PLANT HEALTH & HMI IMPORTS / HMI EXPORTS - USER GUIDE TO PRE-NOTIFICATION ON PEACH
Annex 2 (HMI Export Applications)
Annex 3 (HMI HCG4 Undertaking Form
If you are an importer or agent bringing in consignments of plant health controlled goods and/or fruit and vegetables covered by the GB Marketing Standards, you need to provide the Animal and Plant Health Agency (APHA) with advance notifications of such imports. We are required to undertake the necessary plant health controls and Marketing Standards checks before the consignment can be cleared by Customs.
We require importers to provide pre-notification for material:
• at least 4 working hours before the goods land in GB, for air and ‘roll-on-roll-off’ freight
• at least 1 working day before the goods arrive in GB for all other freight
Our service standards can be found on gov.uk - www.gov.uk/guidance/importingplants-fruit-vegetables-or-plant-material-to-the-uk#making-a-pre-notification
Non-EU Third Country Imports
For details of what plant material is subject to plant health controls see the Importers Guide at www.gov.uk/government/publications/plant-species-by-import-category.
Details of Fruit and Veg covered by the GB Marketing Standards can be found at www.gov.uk/guidance/fresh-fruit-and-vegetable-marketing-standards.
EU Third Country Imports
The UK has left the EU. There are new processes that importers must follow in 2021 to import from the EU to Great Britain (England, Scotland and Wales). This will take place using a phased approach.
Throughout phase 1, which began on 1 January 2021, EU High Priority plants and plant products will be inspected inland at places of destination (PoDs) rather than Border Control Posts. For information on how to register as a PoD, see the PoD registration section below. For information on how to provide a pre-notification at a PoD on PEACH, see the PoD prenotification section below.
If you receive an automated email from eDomero stating that the physical inspection has received a green highlighted “Pass”, you may move your consignment 4 hours after the date and time it is ready for inspection.
For more information on the phased approach for EU imports see gov.uk.
Please see gov.uk for information regarding charging for both EU and non-EU Plant Health goods at www.gov.uk/guidance/plant-health-controls#fees
You are required to provide us with the advance notification of import using the Animal and Plant Health Agency (APHA) ‘PEACH’ IT system. Before you can use PEACH you need to register on PEACH and with the Government Gateway
Arrive here and fill in the form and register business, keep the company ID number displayed on screen you will need it later.
You should allow at least 2 working days for your registration to be processed and completed and then for you to be able to enter consignments on the system. Please ensure you provide all the correct information at the outset. Wrong /incorrect information will delay your registration.
Once your PEACH registration has been approved you will receive an e-mail with your trader number. Next, use the Defra, UK - PEACH.NET link again, then select the 3rd link down on the left hand side ‘If you have already registered to PEACH and have your two known facts, click to enrol to the PEACH Service.’ This enrols you to PEACH via the government gateway.
Arrive here at the government gateway logon page. Select the 3rd radio button. Then click next.
At the screen below, when registering on the government gateway (GG) DO NOT put the PEACH Company ID in the top box as this is for your Government gateway ID. Use the link ‘Set up a user ID’ to create your GG user ID and password.
After your registration has been processed, if you are an importer using an Agent to enter your consignments onto PEACH you need to inform the APHA PEACH Helpdesk of which agents are operating on your behalf (telephone: 0345-607-3224, email: firstname.lastname@example.org). We require written authorisation from the owner of an account before we put in a link as this enables the specified agent to act on behalf of the importer.
The APHA PEACH Helpdesk will inform PHSI of new applicants registering on PEACH and PHSI will register them onto their IT system (eDomero, which is linked to PEACH).
Once registered on PEACH and the GG the account administrators (Max 2) can add or remove users within their business. The account creator is default admin and they can add 1 more. It is highly recommended for security reasons that each user has a separate GG login.
Go to the PEACH logon page using the Defra, UK - PEACH.NET link and select ‘Login to PEACH – Registered Users’ link on the left hand side, arrive at the screen below, select the 2nd radio button then click ‘Next’.
You will arrive at the screen below. To manage users, go to bottom left of screen and select ‘Manage Users and Assistants’
You will arrive at the screen below. You can add users from here.
