request and approval for pip, seed merchants license & … · 2018-11-08 · 7 1.2 plant import...

[KENYA TRADE NETWORK AGENCY]

STANDARD OPERATING PROCEDURE (Draft)

Request and Approval for PIP, Seed

Merchants License & Phytosanitary

Certificates

J Syanda

8/20/2013

The purpose of this document is to present the Standard Operating Procedures

(SOP) for the above mentioned Procedures facilitated through the Kenya

Electronic Single Window System (KESWS)

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1. INTRODUCTION

Purpose of Document

The purpose of this document is to present the Standard Operating Procedures

(SOP) for the following Procedures facilitated through the Kenya Electronic Single

Window System (KESWS). These include:

i. Application and approval for plant Import Permit

ii. Application and approval for Seed Import Permit

iii. Application and approval for Biological organism

iv. Application and approval for Seed Merchants License

The SOP defines the interaction of above mentioned KEPHIS processes through

Kenya Electronic Single Window System (KESWS) with other stakeholders involved in

trade and logistics procedures.

Once signed-off and approved, the SOPs shall serve as a roadmap to assist KEPHIS

users in the use of KESWS. The SOP shall be used in conjunction with the KESWS user

guide that provides specific details regarding use of the KESWS.

Terminology used in this SOP:

Process is a set of activities designed to accomplish a specific objective relevant to

trade and logistics procedures. A process takes one or more inputs and turns them

into outputs. Processes will be elaborated graphically through swim-lane diagrams

wherein the roles and responsibilities of different organizations will be depicted.

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Process Mapping Symbols

Process Diagram Symbol Meaning

An activity within a process

Process Start and End

Decision

Single document or Product

Multiple documents or products

Electronic Data

Direction of Process flow

Table 1: Process Mapping Symbols

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1.1 Plant Import Permit

SOP Number: 0001 Title: Import Permit request process

Revision No: Effective Date: 31/10/2013

Issued By: TRADE FACILITATION MANAGER Date: 31/10/2013

Approved By: KEPHIS Date: 31/10/2013

A. OVERVIEW:

Consignment document process enables the importer to request for consignment

related permits which shall be used for clearance of related imported

consignment. The responsibility is on the importer to select the correct Principal

OGA or importer can identify process through decision tree, Document code and

Process code.

B. SCOPE OF PROCEDURE:

The procedure entails request for issuance of Plant Import Permit, Biological Import

Permit and or Seed Import Permit; these documents are a pre-requisite for

Importation of Plants, plant products and other regulated articles.

RESPONSIBILITIES:

B.1 The importer is responsible for entering details required for successful

processing of permits through KESWS

B.2 KESWS is responsible for transmitting the permit details to the KEPHIS system for

processing

B.3 Kenya Plant Health Inspectorate Service is responsible for Processing,

approving the request and issuing the Permit

C. REQUIREMENTS

All traders dealing with seeds must be registered with KEPHIS and seed sellers’

license issued.

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D. DEFINITIONS

D.1 CD – Consignment Document

D.2 XML- Extensible Mark-up Language

D.3 KEPHIS – Kenya Plant Health Inspectorate Service

D.4 KESWS- Kenya Electronic Single Window System

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E. PROCEDURE:

Plant Import requisition Procedure

F. STEPS

The steps below describe the creation of Plant Import Permit request by the

Importer. Details of interaction are available in the KESWS user guide.

F.1 Enter Consignment Document details (Plant Import Permit)

The importer creates the Plant Import request in KESWS by selecting OGA KEPHIS,

consignment type, document type, and process required for the request. The

system will display an online form based on the selection.

Importer fills required details in the online form validates and saves.

Enter details

Submit

KESWS

Receive MD request

Evaluate request

NPS EXIM

KEPHIS

Start

Permitted?

Yes

No

Approval Notification

Approve

Advice client

Facility Inspection

Evaluation

Risk Level

Low

High

Make payments

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F.2 Submit request for consignment document

The importer submits the request. The system generates a reference number

which is used for tracking the request

F.3 Payment

The trader generates an eslip in KESWS for payment through the NPS and the

status of the application changes.

References

K E S W S – OGA Trader user guide

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1.2 Plant Import Permit approval (PIP,SIP & BIP)

SOP Number: 0002 Title: Import Permit Approval process




A. OVERVIEW:

This approval process enables KEPHIS to receive Import permit request through the

KESWS and determine if to approve and issue import permit or reject. Upon receipt

of the permit request, the KEPHIS officer reviews the application details and

depending on outcome updates the status of the request. The status can either

be: Approved, Rejected, On-Hold or Query.


This SOP covers procedures to be followed in processing of Import permit by KEPHIS

from receipt of request for Import permit to issuance or rejection. Permits covered in

this procedure include Plant Import Permit (PIP), Biological Import Permit (BIP) and

Seed Import Permit (SIP); these documents are a pre-requisite for Importation of

Plants, plant products and other regulated articles.

RESPONSIBILITIES:

B.1 The importer is responsible for entering correct details required for successful

processing of permits through KESWS

B.2 KESWS is responsible for transmitting the permit details to the KEPHIS system for

processing


approving and issuing the Permit

C. REQUIREMENTS

KEPHIS approving officer must be authorised KEPHIS employee.

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D. DEFINITIONS


D.2 PIP – Plant Import Permit

D.3 BIP – Biological Import Permit

D.4 SIP – Seed Import Permit




E. PROCEDURE:

Import Permit approval Procedure

Enter details

Submit

KESWS

Receive MD

request

Evaluate request

KENTRADE EXIM

KEPHIS

Start

XML

Permitted?

