GOVERNMENT OF PAKISTAN

CUSTOMS COLLECTORATE (EXPORTS)

CUSTOM HOUSE, KARACHI.

NO. DCP/HQ/01/97                                                                         Dated. 24.6.1997. 

STANDING ORDER NO.03/1997 (EXPORTS)

SUB:  ADMINISTRATION AND MONITORING OF EXPORT SHIPMENTS

In order to streamline and improve the system of administration and monitoring of export shipments, following order/instructions are issued for compliance: --

1.         EXPORT SHIPMENTS THROUGH WHARVES.

i.         Senior Preventive Officer (SPO) or Preventive Officer (PO) as the case may be shall be the Gate Officer for custom purposes.

ii.       The SPO/PO posted at the entry gate shall ensure that the “bill of export’ & ‘gate pass’ prepared and duly filed by the Clearing Agent is attached with the shipping documents.

iii.     The SPO/PO shall ensure that the bill of export is duly registered (Machine Numbered) or also computerized with the Export Processing Wing of the Collectorate Customs (Exports).

iv.    Before allowing ‘passing in’ of the loose cargo, the officials at the ‘Entry Gate’ shall ensure that the ‘marks and Nos’ on the consignment are distinctly visible and tally with the ‘marks and Nos’ given on the ‘bill of export’.

v.        No. goods shall be allowed ‘passing in’ without production of bill of export, and ‘Gate Pass’. One copy of the ‘Gate Pass’ shall be detached and kept in permanent record.

vi.     The gate officials shall affix the ‘Passed in full’ or ‘Passed in’ stamp oh the reverse side of the duplicate, triplicate, quad and quintuplicate copies of the bill of export to indicate the quantity of goods which passed in. In case of containerized cargo, the container number(s) shall also be given on the reverse side of the duplicate, triplicate, quad and quintuplicate copies of the bill of export.

vii.      The SPO/PO allowing the passing in of the cargo shall put his full signatures along with named stamp and designation and shall write down the, entry serial number of the register on the above cited copies of the bill of export.

viii.      The running serial number of the register both for rebateable and non-rebateable items shall commence w.e.f. the budget day of every year and shall close at the closing of the next year’s per budget day.

ix.       The Gate officials shall visually assess/estimate the quantity of the loose cargo and in case of any valid doubt, the SPO/PO may point out on triplicate copy of the bill of export that the examination staff may look into it.

x.        The particulars of the bill of export (BE) shall be entered in the ‘Passing In and Allow Loading Registers’ which shall be maintained for this purpose at the KPT Gates. Two registers; one for rebateable arid other .for non- rebateable items shall be maintained. This register shall contain following columns/information, which shall be filled in properly and carefully:

PASSING IN AND ALLOW LOADING REGISTER.

Sr. No.	B/E No. And date	Description of goods	E.G.M. No.
1	2	3	4
Vessel	Qty. declared	QTY PASSD IN	NAME OF EXPORTER
5	6	7	8
CONSIGNEE	PORT OF DISCHARGE	CONTAINER NO. AND SIZE	CLEARING AGENT/CH ALLAN NO.
9	10	11	12
SHIPPING AGENT/TR NO.	DATE OF EXAMINATION (SHIPMENT	ALLOWED) (DATE)	SUBMISSION OF B.E. FOR ALLOW LOADING (DATE)
13	14	15	16
WHETHER TRIPLICATE COPY DETAINED/STAMPED	IDENTIFICATION OF THEPERSON WHO SUBMITTED THE BILL OF ENTRY FOR ALLOW LOADING (name and C.P. No. Etc).	EGM NO. VESSEL (IF OTHER THAN COLUMNS (4) AND (5)	QUANTITY LOADED
17	18	19	20
DATE OF RECEIPT OF MR DETAILS	M.R. NO. AND DATE	DATE OF ENDORSEMENT OF MR. NO TRIPLICATE/QUAD.
21	22	23

xi.           The entries in the Register shall be completed as and when and documents are produced (i.e. date-wise).