Once registered and any additional users are added you are ready to use the PEACH system to provide us with the required advanced pre notification.
Plant Health - To act as a place of destination for plant health physical inspections on EU regulated high-priority goods in England and Wales, you’ll need to register the details of your place of destination premises with APHA. For plants and plant products, complete the place of destination registration form and email it to 7 PODRegistrations@apha.gov.uk. This registration process includes your registration as a professional operator. You’ll need to use the registration process to notify APHA of any importer you wish to be linked to for the supply of your goods.
Upon submitting your PoD registration form to the APHA email address, you will receive an automated email confirming receipt of your application. Your information will be processed and input on the IT system. Unless otherwise informed, your application will be approved, and you will be automatically granted PoD status. APHA will only get in touch directly if there are any issues that require resolving.
You may register more than one PoD if this suits your business model. If as an importer, you operate more than one premises and you would like to register each as a PoD, you will need to submit a PoD registration form for each separate premises which you would like to use. If as an importer, you would like to use the services of another PoD not owned or operated by yourself, then the PoD will need to submit the registration form to notify APHA that you (the importer) intend to use their premise. This provides business with additional flexibility to choose which place of destination best suits their trade, and means PoDs can be assured of who intends to use their premise.
Further information on the PoD scheme can be found on the Plant Health Portal.
Go to Defra, UK - PEACH.NET which is the PEACH Home page. Read the messages on this page which will alert you to important information and updates. You will find here contact details for the PEACH and PHSI Helpdesks.
Click on ‘Login to PEACH – Registered Users’.
You should then arrive at the page below. Select ‘Submit Application’ on the left hand side.
You should then arrive at the following page:
Select the relevant ‘radio button’ to choose an HMI only consignment, a Plant Health only consignment, a Joint HMI/PHSI or a High Priority Plant Health Consignment from the EU. If in doubt follow the instructions on screen and click where shown. From here on we are dealing with Joint PHSI/HMI applications only. For a PHSI or EU only application some boxes may be missing – but that is because they are not required. For further details on specific screens for High Priority Consignments from the EU please see Annex 1
Then decide whether you want to:
Below is what you see when you have selected a new application
You should see the following screen. All peach coloured boxes are forced fields that you must complete. White boxes are optional – but some you will find invaluable to complete.
DUCR stands for Declaration Unique Consignment Reference
The DUCR number will be required for a PEACH application. This is a number which will be used in Automatic Licence Verification System (ALVS). This is an IT link that passes the result of the PHSI inspection (of ‘Pass’ or ‘Fail’) directly to the HMRC and enables the rapid automated release of the consignment.
You must use the same DUCR number on your Customs declaration as you use on your PEACH application. Failure to do so will mean that Customs will not be able to match the release from plant health controls to a Customs entry. The Customs clearance of your goods will be delayed.
- This number should be made up of 4 distinct parts.
- The last digit of the current year, so for 2019, this is 9.
- The country reference for the entry, i.e. where the entry being made. For UK Traders this is GB.
- the first 9 characters or the full 12 characters of the TURN of either the Consignor or the Declarant, so if the full 12 character Turn number is 111456712342, the first 9 characters are 111456712,
- Trader’s commercial reference so if the consignment is the 21st consignment for that company this month for instance you could enter 21. - Or if you wanted to you could enter the date and the container number.
This would in the example above make the DUCR 8GB11145671221.
The DUCR part field in the PEACH application is not compulsory. For further information on the creation of the DUCR and ALVS see HM Revenue & Customs
If you make more than 1 PEACH application using the same DUCR number for each, please take care to ensure that you enter exactly the same DUCR number otherwise there will be no match, Customs clearance will be delayed and you will be charged more than you would be if the DUCR number is the same.
‘Plant Health Invoice Client’ - the name in the box is the firm who will receive the invoice for the plant health inspection fees. If you are an importer making the declaration your details are populated automatically and you cannot alter the details. If you are an Agent you have to choose who receives the invoice – you or the importer. Click on the down arrow at the right hand side of the box and select who is to receive the invoice. In the future this box will default to the importer when an agent is making the entry.
Customer Invoice Reference – what you enter in this box will appear on your invoice for this importation. It is not a forced field but you would be well advised to use it to link bill to import. Keep is as short as possible – there is a limited amount of space on the invoice.