XML Yes

No


Approve

Advice client

Facility Inspection

Evaluation

Risk Level

Low

High

Make payments

9

F. STEPS

The steps below describe the approval and issuance process of Import Permit

request by the Importer. Details of interaction are available in the KESWS user

guide.

F.1 Receive requests

The requests made by importer are transmitted to KEPHIS import system.

F.2 Evaluate Request

KEPHIS approving officer evaluates import permit request that he/she has

received and decides whether required documents are attached and if the

material is permitted or prohibited. (Refer Plant Import order book)

F.3 payment

F.4 Approve request

If the request is for importation of commodities that pose low risk and is

permitted, the request is approved.

If the request is for commodities that pose medium to high plant health risk, the

applicant is informed to request for containment facility inspection or evaluation

in the case of high risk material.

If facility inspection report is provided or evaluation report, the approval is

evaluated as in step F.2 above.

If the request is for importation of prohibited material, the request is rejected and

the applicant notified through KESWS.

F.5 Issue Permit

A permit is issued describing specific conditions under which the plant material

may be imported.

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1.3 Seed Merchants License

SOP Number: 0003 Title: Request for Seed Merchants License




A. OVERVIEW:

Master document process enables the importer to request for Seed Merchants

License which allows the trader to import or export products covered in the

license. The responsibility is on the trader to select the correct Principal OGA or

importer can identify process through decision tree, Document code and Process

code.


The procedure outlines steps to be followed by a trader while making a request for

issuance of Seed Merchants License. This license is a pre-requisite for Importation of

seed for commercial purposes.

RESPONSIBILITIES:

B.1 The importer is responsible for entering correct details required for successful

processing of the license

B.2 KESWS is responsible for transmitting the application details to the KEPHIS

system for processing


approving and issuing the license

C. REQUIREMENTS

The trader must meet fill the seed regulation form (SR3) and forward to the

Managing director KEPHIS

The prescribed fee must be paid before processing of the license.

The trader’s facility shall be inspected before issuance of the permit

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.

D. DEFINITIONS

D.1 MD – Master Document (License)





E. PROCEDURE:

License approval Procedure

Enter details

Submit

KESWS

Receive MD request

Inspect premises

KENTRADE EXIM

KEPHIS

Start

Compliant

No


Issue license Approve

Make payments

Reject

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F. STEPS

The steps below describe the process of requesting for Seed merchants’ license by

the Importer. Details of interaction are available in the KESWS user guide.

F.1 Enter Master Document details (Seed Merchants License)

The seed merchant creates a license request in KESWS by selecting OGA KEPHIS,

consignment type, document type, and process required for the request. The

system will display an online form based on the selection.

Importer/customs agent fills required details in the online form validates and

saves.

F.2 Submit request

The merchant submits the request. The system generates a reference number

and the applicant cannot change any information in the request.

The system routes the request to KEPHIS for approval

F.3 Payment

The KESWS generates an eSlip and sends a payment notification to the trader

for the necessary payment

The trader or customs agent makes payments through the KESWS and the status

of the application changes.

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1.4 Approval process for Seed Merchants License

SOP Number: 0004 Title: Seed Merchants License Approval process




A. OVERVIEW:

This approval process enables KEPHIS to receive request for Seed Merchants

license through the KESWS and determine if to approve and issue License or to

reject. Upon receipt of the request, the KEPHIS officer reviews the application

details and depending on outcome updates the status of the request. The status

can either be: Approved, Rejected, On-Hold or Query.


This SOP covers procedures to be followed in processing of Seed Merchants License

by KEPHIS from receipt of request to issuance or rejection. The license is a pre-

requisite for seed for commercial purposes

RESPONSIBILITIES:

B.1 The importer is responsible for entering correct details required for

successful processing of permits through KESWS

B.2 KESWS is responsible for transmitting the permit details to the KEPHIS system

for processing


approving and issuing the Permit

C. REQUIREMENTS

KEPHIS approving officer must be KEPHIS employee authorised to issue Seed

Merchants License.

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D. DEFINITIONS


D.2 PIP – Plant Import Permit

D.3 BIP – Biological Import Permit





E. PROCEDURE:

License approval Procedure

Enter details

Submit

KESWS

Receive MD request

Verification

KENTRADE EXIM

KEPHIS

Start

Compliant

No


Issue license Approve

Make payments

Reject

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F. STEPS

The steps below describe the approval and issuance process of Seed Merchants

license. Details of interaction are available in the KESWS user guide.

F.1 Receive requests

The requests made by importer are transmitted to KEPHIS import system via M-

HUB message exchange. If this module is not operational, the KEPHIS officer

shall view all the requests through the single window system.

F.2 Evaluate Request

KEPHIS approving officer evaluates the request that he/she has received and

determines whether required documents are attached.

F.3 Approve request

Seed inspector appraises the request for Seed Merchants License to and ensures

all requirements are met. If not the application is rejected and merchant

advised to re-apply.

If requirements are met the seed inspector inspects the premises where the seed

is to be stored

If the Premises where the seed is to be stored is compliant, the inspector writes a

recommendation letter to the Managing Director KEPHIS who issues the license

If premises are not compliant the merchant is advised to rectify and re-apply.

If the documents presented are invalid and or the premises is non compliant,

the application is declined and the applicant notified.

F.4 Issue license

A Seed Merchants License is issued to the trader

request and approval for pip, seed merchants license & … · 2018-11-08 · 7 1.2 plant import...

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