xii.          In case of ‘passing in’ of bulk cargo, sufficient space may be booked for completion of these entries and the next serial shall start thereafter. In these cases entry serial number shall remain one, whereas; quantities and container numbers in the relevant columns shall be entered along with passing in dates as and when are’ passed in’. Each time ‘passing in’ quantity/container number etc., shall be endorsed on the relevant copies of the bill of export.

xiii.         The above register contains Part-A and B. Part-A (Columns 01-13) shall be filled at the time of ‘passing in’ of the goods, whereas; Part-B (Columns 14- 22) shall be filled at the time of production of the bill of export for ‘allow loading’ and receipt of ‘MR’ details.

xiv.        The officials giving ‘allow loading’ permission shall maintain, in the office,specimen signatures of all the export processing and examination officers and bills of export submitted for allow loading sfyall be cross checked with the specimen signatures which shall be provided by the Collectorate of Customs (Exports) on monthly basis.

xv.          On production of the bill of export for allow loading, the relevant entries in the register shall be completed and the concerned official shall detach and detain the triplicate copy of the bill of export in the office.

xvi.        The identification of the person who submitted the bill of export for ‘allow loading’ shall be entered in the relevant column of the register which may include name/C.P. No. NIC No. etc.

xvii.       After detachment of the triplicate copy, the duplicate, quad (incase of rebate-able items) and quintuplicate copy shall be stamped. ‘Triplicate copy detached and relevant entries in the register in the register completed.’

xviii.      The official shall stamp allow loading on duplicate, triplicate quad and quintuplicate copies of the bill of export.

xix.        The SPO/PO shall put h(£ full signatures with date along-side allow loading stamp. The signing official shall also affix his stamp showing name and designation.

xx.          The official shall hand over duplicate, quad and quintuplicate copies of the bill of export to the clearing agent for presentation to the concerned shipping agent to affect loading of the cargo.

xxi.         In case after giving the ‘allow loading’ the triplicate copy is required by the clearing agent for any amendment in EGM or removal of cargo from wharf/AFU (shut out etc.) then the same may be given to the clearing agent on his written request.

xxii.       All the detached triplicate copies shall be kept properly safe custody. One receipt of Mate Receipt (MR) details from the shipping agents, MRs shall be endorsed immediately on the triplicate copies of the bill of export Meanwhile, quad copies produced by the exporters for endorsement of MRs shall be attended promptly. It shall be ensured by the SPO/PO that no delay/pendency is allowed to occur.

xxiii.      The endorsement of MR shall be done with number and date alongwith named stamp of the SPO/PO. The MR shall invariably show actual quantity as reported by the shipping agent.

xxiv.      The SPO/PO shall ensure that all detained triplicate copies of the bill of export duly endorsed with MR numbers are delivered and acknowledged in the Manifest Clearing Department (MOD) of the Export Collectorate within one month of the receipt of MR details.

xxv.       In case of any delay for submission of triplicate copies in MOD within 30 days of the receipt of the MR details, the concerned SPO/PO alongwith clerical staff shall personally be held responsible for it.

xxvi.      The SPS (GDR) shall inspect the entries and maintenance of the ‘Passing in and allow loading register’ on each Saturday and shall record his minutes thereon. 

1.    SHIPMENT THROUGH AFU EXPORT

i.              Senior Preventive Officer (SPO) or Preventive Officer (PO) as the case may be shall be the Gate Officer for custom purposes.

ii.            At present particular regarding ‘passing in’ of the cargo are entered at the entry gate, whereas; the ‘allow loading’ is given at the ‘Freight Gate’ and the particular of the bill of export are again entered there at. Henceforth, the function of the ‘Freight Gate’ to the extent of ‘allow-loading’ are merged in the ‘Entry Gate’ records.

iii.           The SPO/PO shall ensure before allowing ‘passing in ‘of the loose cargo that the bill of export has already been registered (Machine Numbered) with the Export Processing Section. Otherwise, ‘Passing in’ of the cargo shall not be allowed.