Importer details – this is pre-populated from the login procedure. However, please note that if the details in this box do not match the ‘Importer’ details on the phytosanitary certificate you must provide suitable evidence to demonstrate that ownership of the consignment has passed to the firm listed as importer here.
Exporter details – enter the relevant information. Chose country from the drop down list (click on down arrow at right of box).
Contact details – enter details of contact in relation to this entry (importer/agent). This will help if any problems are encountered.
Entry details – select the country of origin, country of dispatch and means of transport This defaults to ‘Air’ and the subsequent box asks for the ‘Air Waybill’ Number.
Select ‘Sea’ and subsequent box asks for the ‘Bill of Lading’ Number.
Select ‘Land’ and the subsequent box asks you for the ‘CMR Form’ Numberr
Point of Entry details – Enter date and time the consignment will be available for inspection in the format shown. It is not the date/time the ship is expected to dock, nor it is not the estimated time of arrival of the flight. Please keep in mind that the consignment has to arrive at the place of inspection, be unloaded and then presented for inspection purposes, so the inspection time must reflect this. The 4-hour timeframe for the service level agreement will start from when the consignment is ready for inspection. If there are delays in getting the consignment ready for inspection, the 4-hour timeframe will only start when it’s ready. Please keep inspectors informed of any delays, either via updating the inspection time, amending the application or contacting the inspector responsible.
Location – this is the Point of Entry (PoE), Place of Destination (PoD), External Temporary Storage Facility (ETSF), or Customs Freight Simplified Procedure (CFSP) approved point of destination.
If you select a point of entry with more than one ‘Approved Point of Inspection’, such as Heathrow Airport, you will get another box from which to select the point of inspection from a drop down list under ‘Specific Inspection Point’. If you are undertaking an EU Plant Health Import, you’ll be able to select ‘Via Place of Destination (PoD) to indicate that you are not using a Point of Entry to import your consignment.
Make sure you select the correct location as what you enter here determines where the Inspector goes to inspect your import. If the goods are not where stated it can delay the inspection and clearance of your goods.
Additional Location Details – enter any relevant information that will help identify the location of the goods to the Inspector such as which shed the consignment will be brought into.
When you have completed the required fields, click on ‘Next’ at the right hand side of the box at the very bottom of the screen. This will take you to details of the goods being imported. You should see the following screen.
The number in the middle of the box (just below ‘New Consignment’) is the PEACH application reference number for this entry.
Click on ‘New Consignment’ to enter details of the goods being imported
Regulated by – you can select All, Plant Health, HMI or Joint from the drop down list – see below.
Whichever you select will give you a list of commodities regulated by your selection.
Commodity - Select the commodity you are wishing to pre-notify the arrival of, according to your phytosanitary certificate.
It is not possible to enter genera(1) of plants for planting on a PEACH entry apart for specific commodities that are already on the drop-down menu, rather you must complete and upload a CSV file.
If the commodity you are looking for is not listed in the list you are looking at, change the ‘Regulated by’ list. You can enter up to 4 commodities per PEACH application. If the commodity is not on any list it is either not subject to plant health controls or it is prohibited which you can verify in the Importers Guide.
For EU Imports Only, until the next PEACH update, if you have tissue culture, please enter than as “Specific Seeds”.
If you are importing any amount of plants for planting (finished or propagating), you must complete a CSV file to notify PHSI of the genera(1) and species(2) (do not enter variety or cultivar names unless the option is present within the Imported Plant Materials Spreadsheet) you are importing. Completing this file is a legal requirement and is a mandatory requirement in order to pass the documentary check.
- Genera - a principal taxonomic category that ranks above species and below family, and is denoted by a capitalized Latin name, e.g. Ficus .
- Species – a principal taxonomic category that ranks above varieties/cultivars and below Genus, and is denoted by a lowercase Latin name preceded by the genus, e.g. Ficus elastica.
Variety /Type – select from the drop down list. This is an HMI requirement not a PHSI one.
Quality Class – select from drop down list. This is an HMI requirement not a PHSI one.
Mark of consignment/brand – this is not a forced field. However, you must complete this section for Egyptian potatoes where you must enter the Basin Number in this box and you must enter a ‘New Consignment’ for each Basin number.
