Export fallback procedure

If the disruption is in the system of Finnish Customs

You may start using the fallback procedure when you receive a disruption notice email from Customs, stating that the use of the fallback procedure is permitted.  You can subscribe to disruptions notices for message declarants here.

If there has been no notification concerning interruptions, but you do not receive any reply messages to your declarations, contact your operator and find out if the connection with Customs is working.

Use forms as fallback procedure or submit your declaration in the Export Declaration System. 

If the disruption is in the system of the customer

Use form 954 (in Finnish) to apply for authorisation with the Electronic Service Centre of Finnish Customs (spake.vienti@tulli.fi) to use the fallback procedure. In your application, state the reason for using the fallback procedure as well as an estimate of how long you need to use it for.

You may start using the fallback procedure when a disruption notice has been published in the Export Declaration System. 

In the fallback procedure, you can submit the export declaration using one of the following:

• The ESS form (form 892, in Finnish), Export/Security Single Administrative Document (SAD), which can also be referred to as “ESS, SAD export/security”). When declaring several goods items, form 895 (in Finnish, a list of items) is used as an additional document.

or

• a combination of the forms SAD (Single Administrative Document) and SSD (form 890, in Finnish, a Security and Safety Document, which can also be referred to as ”SSD, AREX, Security and Safety)”. When declaring several goods items, customs form 891 (in Finnish, AREX, list of items) is used as an additional document.

Sign the form. 

The exporter (or representative) presents the form and the enclosed documents at the customs office of export.

Instructions for filling in the fallback procedure forms

• Instructions for filling in forms 890 (SSD) and 892 (ESS) 
• Instructions for filling in the SAD form

Enter the following text in Box 31 of the declaration: ”ECS-Fallback Procedure, no data available in the system, initiated on…” indicating the date of initiation of the fallback procedure in question. Enter ”FIXEV” in Box 44.  The date of departure of the shipment is also provided with the additional information code FIXXX.

The customs office of export accepts and confirms the declaration by providing a stamp that indicates the use of the fallback procedure in box A. 

Customs keeps one copy of the fallback procedure form (copy 1 of the ESS). After Customs makes its entries in the second copy (copy 3 of the ESS), it is given to the exporter (or representative). This copy must accompany the goods to the customs office of exit from the EU, where Customs confirms the exit of the export goods by adding a stamp on the overleaf of the declaration.

If the customs office is closed:

• you can present the fallback procedure document with enclosures at another customs office in Finland during the transport of the export goods or at the Finnish border.
• You can scan copies 1 and 3 of the fallback procedure document and the enclosures and send them to the Electronic Service Centre of Finnish Customs with an email to spake.vienti@tulli.fi. Write “Export fallback procedure” in the subject line of the email and “export declaration” as message body. Customs will scan the confirmed copy 3 and send it back to you, and you can present it at the customs office of exit.
  • The document cannot be sent by email, if the export goods require that the export licence is presented and that Customs makes an entry in it. An exception to this is possible, if there is a separate agreement that the entries are made by the Electronic Service Centre. If you need the entry in the export licence urgently, please contact a customs office that offers services by appointment. 

If the goods exit Finland by sea, air or rail and the customs office of exit in Finland is closed and the confirmation of exit doesn’t require any entries made in the export licence by Customs, scan the confirmed copy 3 of the fallback procedure document as well as the transport documents related to the export goods and send them to the Electronic Service Centre spake.vienti@tulli.fi for a loading permit. Send the documents in good time before the exit of the goods so that it is still possible to inspect the goods. 

Write “Export fallback procedure” in the subject line of the email and “presentation of goods at the place of exit” as message body. Customs will reply by email either that the goods can be loaded (Saa lastata) or that the goods must not be loaded (Ei saa lastata).

Once the goods have exited the EU, scan copy 3 of the fallback procedure document and the transport documents (e.g. airway bill) and send them to the Electronic Service Centre by email for confirmation of exit. Write “Export fallback procedure” in the subject line of the email and “confirmation of exit” as message body. The fallback procedure document with confirmation of exit will be returned to you by email. 

When the system disruption is over and you no longer use the fallback procedure, export declarations submitted during the fallback procedure must be subsequently submitted to Customs electronically. 

In the export declaration, enter the additional information code FIXEV (= fallback procedure), and the actual export date in the field for exceptional export date (exportPointDate). No decisions on release or accompanying documents will be sent to the exporter for these export declarations.

Use the same reference of the exporter (or representative) in the electronic export declaration as in your fallback procedure declaration, so that Customs can identify and pair your declarations.