How to report foodstuffs of non-animal origin that are subject to intensified import controls (CHED-D) in TRACES

The European Commission has imposed intensified import controls on certain products where many shortcomings have been identified. For example, certain food and animal feed of non-animal origin from certain countries of origin or dispatch are subject to intensified controls.

When you import products that are subject to intensified controls to the EU, you must create a CHED-D (CHED = Common Health Entry Document) in TRACES before import. You must also send a separate advance notification to Customs’ Consumer Protection.

The goods must be brought into the EU via an approved border control post (BCP), and the CHED-D details must be provided in the import declaration. Customs may also inspect the goods.

Check if the product is subject to intensified import controls

The import restrictions on goods should always be checked before import in the Fintaric service. Please note that the products subject to intensified import controls may change.

Check the conditions determined by the community code and the country of origin in the Fintaric service. The product is subject to intensified import controls, if a CHED-D is required based on its community code and origin.

Also check if e.g. an exemption provided for in the Regulation is applicable to the product, whereby no CHED-D is required (e.g. a small non-commercial consignment, or a small consignment for research purposes).

A CHED-D is required for food or feed of non-animal origin subject to intensified import controls. The commodity code may also be subject to other restrictions or documentation requirements. For example, imports of organic fruit may require a CHED-D, a phytosanitary certificate, a CHED-PP as well as a Certificate of Inspection (COI), the details of which must be provided in the customs declaration.

Organic products imported from outside the EU to be sold in the EU labelled as organic must have a COI issued in TRACES. The COI must be provided in the import declaration. Customs checks the COI before the goods are released for free circulation. 

If the imported products are not indicated as organic in the customs declaration and if no COI is presented for them, they cannot be sold as organic products in the EU, and the organic label must be removed from the sales packaging.

A COI can only be issued by a control body or a control authority

A COI can only be issued for a product if all operators and control bodies related to the production and manufacture of the product are covered by the controls according to EU legislation in the third country.

A COI can only be issued in TRACES by a control body or control authority recognised by the EU. The control body or control authority is responsible for checking the documents related to the consignment as well as the consignment in the country of export and for ensuring that the COI has been issued based on a performed check. If a company intends to import organic products, it must request a COI from the supplier of the goods.

Read more about the import process on the Finnish Food Authority’s website under “Importing organic products".
General information on organic products on the Finnish Food Authority’s website (in Finnish) under “Luomun ohjeet ja lomakkeet”.

Details to be provided in the import declaration

Customs controls the imports of all organic products.

In the customs declaration, provide the number of the COI issued to the product using the document code “C644 – Certificate of inspection for organic products”. Also provide e.g. the text “organic” in the description of the goods.

There can only be one original of the COI in TRACES. You can also present the COI to Customs on paper.

Please note the following condition when choosing the border crossing point:

  • If the organic foodstuffs you are importing are foodstuffs of non-animal origin that are subject to intensified import controls, they must be imported via an approved border control post (BCP). There are three approved BCPs in Finland: Helsinki Airport, Vuosaari and Vaalimaa.
  • If you are importing organic foodstuffs of non-animal origin that are not subject to intensified import controls, they can also be imported via other border crossing points.

Please note: if you are importing e.g. organic feed subject to intensified import controls, the COI issued for the goods shall be presented to Customs, which is the authority responsible for the controls on organic products. However, the required CHED-D shall be presented to the Finnish Food Authority, which is the authority responsible for the controls on feed.

More information

Organic foodstuffs (Finnish Food Authority)
You can read more about imports of organic foodstuffs in Finnish on the Finnish Food Authority’s website under ”Lähetyksen esittäminen Tullille” (presenting a consignment to Customs) and in Tullin rajoituskäsikirja (Customs restrictions manual).

You can also send email to luomuelintarvike(at)ruokavirasto.fi.

Organic alcoholic beverages and spirits (the National Supervisory Authority for Welfare and Health (Valvira))
You can read more about importing organic alcoholic beverages and spirits on the website of the National Supervisory Authority for Welfare and Health (Valvira) and in Finnish in Tullin rajoituskäsikirja (Customs restrictions manual).


In TRACES, you can provide information regarding e.g. the following CHEDs:

  • CHED-PP, which can be submitted e.g. for plants, fruit, wood products and used agricultural machinery
  • CHED-D, which can be submitted e.g. for feed or food of non-animal origin subject to intensified import controls, such as nuts from certain countries
  • CHED-A, which can be submitted e.g. for live animals 
  • CHED-P, which can be submitted e.g. for animal by-products
  • COI, which can be submitted for organic products.

Please note that the responsible authority varies according to the imported product. If you are importing e.g. edible fruit, berries or vegetables or products of non-animal origin subject to intensified import controls, Customs is the responsible authority.