iv.           The SPO/PO posted at the entry gate shall ensure that the ‘gate pass’ prepared and duly filled by the Clearing Agent is attached with the shipping documents.

v.            Before allowing entrance of the loose cargo, the officials at the ‘Entry Gate, shall ensure that the ‘marks and Nos. given on the ‘bill of export’ otherwise, no consignment shall be allowed entrance without ‘Marks and Nos.;

vi.           No cargo shall be allowed ‘pass in’ without production of bill of export and gate pass. One copy of gate pass shall be detached and kept in permanent record.

vii.          The Gate officials shall visually assess/estimate the quantity of the loose cargo in case of any doubt, the SPO/PO may point it on triplicate of the bill of export that the examination staff may look into it.

viii.         The SPO/PO allowing the passing in of the cargo shall put his full signatures alongwith named stamp and designation and shall write down the entry serial number of the register on the duplicate, triplicate, quad and quintuplicate copies of the bill of export.

ix.           The running serial, number both for rebateable and non-rebateable items shall start w.e.f. the budget day of every and shall close at the end of the next year’s per-budget day.

x.            The particulars of the bill of export (BE) shall be entered in the ‘Passing in and Allow Loading Registers’ which shall be maintained for this purpose at the ‘entry Gate’. Two registers; one for rebateable and other for non- rebateable items shall be maintained. Each register shall contain following columns/information, which shall be filled in properly and carefully:

PASSING IN AND ALLOW LOADING REGISTER.

S.NO.	B/E NO. AND DATE			DESCRIPTION OF GOODS			D. No.			FLIGHT NO.		AIRLINE			QTY DECLARED
(1)	(2)			(3)			(4)			(5)		(6).			(7)
QTY PASSED IN		NAME OF EXPORTER				CONSIGNEE			AIRPORT OF DISCHARGE				CLEARING . AGENT/CHALL AN NO.
(8)		(9)				(10)			(11)				(12)
DATE OF EXMINATION (SHIPMENT ALLOWED)					SUBMISSION OF B.E. FOR ALLOW LOADING (DATE)						WHETHER TRIPICATE COPY DETAINED/ST AMPE D (YES/NO)
(13)					(14)						15)
IDENTIFICATION OF  THE PERSON WHO SUBMITTED B.E. FOR ALLOW LOADING (NAME/CP. NO/NIC NO. ETC)			D.N07FLIGHT NO (IF OTHER THAN COLUMNS (4) AND (5)					QUANTITY LOADED						DATE OF RECEIPT OF THE CARGO MANIFEST
(16)			(17)					(18)						(19)
D.NO. AND DATE								DATE OF ENDORSEMENT OF TRIPLICATE/QUAD COPY
(20)								(21)

 

xi.                The entries in the Register shall be completed as and when and documents are produced (i.e. date-wise).

xii.         The above register contains Part-A and B. Part-A (Columns 01-12) shall be filed at the time of passing in of the cargo, whereas; Part-B (Columns 13- 21) shall be filled at the time of production of the bill of export for ‘allow loading receipt of cargo manifest details.’

xiii.        The officials giving ‘allow loading’ permission shall maintain, in their office, specimen signatures of all the export processing and examination officials and bills of export submitted for allow loading shall be cross checked with the specimen signatures which shall be provided by the Collectorate of Customs (Exports) on monthly basis.

xiv.         When the bill of export shall be produced for allow loading, the relevant entries in the register shall be completed and the officials shall detach and detain the triplicate copy of the bill of export in the office.

xv.              After detachment of the triplicate copy, the duplicate, quad (in rebate-able items) and quintuplicate copies of the bill of export.

xvi.            The SPO/PO shall put his full signatures with date along-side allow loading stamp. The signing official shall affix his stamp showing name and designation.

xvii.          After completion of the ‘allow loading’ formalities duplicate, quad and quintuplicate copies of the bill of export, shall be handed over to the clearing agent for presentation to the concerned shipping/cargo agent to affect loading of the cargo

xviii.        In case after getting the ‘allow loading’ the triplicate copy is required by the clearing agent for any amendment in EGM or removal of cargo from shed/AFU (shut out etc.) then the same may be given to the clearing agent on his written request.