Container numbers – where the goods are in containers you should enter all the container numbers in full here. Leave a space between each container number. Failure to include the container numbers or get them wrong may ‘Fail’ the Documentary/Identity checks and delay clearance of the goods.
Please ensure your supplier gets the plant health service in the country of export to put the container numbers on the phytosanitary certificate.
Number of packages – enter the relevant number. Should you have one package of several commodities all subject only to plant health controls, it is suggested that you enter the main/largest commodity in the ‘Commodity’ box, enter ‘1’ for the number of packages and enter a description of the whole consignment in the Mark/brand box e.g. Cut carnations, cut roses in 1 box. For jointly (PHSI & HMI) controlled consignments a separate entry should be made for each consignment even if it is only 1 box to fit the definition of a consignment under the UK legislation enforced by the HMI. (NB. In this context, a consignment / lot is described as one regulated product, of one variety and one quality class, received on one day, from one source, with the same lot mark.)
Type of package – select the appropriate type of container from the drop down list.
Individual weight per package – enter the appropriate weight. Select the relevant unit of weight. Make sure it is the same unit of weight as that on the phytosanitary certificate.
Total net weight – this is calculated for you from the previous information you entered. If the net weight on the phytosanitary certificate is less than declared here the consignment will fail its Documentary/ID check.
Please ensure that your supplier has the weight and, where appropriate, the numbers, of the commodity entered on the phytosanitary certificate. If the phytosanitary certificate has only (say) the number of packages on it, the import may fail its Identity check as we cannot determine from the phytosanitary certificate whether the phytosanitary certificate represents the consignment correctly. (Currently, if we can match the weight from other commercial documents we are doing so – but in the future the information will need to be on the phytosanitary certificate or the consignment will ‘Fail’. A replacement phytosanitary certificate with the relevant information will need to be sought by the importer and a new PEACH application made.)
Phytosanitary certificate number(s) – enter all the phytosanitary certificate relevant to this import here. Enter the number of the first certificate in the box then click on ‘Add’. This will enter that number in the larger box below. Enter subsequent numbers in the same way. If you accidentally enter a wrong number into the large box, highlight the number and click on ‘Remove’. This will delete that number.
If you have to make more than 1 PEACH application because there are more than 4 commodities subject to plant health controls, all covered by the same phytosanitary certificate, you can/should enter the same certificate number(s) on each PEACH application. Provided the DUCR number is the same for each PEACH entry you will only be charged a Documentary and ID charge once for each phytosanitary certificate.
Certificate of Conformity from an Approved Inspection Service (AIS) Country – select yes or no the appropriate entry from the drop down list. This is an HMI only requirement.
If you have a valid AIS certificate select ‘Yes’. This screen will then appear and you can enter the AIS certificate number, date of issue and Validity period:
Controlled Atmosphere container? – select ‘Yes’ or ‘No’ as appropriate from the drop down list. If your goods are in a controlled atmosphere container they will still have to be inspected unless they are one of the commodities subject to reduced check inspections, in which case they may not always be subject to a physical inspection.
If you wish to have someone present to check the atmosphere levels on opening the container please liaise with the local Inspectors. We will work with you on this but if whoever you instruct to carry out the measurement for you cannot be present when the container and Inspectors are available for inspection this may negate our Service Standard for this inspection.
Once you are satisfied that all the above information is correct click on ‘Save’ in the box at the bottom of the screen. You will see the following
If you have other commodities to add – click on ‘New Consignment’ and go through the procedure again. At present there is a limit of four consignments to each PEACH application. Where you have more than four consignments please make more PEACH applications as described earlier. If you have to make more than 1 PEACH application to cover all the consignments in one import you need to consider what DUCR number you use. If you use different DUCR numbers for each PEACH application you will be charged more than you otherwise would – as plant health import charges are based on DUCR numbers. When you have finished entering commodities for this PEACH application click on ‘Next’ in the small box at the very end of the screen.
The next step is only required for Joint, Plant Health, Plant Health, and Plant Health only applications not visible for HMI only and GMS applications.
