Dear customer,
We are sure you have heard the rumours, the whispers and the uncertainty surrounding ‘E-Carnets’. This article is here to put your mind at ease and explain some questions you might’ve had.
A little bit of history for you before we start because who doesn’t love a good fact! The first ATA carnet system was launched in 1963. I know what you’re thinking, 63 years ago?! Yep. 63 years of printing out a physical document to allow your goods to travel temporarily across borders without tax implications.
But why has it been so long when we are living in such a modern world? The simple answer is no one wanted to take the leap to fix a system that was not broken. But the modern world is changing and so it was time the ATA carnet system caught up.
Since 2019 digital carnets, referred to as e-carnets, have been in trial across several chambers in multiple destinations across the globe. As of June 1st, the e-carnet will be rolling out across the UK, European Union, Switzerland and Norway. Albeit North America, China and Australia are not far behind. So, without further ado, see below for what we think are some of the most desired questions with our explanations.
What is the e-carnet?
The e-carnet is a digital version of the ATA carnet. It is a free app-based program, accessible on all app stores. The carnet is laid out on a portal where you can view all the details as if it were a paper carnet. Nothing has changed detail wise; all will work the same with needing stamps and having enough vouchers. When you click into the desired carnets folder you can see a digitalised front cover mentioning holder details, authorised representatives, bonded countries/length and a live counterfoil tally.
What are the benefits of e-carnets?
Where do we start! Firstly, the most obvious benefit, it is on your phone or tablet which, let us be honest, is glued to our hips at all times of the day. We expect to see a very large decrease in carnets getting lost, destroyed or forgotten. Instead of paper counterfoils having to be stamped and signed e-carnets will now have something called a Travel. This is a QR code produced when you want to travel across a border. Unlike paper carnets, if you fill out the counterfoils incorrectly and need to cross out details wasting space and creating a mess, digitals Travels can be edited up until they are scanned by the customs office. The benefits are endless, yes there will be hick ups like any news system but that’s all part of the journey. By 2029 all hick ups should have happened, and nearly all countries will be using the system.
How do I access my e-carnet?
The agent raising your carnet will be provided a personalised pin and code from the chamber of commerce. It is down to the agent if they share this code with you. Discussions will be had when raising the carnet to determine whether it is best we provide the Travels (QR code) as and when, instead of providing you full access to the portal. A good example of this would be a truck driver who has never used a carnet before, we might issue the travels periodically to save you the hassle.
If the code has been provided to you for access to the carnet on the portal, you will be able to input the details and download the e-carnet to your device. Without the pin and code, you will not be able to add and view the carnet on the app.
For information on how to use the app and create Travel (QR code) please see a further document. https://freightminds.com/e-carnet-app/
Can I use the app without signal/data?
No, the app is not accessible without signal or data. We strongly advise you pre-download the Travel (QR code) and add it to your device’s digital wallet or screenshot. Printing the travels out will also be an effective way of doing it. Customs cannot find the full carnet on their system; they will only see details needed, after scanning the relevant Travel (QR code).
How do I raise an e-carnet?
When it comes to applying for your carnet nothing changes for you, the customer. All application changes happen our side. We will still require the normal documents to be submitted to us when requesting a job.
Does the customs process stay the same?
Yes and no. When crossing a border with kit registered under a carnet you will still need to head to a customs office and present the carnet. What is now different; instead of presenting the paper document and having them stamp the counterfoil pages, you will present a QR code, known as a travel, this must be pre-downloaded onto your device or pre-printed prior to travelling. An officer will scan the presented Travel (QR code) and log it on their system. On the portal the Travel (QR code) will show as stamped. Each Travel (QR code) is documented on the app as if it were the paper document, so the journey of the kit can be followed seamlessly (hopefully!).
Can I extend the bond on my e-carnet?
The bond length can still be extended on an e-carnet. Just like a paper carnet each document has a validity period of 12 months to be bonded within. Please email carnets@freightminds.com to request bond extensions. Charges will apply where necessary.
Can I add additional countries onto my e-carnet bond?
No unlike a paper carnet, once the digital version has been approved by the chamber, we are unable to add additional countries onto your bond. It will be locked on a cloud-based system and is untouchable once we approve it. We currently advise you apply with all possible destinations in mind, even if they are most likely to not go ahead. It is better to be safe than sorry! If you have a country unexpectedly added to your trip a new carnet must be raised to allow the kit entry across that border.
What happens if I attempt to go to a country I am not bonded for?
Something slightly different about the digital Travels (QR code) is they show a flag stating where it has been ‘prepared for’. If you try and use a Travel (QR code) at a border it was not prepared for it will get rejected. Something to note about raising your Travel (QR code), you will only be able to select from a list of your bonded countries. You will not be allowed to cross somewhere we have not bonded the carnet for. In short, if you have not mentioned to us as the agent when we raise your carnet about a trip to a country and we haven’t added it to the bond, you will not be allowed in at the border.
