
approval
ITC/TC
TRACES
CB
Export Approval (EA) by
exporter in client portal
from CB
Match CB
CB
approval
COI
Importer
Importer
Current ITC
comparing to
COI – TRACES
Process flow for application of COI in TRACES
1. Importer is contacting his exporter concerning COI application
2. Exporter contacting his Control body (CB) in the country of origin
3. Exporter creates EA > when EA is approved importer receives notification by mail
from CB of exporter.
4. Importer can start COI application process in TRACES > when finished CB will be
notified
5. If information in TRACES is correct, CB approves the COI document
6. Document will be printed, stamped by CB and send to costumer
7. Costumer will send the document to the customs
8. Customs approves the document, the first consignee will receive a the document
9. Customs clearance
Status selection COI in TRACES
Creating a new COI document
in TRACES
How to Create a New COI
Step 1: Please login using a valid importer operator or control body/authority (annex III or IV
of Commission Regulation (EU) No 2016/1842) profile
Step 2: In the upper-left menu, click Certificates and select COI from the list.
How to Create a New COI
Step 3: Click the button Create new COI.
How to Create a New COI
Step 4: A pop-up is shown, requesting you to select the commodities. You can either enter
part of a commodity name in the search field, or select it manually by searching the list of
commodities. In order to select it, you need to click the tick box to the right of a commodity.
Step 5: In box 1 of the electronic COI (corresponds to the entity signing the COI in box 18 in
the paper version) choose the Issuing Body or Authority that is controlling the exporter. You
can type the name, or address in the Name field and a drop-down list is automatically shown
with the results that match the data. you have entered.
Step 6:The box 2 applicable procedure is automatically selected to match your issuing
authority/organic control body and is not enabled for editing.
Step 7: In box 3, the Certificate reference number is empty and will be automatically generated
after submitting/issuing the certificate.
Step 8:The National reference number will be used for project number from CUSI > Number of
EA – from CIS!!
Step 9: In box 4, you can type the Exporter's business name in the Name field and a drop-down
list is automatically shown with the results that match the data you have entered.
Select the organic exporter and its details are automatically filled in.
Step 10: box 7. Country of origin, use the drop-down to select one or more countries from
where the product originates.
Step 11.The box 8. Country of export is automatically populated by the system to match your
selection in box 4. Exporter. However, this field is still editable.
Step 12.Specify in box 9. the Country of clearance / Point of entry and city for this consignment.
This is mandatory.
Step 13: Specify in box 11 the Importer .This field can be edited in the same way as box 4.
Step 14: In case the commodity is destined to another operator you may enter the First
Consignee in the Union details, in box 12. You can type its name, or address in the Name field
and a drop-down list is automatically shown with the results that match the data. you have
entered.
Step 15: In the Purpose field you can choose to define if the load is to be sent to First consignee
or if it is to be released in batches. In case you choose the later, the system will create a base for
extract. Additionally, the endorsing authority can indicate the customs document reference in
the free-text field.
Step 15: In the Purpose field you can choose to define if the load is to be sent to First consignee
or if it is to be released in batches. In case you choose the later, the system will create a base for
extract. Additionally, the endorsing authority can indicate the customs document reference in
the free-text field.
Step 16: Type the business name of the company which is Responsible for the load.
Step 17. In the Description of products box 13, you can enter the commodity's trade name, the
lot number, number of packages (mandatory), and its net weight (mandatory) including the unit
measure.
Step 18. Choose the Producer and control body/authority controlling the producer. If the
producer is identical to the exporter in box 4, the control body is automatically set as the same
organization as the issuing body in box 1.However, you can change the control body/authority
for the producer, in case this activity of the operator is controlled by a different control
body/authority
Step 19. Boxes 14./15. allow you to enter the Seal and Container numbers.
Step 20. In the mandatory box 16. enter the Total gross weight for the consignment and choose
its unit.
Step 21: You may add a Means of Transport, and enter its details: type, identification and
international transport document. This is optional. This is optional for TRACES NT, but please
make sure that the information isn't required in the country of entry or destination.
Step 22 In case you wish, attach any important documents that need to be combined with the
certificate itself.
Click Add Accompanying Document, choose the type. The application will automatically display
a few mandatory fields to be completed.
23.At this point you can Save as Draft. This means the certificate is saved and you can still edit it
at a later moment. Please note that a draft is only visible for the user, who saved it and their
colleagues (who have a valid TACES NT profile with the same role). The issuing body of the
exporter will not be able to see a draft in TRACES NT that has been created by an importer.
24: If you are ready, click on Submit for Certification.
Page 2, box 18
of COI needs
signature and
stamp
Necessary steps to create a Operators in
TRACES
Step 1
Step 2
Necessary steps to create a Operators in
TRACES
Step 3
Step 4
Necessary steps to create a Operators in
TRACES
Step 5
Step 6
Demonstration of working in TRACES
https://webgate.ec.europa.eu/tracesnt/logout
Problems with TRACES? Who should I contact
for what?
For technical issues with TRACES, you can contact DG Santé’s TRACES helpdesk at
European Commission
DG SANTE
B232 03/053
B-1049 Bruxelles/Belgique
+32 2 295 42 17
SANTE-TRACES@ec.europa.eu
For concerns regarding the structure of TRACES and COIs, you can contact DG Agri’s COI
helpdesk at AGRI-E-COI-ORGANIC@ec.europa.eu
For other questions or comments, you can contact Control Union at
traces@controlunion.com
Problems with TRACES? Who should I contact
for what?
If you are looking to get in touch with your National Authority, you may find yours from our list
below:
NETHERLANDS
• Paul Severens: by email at paul.severens@rvo.nl or by phone at +31 (0) 475-35 55 81
• Renze Sleeking: renze.sleeking@rvo.nl
GERMANY
• Ali Öksüz: by email at ali.oeksuez@ble.de or by phone at +49 (0) 228 99 6845-3015
UNITED KINGDOM
• Andy Read: by email at andy.read@defra.gsi.gov.uk or by phone at 020 8026 6567
SWITZERLAND
• Sabine Schäfer: by email at sabine.schaefer@blw.admin.ch or by phone at +41 58 462 98 06
Questions?
www.controlunion.com