If you are importing e.g. live animals, animal by-products or feed, plants, wood products or seeds for sowing, the Finnish Food Authority is the responsible authority. In that case, contact the Finnish Food Authority.


Do this, if a CHED-D is required for import

1. CHED-D

  • Create a CHED-D in TRACES in good time before the import. You can create the document as soon as you have the required information about the goods and their arrival.
  • Read more specific guidance under “How to create a CHED in TRACES”. 
  • Please note that you will need a user ID for TRACES. Read more specific guidance under “Logging in to TRACES”.

2. Advance notification to Consumer Protection

  • When the unique CHED Reference number has been allocated, send the advance notification to Consumer Protection. Do this as well in advance as possible, however no later than on the previous workday before the estimated arrival of the goods.
  • In the advance notification, provide e.g. the following: The CHED-D Reference number, the date of arrival of the goods and the 10-digit commodity code. Read the instructions on how to submit an advance notification. Send the advance notification to kuluttajasuojelu(at)tulli.fi

3. Check the approved border control posts (BCP); transfer to a control point (CP)

  • The goods must be brought in to the EU via an approved border control post (BCP). There are three approved BCPs in Finland: Helsinki Airport, Vuosaari and Vaalimaa.
  • The goods should be transferred from the BCP to a control point (CP) for inspection. Customs recommends this, because an inspection at the CP will go more smoothly also for the company. The use of a BCP requires that e.g. the unloading and the loading of the consignment is arranged separately. Before the import, find out which CP you can use:
    • A company can apply for the status of approved other control point (CP).In the case of foodstuffs of non-animal origin that are subject to intensified import controls, the status of CP is applied from Customs. Read more about applying for the status of CP.
    • The company can also provide the CP of another company as the control location, if the two companies have agreed on this.
    • If the company has a CP for fruit, berries and vegetables imported for food and the company wants to inspect the goods that are subject to intensified import controls at the same CP, the company’s status of CP must be supplemented with the possibility to also transfer foodstuffs of non-animal origin that are subject to intensified import controls to the CP. Read more about changes to the details of a CP.

The details of CHEDs are provided in the import declaration using appropriate document codes. For example, the following document code is used for the CHED-D:

  • ”C678 – Common entry document (CED) (model of which is set out in Annex II of the Regulation (EC) No 669/2009 (OJ L 194))”.

See the guidance about providing a CHED or a COI in a customs declaration.


A CHED-D is created in TRACES

CHEDs are created by submitting a notification in the Commissions’ TRACES system.

The importer completes Part I of the CHED-D regarding consignment details. The supervising authority completes Part II of the document, where the authority also makes the decision concerning the consignment. Read more specific guidance under “How to create a CHED in TRACES”.

Other documents required upon import must be attached to the CHED. The original documents can accompany the transport, but the seller must send the documents to the importer e.g. electronically, because as the importer, you will need them in order to submit a CHED in TRACES. Customs will compare the details you provided in the CHED with the documents accompanying the transported products, such as the health certificate or the analysis certificate. Be prepared to present the documents at the BCP.

You can keep track of the processing of your CHED based on the status of the document. Read more under “CHED statuses and their meaning”.

Please note that if you are logging in to the system for the first time, you will have to get an EU Login identifier. Read the guidance in the document “Logging in to TRACES and requesting operator roles”.

There are two ways to create a CHED: you can either create a completely new document from the beginning or copy an earlier document as a template for a new one.

Copying an earlier document as a template

If you have created CHEDs before, you can retrieve a previously submitted CHED by first choosing “CHED” from the “Documents” menu and typing the CHED Reference number in the search field. Open the retrieved CHED by selecting the reference number of the CHED you want to copy from the list. When the CHED you selected has opened, you can start the copying by clicking on “…More” and by selecting “Copy as new” from the menu that opens.

You can also copy the CHED directly from the list on the frontpage. Click on “Actions” next to the CHED you want to copy and then select “Copy as new”.

Creating a new document

If you create a completely new CHED, select first “CHED” from the “Documents” menu. 

Start creating a new CHED by selecting “Create new CHED”, which opens a new pop-up window.

From the list, select the product you are importing. All CHED types are shown in the pop-up window as default, but you can limit the number of suggestions by ticking the “CHED-D” box. In the search field, you can type e.g. the commodity code of the goods you are importing or you can use the list that opens by clicking on the plus sign “+” for browsing.

List for selecting CHED type and commodities in the service.

When you find the product you are importing on the list, confirm the selection by ticking the box next to the product. You can select more than one product at the same time. When you have selected all the products you are importing, confirm the selection and click on “Done” to move to the next stage. You can also select more import products later, in box “I.31. Description of consignment”.

