Department for Environment, Food and Rural Affairs Scottish Government Welsh Government

Guidance on Creating Export Health Certification on TRACES

The enclosed guidance is has been drafted by the Centre for International Trade – Carlisle to provide assistance on creating Export Health Certificates (EHC) on the TRAde Control and Expert System (TRACES). The guidance is based on the EHC for exporting beef to Canada but the principles of data input for any EHC on this module of TRACES are very similar so the guidance can be applied for all commodities.

Logon to TRACES

In the Export Health Certificate module (see Annex 1):

o Click on the ‘New’ hyperlink to create a new EHC (see Annex 2)

o Select the ‘(CA) fresh beef for export to Canada’ from the Model document drop down menu (see Annex 3)

Select the appropriate Commodity Code in the Nomenclature Code Browser (see Annex 4)

o Ensure that the correct Model document is still selected and click ‘Assign’ in the Consignment screen (see Annex 5)

o Enter the required data in the References, Traders, Consignment, Transport and Route screens by clicking on each screen hyperlink (see Annex 6)

o No data entry is required in the References screen

o In the Traders screen select the Consignor, Consignee, Place of origin and Place of destination (see Annex 7):

To select an address from TRACES:

Click on the ‘Select’ hyperlink against each address data entry (see Annex 7)

Use a minimum of three pieces of data entry to search for an address and click on the ‘Search’ hyperlink (see Annex 8)

o Post codes for UK addresses are programmed in to TRACES using the first three or four letters of the post code only

o Use %% wildcards around specific words in the Name or Address search fields

o In the Consignment screen:

Add any additional Commodity Codes in I.18 Animal species/Product (see Annex 9)

Click on the ‘Add New Code’ hyperlink (see Annex 9)

Select the appropriate additional Commodity Code in the Nomenclature Code Browser (see Annex 10)

o Repeat these steps for every additional Commodity Code required

Enter the total number of packages of the consignment (see Annex 11)

Enter the total gross weight of the consignment in kilograms (see Annex 11) *(see below for more details regarding entering weights)

Select the radio button for the temperature of the products (see Annex 11)

Select the ‘Human consumption’ button in Commodities certified for (see Annex 11)

Enter a line for each commodity in the consignment (see Annex 11)

Add an additional line for each different product description

Details of the Slaughterhouse, Manufacturing Plant and Cold store only need to be entered as the premises approval number e.g.

UK1234EC

Enter the number of packages for each product (the total number of packages of all products in the consignment must equal the number

entered in box I.20)

Select the type of packaging from the drop down list

Enter the net weight for each product *(see below for more details regarding entering weights)

Enter the shipping mark for each product

o See Annex 12 for an example of a fully completed Consignment screen

o See Annex 13 for how the Consignment screen data displays on a completed TRACES EHC

o In the Transport screen (see Annex 14):

Select the Means of transport from the drop down list

Enter the identification of transport e.g. name of ship or flight number

Enter the seal number

Enter the container number

Enter the date of departure of flight or sea vessel. This cannot be a retrospective date and must be in the future i.e. the consignment must not

have left the UK yet

o In the Route screen:

Select the Entry point into Canada (see Annex 15)

Click on the ‘Select’ hyperlink (see Annex 15)

Select Canada from Country drop down and click the ‘Search’ hyperlink (see Annex 16)

Click on the appropriate ‘Select’ hyperlink to add the entry point into Canada (see Annex 17)

o The entry point is now selected (see Annex 18)

o Click on the ‘Submit for Certification’ hyperlink to create the EHC (see Annex 18)

o Enter TRACES password and click on the ‘Sign Certificate’ hyperlink (see Annex 19)

o Note down EHC number when created (see Annex 20).

Email details of the TRACES EHC number and details of your nominated Official Veterinarian to the Centre for International Trade – Carlisle.

*Product Weights in TRACES Product weights in TRACES are entered with different punctuation to how the UK would traditionally enter a weight. On TRACES a decimal point is used as a divider between thousands and hundreds and a comma is used as a divider between whole numbers and fractions. UK tradition data entry of ten thousand one hundred and twenty eight and one half kg would be entered as 10,128.50 kg. TRACES data entry would be entered as 10.128,50 kg.

Annex 1

Annex 2

Annex 3

Annex 4

Annex 5

Annex 6

Annex 7

Annex 8

Annex 9

Annex 10

Annex 11

Annex 12

Annex 13

Annex 14

Annex 15

Annex 16

Annex 17

Annex 18

Annex 19

Annex 20

The Animal and Plant Health Agency is an Executive Agency of the Department for Environment, Food and Rural Affairs working to safeguard animal and plant health for the benefit of people, the environment and the economy.