Every carrier moving freight northbound into Canada should be prepared for a CBSA internal audit of their handling of paperwork systems that are in place. This is doubly nececessary for carriers who are CSA/FAST approved. If you have not yet been audited by the CBSA rest assured that it is only a matter of time before they will come calling.
When they do it would be nice to be prepared. It is simple enough to be prepared for such an eventuality. Here below are some guidlelines that will assist you in being ready for such an audit. CBSA audits may be unannounced and random in support of the Customs Self Assessment Program.
Ensure you are familiar with and have in place:
* corporate structure and carrier code;
* security measure for freight facilities and personnel policies;
* terminal and warehouse locations;
* Canadian and U.S. divisions
Recordkeeping – Carriers will be asked to produce:
* accounting and carrier systems;
* the location of books and records;
* a walk-through of an international Canada-bound order;
* the current business process for all shipments;
* sample documents, descriptions, and the linkages for each step in the shipping process;
* how CSA customers, drivers, and shipments will be identified in the system; and
* how CSA shipments will be traced.
Carriers must have available a current list of owner-operators used to transport CSA freight into Canada.
Important Guideline
CBSA inspectors will likely want to see 90 days of orders in sequential order. Orders must be clearly separated as CSA orders and Domestic orders.
Training
As a mock training endeavour you should conduct the following once or twice a year so that staff will be familiar with the CBSA requirements:
Training Task
Select an order number of a Canada-bound shipment
A – provide a list in the form of a report generated directly from your software system.
The list must include but not be limited to the information as follows:
– internal control number
– date of order
– invoice number
– tractor number
– trailer number
– driver name
– carrier code
– CSA/FAST shipment (yes or no)
– commodity
– date of pick up
– date of receipt
– name and address of Importer of Record (IOR)
– name and address of shipper
– billing name and address
– address of pick up location
– name and address of consignee
– delivery location
– port of exit
– port of entry
B – In addition, gather together the paperwork located in the office that supports this movement of freight into Canada. This should include all documents and/or screen prints, related to the shipment such as bills of lading, waybills, invoices, customs control document, PARS, dispatch records, proof of delivery, etc., all in support of the movement of this freight.
Note: It is important that you note exactly where these documents are stored in your offices.
You must be able to show proof that the order number follows the shipment from its inception to its conclusion – called in order to invoice and payment.
This would make for a very interesting training session during a quiet operational period involving those that handle this paperwork including dispatchers and clerical staff.
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