After this, Part I of the document opens. The boxes marked with an asterisk are mandatory.

Part I of the document, where the boxes marked with an asterisk are mandatory.

 

You can add text in the fields by first clicking on “Edit”. You can also search for stored data by clicking on “Advanced search”. In that case, a pop-up window opens and you can do a limited or detailed search. 

Box with advanced search.

The advanced search may give several alternatives. In that case, select the appropriate one by clicking on “Select”. This will move the selected information to the document. For example, if you are creating a CHED-D and you are selecting an approved border control post from the list, select one with the marking “CHED-D rw” under “Competence” (see example in the image above).

If the advanced search did not produce the details of the company e.g. under “Exporter”, you can add the details of the exporter by clicking on “+ Create a new Operator”.

What details must be filled in in the CHED?

The importer only sees Part I of the CHED-D, where you fill in the details of the consignment.

Remember to click on “Safe as Draft”, so that the details you have filled in will not disappear if you exit the document. The document will not be submitted to the authority until you click on “Submit for Decision”.

Provide the details in the following boxes in the document:

  • I.1. Consignor/Exporter
    • As the consigner, enter the original consignor indicated e.g. in the health certificate or the analysis certificate.
  • I.2. CHED Reference
    • The system automatically assigns a unique reference to the CHED. The CHED Reference must be provided in the customs declaration.
  • I.3. Local reference
    • This box is not mandatory. Indicate the unique alphanumeric code, if any, assigned by the competent authority.
  • I.4. Border Control Post/Control Point/Control Unit
    • Provide the border crossing point through which the products enter the country.
  • I.5. Border Control Post/Control Point/Control Unit code
    • The code will be automatically filled in by the system on the basis of the information you provided in Box I.4. 
  • I.6. Consignee/Importer
    • Enter the importer to whom the consignment is destined according to the customs declaration. You can find the registered importer by searching for the company’s name via “Advanced search”.
  • I.7. Place of destination
    • The system automatically suggests the information provided in Box I.6. Here you should provide, however, the place where the consignment is being delivered for final unloading and where the goods can be physically checked. 
      • If your company has applied for other control point approved in advance (CP), select “Control Point” and enter the CP code. 
      • If the goods are going to be checked at the customs office of entry, that is, at the BCP, select “Border control post” and enter the BCP code.
      • If the goods are moved under transit from the EU but stored in the EU, tick “Select an operator” and provide the details of the company that stores the goods. 

The box where you provide the place of destination.

  • I.8. Operator responsible for the consignment
    • The operator responsible for the consignment is the company that submits the notification and has an operator role (RFL). The system automatically fills in this information on the basis of the login. The operator must be same as indicated later in box I.35.
  • I.9. Accompanying documents
    • The documents to be attached must match the details you provided in the CHED. Click on “Add Accompanying Document” and select the name of the document from the drop-down menu.
      • Provide the health certificate as well as copies of the sampling and analysis results, if they are required for import. Also provide any other certificates and documents issued by an authority that must be presented upon import.
      • Also provide e.g. details of the commercial documents related to the transport, such as the number of air waybill, the number of the bill of lading or the transport document number for a train or a road vehicle. Enter the numbers, dates and the countries of issue of the documents to be attached.
    • When you have provided the details and attached the documents, click on “Apply”.

Box where the details of the accompanying documents have been provided.

  • I.10. Prior notification
    • Enter the arrival date and time of your consignment at the BCP. If an import consignment that requires a CHED-D is transferred to a CP, enter the estimated arrival date and time at the CP. 
  • I.13. Means of transport
    • Select first the means of transport from the drop-down menu “Add Means of Transport”. On the basis of your selection, enter the following details of the means of transport in the fields displayed:
      • airplane: the flight number 
      • vessel: the vessel name and number 
      • railway: the train identity and wagon number
      • road vehicle: registration number with trailer number, if applicable. 

Box where you select the means of transport.

  • I.14. Country of dispatch
    • Enter the country where goods were placed on board the means of final transport for the journey to the EU. If the goods were moved between several countries before the import, you can enter the country where the official certificates or documents were issued for the goods.
  • I.16. Transport conditions
    • Indicate the category of required temperature during transport, if applicable: “Chilled”, “Ambient” or “Frozen”. Only one category may be selected.

Box where you select the means of transport.

  • I.17. Container No/ Seal No
    • Where applicable, indicate the container number and seal number. For official seal, always indicate the official seal number.
  • I.18. Certified as or for
    • From the list, select the use of the products. In the case of a CHED-D, the alternatives are: human consumption, human consumption after further treatment, feedstuff, sample, display exhibition item, or other.
    • Provide primarily the intended use of goods as specified in the official certificate (where required) or commercial document.