Can I request extra vouchers?
Each carnet will still only be provided with the number of Travels (QR code) requested when initially raising the carnet. For example, if you request four sets of each counterfoil/voucher, you will still be restricted to just that many. Like a normal carnet, if you are getting close to running out of counterfoils/vouchers, it is still possible still able to request more. Please email carnets@freightminds.com to request these, charges will apply where necessary. Once we have contacted the chamber, these will appear on the app for you to use. You can see a live tally of the Travels (QR Codes) available on the app in the carnets specific file.
Do I still need a To Whom Letter?
Yes, To Whom letters are still necessary for carnets to authorise additional representatives. These have not been made digital yet so will be shared with you as a PDF document and added to the document section on the carnets file in the portal. We recommend you also print out a paper copy and keep it to hand when you are crossing for any last-minute names to be handwritten.
Who is responsible for producing the Travels to present to customs?
Travels (QR codes) can be produced by anyone who has access to the portal. When the e-carnet is raised a discussion can be had between yourselves and us the agent, about who will raise the Travels (QR Codes). It might be that we produce the Travels (QR Codes) prior to your trip and send them forward to you. Or if both parties are confident on them being produced correctly the responsibility would be passed to the carer of the carnet.
Who is responsible for having the Travels scanned at customs?
Whoever crosses with the kit must have the Travels (QR codes) scanned at customs. It is the same process as the paper carnet and particularly important they are scanned and checked by an officer on both import and export to reduce the risk of a claim.
Can I still get a claim with e-carnets?
Yes. Claims are still around and are not going away. If you travel across a border, whether it is in or out, you need to have the Travel (QR code) stamped. It works the same way as the paper counterfoils. If the Travel (QR code) has not been scanned it will not log on the certain customs offices system as re-exported, allowing them to file a claim.
What if I raise a carnet before June 1st?
As of now, any carnets raised before June 1st will be paper, unless directed otherwise. You will continue using the paper carnet until its labelled expiry, it will not be converted to digital. We have been advised that customs offices will still accept paper carnets if the origin date shows pre-June.
What happens if I want a carnet for somewhere outside of the digital scheme?
If a country is not yet part of the live e-carnet scheme, a paper carnet will be issued and normal processes resume.
What happens if I am visiting both digital and paper scheme countries?
If you are doing a trip that includes both digital and paper carnet schemes you will be issued both versions of carnets. This is called the parallel process.
How does this work? You have a trip going to both EU and USA. We will issue both e-carnet and paper carnet. Both carnets will need to be stamped out of the UK. You will only present the e-carnet at customs in the EU and not the paper one. Only this will get stamped in and out. The paper one is not shown to customs. When arriving in the USA you will present only the paper one. Only this will get stamped in and out. The digital one is not shown to customs. When re-importing back into the UK both e-carnet and paper carnet must be stamped. This is especially important to ensure both carnets are shown as being back.
What happens if the system crashes and I can’t get my carnet scanned?
UKNATACO have confirmed that they are working to implement several different cloud-based back-ups to minimise the risk of the e-carnet system becoming in-operational.
What happens if my device with the carnet downloaded is lost, stolen or damaged?
The good thing about the e-carnet system is that you can download the app onto any device. Once a carnet is downloaded into your account it will stay there. If your device is lost, damaged or stolen and you need to replace it, simply sign back into your account on a new device and it will be sat in the portal waiting for you. We must be contacted in the event you cannot access another device.
Will the EU, NO and CH accept paper carnets from countries not participating in the e-carnet initial launch?
Yes, all countries participating in the e-carnet scheme will accept paper carnets from non e-carnet countries. For example, if you have both an American carnet and English carnet as part of your shipment and are heading into Calais, they will accept the American paper one but expect a digital version of your English one.
Can I nickname the carnet on the homepage of the app?
No, at the minute carnets cannot be nicknamed to show as something other than their pin code/identity number. You can however nickname the Travels (QR Codes) when these are raised. This can help identify which Travels (QR Codes) are needed for which journey.
What do I do with my e-carnet when I have finished using it?
Just like when the bond on your physical carnet has expired or you have finished your trip and the carnet is no longer needed, an e-carnet will still need to be discharged. Unlike a physical carnet, where you would’ve returned it to our office, the e-carnet is far more straight forward to discharge. All we require you to do is send us an email confirming we are good to close it down.
Please note unlike physical carnets, we cannot reverse the discharge process if it were done by mistake or you suddenly want to retrieve it a few months down the line. As soon as it has been marked as returned the carnet cannot be accessed from the cloud and is written off.
If there are any questions or concerns, please do not hesitate to contact our carnet team.
E: carnets@freightminds.com
T: +44 (0)300 303 5388