xix.            All the detached triplicate copies shall be kept properly in safe custody. On receipt of Cargo Export Manifest (OEM) details from the shipping/cargo agents, D. No. alongwith Flight No. and date shall be endorsed immediately on the triplicate copies of the bill of export. Meanwhile, quad copies produced by the exporters for endorsement of D. No. and flight No. etc. shall be attended promptly. It shall be ensured by the SPO/PO that no. delay/pendency is allowed to occur.

xx.        The endorsement of D. No. and Flight No. and date shall be done properly alongwith named stamp of the SPO/PO. This endorsement shall invariably show the actual quantity shipped as reported by the shipping/cargo agent.

xxi.      The SPO/PO shall ensure that all detained triplicate copies of the bill of export duly endorsed with D. Nos. are delivered and acknowledgment in the Manifest Clearing Department (MCD) of the Exports Collectorate within one month of the receipt of Cargo Export Manifest (CEM).

xxii.      In case of any delay for submission of triplicate copies in MCD within 30 days of the receipt of the CEM details, the concerned SPO/PO alongwith clerical staff shall personally be held responsible for it.

xxiii.        The entry gate manning officials shall not allow entry to any*unconcerned person or whose identify cannot be established.

xxiv.        All employees of agencies/organizations etc., or officials operating in AFU (Exports) shall be required to display their identify cards.

xxv.    The employees of the Clearing Agencies shall have to show their validCustom permits and in its absence, no entry shall be permitted.

xxvi.    The pallets/containers may normally be transported to the aircraft for loading under customs supervision but in case, at any time transportation supervision is not possible due to shortage of staff, the SPO/PO at the Freight Gate shall ensure that proper goods are taken for loading.

xxvii.    The customs SPO/PO at the Freight Gate shall ensure that the consignment is accompanied by the duplicate copy of the bill of export and cargo manifest (CEM).

xxviii.   The cargo agent shall submit, the ‘cargo Export Manifest (CEM), in the Entry Gate Office within 48 hours of the taking off of the aircraft.

xxix.      The cargo agent shall submit directly one copy of CEM alongwith all duplicate copies of bills of export in original duly signed on-reverse side as prescribed, within 48 hours in the Manifest Clearing Department (MCD) of Export Collectorate.

xxx.          CEM submitted at the Entry Gate shall form part of its permanent records which shall be kept in safe custody.

xxxi.        The SPO/PO posted at the Entry Gate Office shall prepare a daily summary at 2400 hours at the end of the daily running entries showing the following:-

i.                    Total Nos. of bills of export allowed passing in.

ii.                  Total No. of bills of export allowed loading.

iii.                 Allow loading not taken (i) - (ii)

3.         DRY PORTS EXPORT CARGO.

There are two modes of transportation of inland dry ports export cargo to Karachi port:

i.                    Through Pakistan railway.

ii.                  Through other private registered carriers or NLC etc.

A.        PROCEDURE TO BE FOLLOWED REGARDING CONSIGNMENTSTRANSPORTED THROUGH PAKISTAN RAILWAYS.

i.                    The procedure notified by the Board vide SR0.185(l)/74 dated February 14, 1974, under the title the Customs - Export Transit Rules, 1974, shall be followed in letter and spirit. 

Dry Port Section shall maintain register showing the following particulars:

REGISTER FOR DRY PORT EXPORT CARGO

BROUGHT THROUGH RAILWAYS.

