South Sudan ECTN

All shipments destined for the Republic of South Sudan have to be covered with ECTN certification. According to the circular released on March 23, 2019,  the Ministry of Finance and Economic Planning instructed port authorities of neighbouring countries (Kenya, Eritrea, Sudan, Tanzania, Djibouti) for the implementation of ECTN certificates.  If the goods are carried by sea, the ECTN regulations for the host country of the port should also be reviewed to avoid delays and penalties at the destination. For information, the goods arriving at Mombasa, Massawa, Port Sudan, Dar es Salaam or Djibouti would only need to get an ECTN certificate for South Sudan as the indicated ports do not have an application on the transit freights to have a BESC certificate.

BESC is a French shortening of ‘Bordereau électronique de Suivi de Cargaison‘ which is translated as ‘Electronic Cargo Tracking Note’ (ECTN) in English.

How can you get the ECTN Certificate?

The following documents are required for the South Sudan ECTN certificate:

  • Bill of lading
  • Commercial Invoice
  • Customs Declaration
  • Freight Invoice (it is not necessary if the commercial invoice is including the freight value)

You should share PDF copies of the documents through sck@scktr.com to start the certification process. There is no need to send hard copies for the issuance of BESC certificates. Please be sure to share final documents which will not have any more amendments later on in the process. A penalty fee will occur for the amendments after the validation of the certificates.

How long does it take to receive a validated copy of the ECTN certificate?

The process normally takes around a week as the regulation applied by South Sudanese authorities is so strict. The documents that are supplied have to be coherent to have the final certificate validated.

ECTN number will be created after “Pre-validation”. Any change in information and documentation after “Pre-validation” will result in a penalty fee.

What happens if the certificate cannot be validated within five days after receiving the ECTN reference?

You have 5 days after receiving ECTN reference to forward original BL with place and date of issue, shipped on board date mentioned on, signed and stamped.

Otherwise, the certificate will be cancelled automatically by the system and there will be a penalty fee to recover the certificate.

Can an export declaration be used for multiple shipments?

You can present the same declaration only if all the applications and submissions will be completed at the same time. Otherwise, there is no probability to receive the validated copy.

Is it possible to complete the process if there is a mismatch on shipment documents?

All the details on documents have to be the same to get a validated copy of the certificate. Otherwise, the certificate will be rejected after pre-validation and you will be asked to revise documents to receive the certificate. There will be no refund until you supply coherent documents.

Can I have the validation if the final destination mentioned on the export declaration is changed from another destination to South Sudan?

Authorities’ confirmation is required if the destination of the shipment is changed after the departure of the vessel. Their approach to the issue is generally positive as this is a special case. All other details including package amount, weight, etc. on the document should remain the same as the previous one.

Responsibility

The responsibility to get the ECTN/BESC certificate is on the shipper side. Transports without a certificate are penalized and the shipper side will be responsible for the loss.