Box where you select what the goods have been certified as or for

  • I.20–I.26 Purpose
    • Select I.20 in the case of transfer.
      • Indicate the name of the control point in the EU to which the goods are to be transferred for further official controls if the consignment is selected for identity and physical checks. A document check must always be carried out on the goods at the BCP, before you can be permitted to transfer the goods. 
    • Select I.21 in the case of onward transportation.
      • Indicate the authorised onward transportation facility to which the consignment is to be transported after it has been selected for identity and physical checks at the BCP.
    • Select I.23 when the product is intended for the internal market of the EU.
      • Select this if the consignment is intended to be placed on the internal market of the EU, that is, you are lodging a customs declaration for the products to be released for free circulation.

Box where you select the purpose of the goods.

  • I.27. Means of transport after BCP/storage
    • This box is mandatory if you under I.20–I.26 selected some other purpose than “I.23 For internal market”. 
    • This box can also be filled in later after you have submitted an advance notification on the import goods to Customs’ Consumer Protection. 
    • Select one of the following means of transport: airplane, vessel, railway or road vehicle (see guidance note for indicating the means of transport in box “I.13 Means of transport).
  • I.28. Transport company
    • This information is not required for CHED-D.
  • I.29. Date of departure
    • This information is not required for CHED-D.
  • I.31. Description of consignment
    • Provide sufficient description of the goods allowing their identification and the calculation of fees e.g. Combined Nomenclature (CN) code and title, TARIC code and net weight (kg). You can use e.g. official certificates, official verifications, notifications or other documents as well as commercial documents when filling in this information. 
    • You can add import goods by clicking on “+ Add commodities”.
    • Depending on the nature of the goods, indicate number or volume of the goods. 
    • Indicate the nature and number of packages, package type (according to the UN/CEFACT standards), batch number and product type.
    • Click on “*Show optional columns” to see other fields to complete on the commodity row. If you are not able to fill in the details, activate the row by clicking on the pencil icon.
    • The system copies and adds up the details you have indicated in the fields for the commodities and displays the results under “Quantity totals”. 

Box where you add the goods and their descriptions to the service.

  • I.32. Total number of packages
    • The system automatically calculates the total number of packages in the consignment on the basis of the details you have provided.
  • I.33. Total quantity
    • The system automatically calculates the total number or volume of the goods on the basis of the details you have provided.
  • I.34. Total Gross Weight (kg) and Total Net Weight (kg)
    • Provide the “Total Gross Weight” of the goods or provide the volume of the goods under “Total gross volume”. Total gross weight is the aggregate mass of the goods, plus immediate containers and all packaging, but excluding transport containers and other transport equipment.
    • The system automatically calculates the total net weight of the goods on the basis of the details provided in Box “I.31 Description of consignment”. Total net weight is the mass of the goods themselves, without immediate containers or any packaging.
  • I.35. Declaration (for the operator responsible for the consignment)
    • The declaration must be signed by the natural person responsible for the consignment and may be adapted according to the CHED used:
      • “I, the undersigned operator responsible for the consignment detailed above, certify that to the best of my knowledge and belief the statements made in Part I of this document are true and complete, and I agree to comply with the requirements of Regulation (EU) 2017/625 on official controls, including payment for official controls, as well as for re-dispatching consignments, quarantine or isolation of animals, or costs of euthanasia and disposal where necessary.”
    • The signatory undertakes to accept back consignments in transit that are refused entry by a third country.

Field for signature.


The document status helps you keep track of the processing of the CHED.

The document has the status “Unsaved” until you have saved the document or submitted it to the system. The document status will change to “New” when you have submitted the document to the authority for processing. When the document status changes to “Validated”, Customs has approved the consignment for import. 

The CHED can have the following statuses:

  • “Unsaved” – When the status is “Unsaved” you have started creating a document. If you exit the document, all the details will disappear and the system will not assign a reference to the document.
  • “Draft” – When you have saved the document as draft, you can continue completing it later.
  • “New” – When the status is “New”, you have submitted the document to the supervising authority for processing. The supervising authority will then see the document in the system.
  • “Validated” – When the authority has approved and processed the document, the document status changes to “Validated”.
  • ”Authorized for Transfer” – When the status is ”Authorized for Transfer”, the supervising authority has selected the consignment for control and authorised the move to a CP.
  • “Rejected” – If the status is “Rejected”, the authority has not approved the consignment for import.
  • “Deleted” – You can delete a document you have created after creating a draft of it (“Draft”) or submitting it to the authority for processing (“New”). 
  • ”Cancelled” – The authority has cancelled a validated or a rejected document.
  • ”Replaced” – The authority has replaced the document you created with another document e.g. after incorrect validation.