S.NO.	NO. AND DATE OF BILL OF EXPORT				NO. AND NATURE OF PKGS/CARTON ETC			WEIGHT AND QUANTITY
(1)	(2)				(3)			(4)
NAME OF DRY PORT			SHIPPER			CONSINEE		NO. AND DATE
(5)			(6)			(7)		(8)
DATE OF DEPARTEMNT FROM DRY PORT		RAILWAY WAGONS		PORT OF DESIGINATION.			E.G.M. NO.	VESS EL	M.R. NO. AND DATE
(9)		(10)		(11)			(12)	(13)	(14)

 

ii.     The entries in the register shall be completed as and when any documents are produced (i.e. date-wise).

iii.    The notified Export Transit Manifest (ETM) consists of Parts A and B, which shall be completed properly.

 iv.     It has been noticed that the copy of the ETM which is submitted to the shipping agent is not signed by the master of the vessel as it is done in case of duplicate copy of the bill of export. The concerned officials shall ensure that it is duly signed by the master of the vessel as a token of confirmation that the goods have been loaded on the vessel.

  v.       The dry port officials shall get an extra copy of MR details from the shipping agent for their records. Until, the extra copy of MR details is available through the shipping agent, a photocopy shall be collected from the concerned wharf’s office for endorsement of MR No. on ETM.

vi.     One copy of ETM shall be detached at the time of allow loading of the cargo. Subsequently, after endorsing MR No. It shall be sent to the MCD of the Export Collectorate.

vii.       Pakistan Railway shall dispatch the copies of the ETM to the concerned dry port authorities/Customs after getting the MR endorsement. No dispatch shall take place without MR endorsement. Karachi dry port officials shall ensure that no. Pendency is allowed and MRs are endorsed properly.

 

B.        DRY PORT CARGO TRANSPORTED THROUGH PRIVATE REGISTEREDCARRIERS/NLC.

i.                 Different dry port are providing a daily statement of exported goods allowed physical transshipment from that port of Karachi. This is done through fax messages. The photocopy of the faxed message is transmitted at both the wharves for monitoring of the subsequent arrival of those consignments. A register with the following particulars shall be maintained at each wharf.

 

ii.            Separate registers shall be maintained for each dry port.

iii.           The SPO/PO at the gate shall verify the container number and seal thereof, in case the seal is broken or tempered then the ‘allow loading’ shall not be permitted and the matter shall be reported to the concerned dry port and the Assistant Collector/DC Incharge.

iv.           The SPO/PO posted at the port entry cargo gate shall permit the ‘allow

loading’ of the dry port export cargo.       

v.            Complete/proper record/date of the dry port cargo        shall be maintained atone place i.e. entry gate.

4.         EXPORT THROUGH POSTAL APPRAISING DEPARTMENT (PAD).

            Sometimes export shipments are affected through the Postal Appraising    Department (PAD). Following shall be ensured while allowing the   shipments: --

i.      All the rules, regulations; standing orders and public notice etc., issued by the Federal Government, Board or the Collectorate of Customs Preventive (Exports) shall be followed in letter and spirit.

ii.    The processing and examination procedures followed in the Export.

iii.   Collectorate shall invariably be followed in PAD as well.

iv.   The officials responsible for examination or Appraising of the documents/consignments shall particularly look into then with reference to drug trafficking, in case of any doubt, the shipment shall have to be cleared through the Drug Enforcement Cell (DEC).

v.    The officials shall accord top priority to the interdiction of drugs and smuggling etc., in the consignments. Thus every shipment shall be examined and checked minutely and carefully.

5.   EXPORT OF PROVISIONS AND STORES OF CONVEYANCES.

The licensed ship chandlers export provisions and stores on conveyance proceedings to any foreign port or airport. The bill of export is filed with the Collectorate of Customs (Exports) but the examination/inspection is carried out by the Preventive Collectorate due to nature of supplies and time factor involved. Following procedures shall be followed  for this purpose.

    I.      The SPO/PO at the entry gate shall ensure that all the formalities relating to the 'passing in' of the goods at the port as given under the heading 'Export Shipments Through Wharves' is followed properly. 

   II.      The ship stores and provisions shall be examined and checked by the officers of the concerned shift on duty. This shall be done at the concerned Wharf.

 III.      In case of any reasonable suspicion regarding the smuggling or drugs concealments etc., then the same shall be cleared through the Drug Enforcement Cell of this Collectorate.

 IV.      No consignments of stores and provisions shall be allowed under Prior Release of Urgent Consignments (Imports and Exports) Rules, 1944, notified vide SRO. 61 (l)/94 dated 22.01.1994 unless the items are listed/covered in the rules. The shift incharge shall ensure that noirregularity or illegality is allowed to occur. He shall also ensure that noun due delay takes place while allowing clearance of stores and provisions for conveyances.

  V.      While allowing the supplies of provisions and stores the officials shall take into account the track record of the shipping line, shipping agent, ship chandler and destination of the vessel/conveyance etc. For this purpose, the SPS(GDR) shall maintain a profile containing the performance data.

6.         INSTRUCTIONS FOR SHIPPING AGENTS.

   i.      All the shipping agents who also handle the dry ports export cargo which is transported either through Pakistan Railways or through other carriers are advised to furnish a copy of Mate Receipt (MRs) to the concerned dry port customs authorities. This shall be done through Courier Service. Besides this, copy of the same i& to be furnished to the Customs office of Karachi dry port/customs office handling the dry port export cargo both at East and West Wharf. With the help of these MR details the relevant records shall updated and it shall also facilitate the dry port Customs authorities to make quick repayments of duty drawback and shall assist in reconciliation of export data.

    ii.    Section 82-A was inserted in the Customs Act, 1969, vide Finance Act,1969. This section is regarding disposal of goods not exported or removed from the port within one month of the date of their entry into a customs port or customs station. All the Shipping Agents/Cargo/Airline Agents are advised to report those consignments which are not exported within one month of the date of 'Passing in' and remain lying in their yards/sheds etc. Any default on this count shall attract penal action as provided under the law.

    iii.   The Shipping Agent shall maintain in his Shipping Yard proper record (Register) showing bill of export number and date, name, Custom Permits No. or NIC No. of the agent/person who hands over the duplicate copy of bill of export for shipment. In case the agent/person is new to the Shipping Agent, then a photo copy of his NIC shall be taken and kept in his record.

7.         ALLOW LOADING OF THE TRANSIT CARGO.

The Collectorate of Customs (Exports) allow the transit of goods across Pakistan to foreign territories in terms of section 129 of the Customs Act, 1969. The officers/officials of Preventive Collectorate shall ensure the following: --

a. That no prohibited item is allowed loading. A copy of the operative notification shall always be kept readily available for consultation/counter check.

b.    Every loading shall take place under the supervision of properly informed PO accompanied by a sepoy. These officials shall ensure that neither any excess quantity is loaded nor any item other than the declaration is loaded. During the loading ‘marks and Nos’ shall be verified to ensure that the goods are in transit to the given destination.

c.    After ensuring the above parties, the containers or the railway boogies as the case may be sealed by M/s. Brinks ‘in presence of the officials. These official shall give certificate giving the seal number that the goods were loaded and sealed in their presence.

8.         The officer who are required to affix their stamps, they shall keep their stamps in personal custody to avoid any misuse.       

9.         This order shall take effect w.e.f. 11th July, 1997. Meanwhile, necessary arrangements shall be made for its proper implementation. The SPS Incharge of the wharves shall guide the officials accordingly. In the branches/sections or offices like AFU Exports where SPS are not available/posted, the senior officer present there shall perform the job.

10.       The Incharge of .the wharf/office shall display the summary of the duties the summary of the duties as given in this order on a notice board in the concerned office which shall be prepared for this purpose. These duties/functions shall be listed both in English and Urdu, so that every incoming officer/official is constantly reminded of his duties/functions.

11.       A copy of this Standing Order shall be kept available permanently in each concerned office/branch.

12.       All previous order, instructions issued by this Collectorate on the preceding issues and rescinded. In case any of the provisions of this order conflict with any existing decision, order, ruling etc, issued by the Federal Government, Central Board of Revenue, Competent Court, or by any other highest competent forum then that shall prevail. In case, after the issuance of this order, any orders/instructions are issued by the Federal Government, Board on by any other competent forum on this subject then the provisions of this order shall stand amended automatically to that extent.

Signed by

 (MASOOD AZIZ)

Collector

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