For Plant Health Consignments you must upload a phytosanitary certificate and if you are importing plants for planting a CSV file is mandatory. You may also upload supporting documents such as the packing list, delivery note, invoice, Air Waybill, Bill of Lading and/or Cargo Movement Request.
Browse for the required file, then click on “Upload”. This must be repeated for each file upload and there is a 1MB maximum file size.
Read the Legal declaration. If you do not agree to the Conditions etc. your application will not be accepted. If you accept the conditions, click on the box against the text that says you have read and understood the conditions etc. You should see the following:
The next screen is the final one where you submit the application:
Decide whether you want to save the application details for future use. If so, click the box at the side of the text.
Click on ‘View’ if you want to see a summary of the PEACH application.
Click on ‘Submit’ to submit your application.
On submission of your application you will receive a computer generated email informing you that your application has been accepted for plant health controlled goods. You will also get another email saying it has been accepted by HMI if it is a jointly controlled consignment.
Select the radio button for the import which you want to continue.
Click on the ‘down arrow’ at the right hand side of the chosen box. You will then see a screen that lists your current applications.
Click on the “Use this form” button under the “Action column” to continue that application.
You may also click on the “Delete this record” to remove the application.
If continuing an application, follow through the steps in the “Starting a New Application” as required.
Select the radio button for the import which you want to re-use.
Click on the ‘down arrow’ at the right hand side of the chosen box. You will then see a screen that lists your previous applications.
Click on the “Use this form” button under the “Action column” to re-use that application. Amend any details that are incorrect and proceed through the steps described in “Starting a New Application”.
If you chose to use a previous application you must remember to change the relevant details or your application will be failed.
Select “Outstanding Applications” from the PEACH homepage.
To amend an application, click on the Hammer icon and you will be prompted to repeat all steps outlined in the “Starting a New Application” section. This previous application will be removed and replaced with this new one and a new PEACH number will be generated.
To remove an application, click on the Scissors icon and input a reason for removing it.
To upload additional documents, click on the “U” icon. Browse for the required files and upload them. Enter the reason for uploading and your name.
Once you have submitted your PEACH entries you should be able to view the status of your application on PEACH. You will see coloured balls similar to those for APHA HMI commodities.
You will note that in the ‘Commodity’ column there are 2 lines of boxes for each commodity. The top line relates to HMI controls and the bottom line relates to PHSI controls.
Where there is nothing showing in the top line it means the commodity is not controlled by HMI. Where there is nothing showing in the bottom line it means that the commodity is not plant health controlled.
The balls next to (HMI) show the status of the commodity in relation to HMI inspections.
The balls next to (PH) show the status of the commodity in relation to PHSI inspections.
PHSI Ball colours:
- Silver balls = either the time/date the commodity is available for inspection is ‘outside the assessment period’ (it is more than 5 days to the time/date available for inspection) or the IT communications between PEACH and e-Edomero (the PHSI IT system) have broken down. If you see silver balls when the commodity is within the assessment period please first try clicking on the ‘Refresh’ icon on your computer screen. If this does not make any difference phone either the PHSI Imports Helpdesk on 0300 1000 313or the PEACH helpdesk on 0345 607 3224 (or both to be on the safe side) as we will need to inform our IT providers of the problem to get it fixed.
- Orange balls = (currently) decision awaited on inspection (legally every commodity subject to plant health controls [each commodity entered on PEACH] must be inspected but we do not have the resource to achieve that as yet)
- Red balls = commodity for inspection or ‘Held’ because of a problem. If held you will be contacted about the problem
- Green balls = commodity cleared
- Red ball with white horizontal line = commodity refused entry because of a problem, in which case you will be contacted about the problem
Where there is a green ball against the PH line, the symbol appears in the fifth column under the ‘Action’ heading. This indicates that you can print your Quarantine Release Certificate.
HMI Ball colours
Silver balls = either the time/date the commodity is available for inspection is ‘outside the assessment period’ (it is more than 5 days to the time/date available for inspection)
Amber = Awaiting inspector decision
Green = consignment certificated
Red = on hold for inspection
Red with green P = Banana moving inland
Purple = AIS country random post clearance check.
Green with Red Cross AIS certificate expired
Red/White no entry sign = Failed inspection
Black = Rejected application inaccurate information
After submitting your PEACH application, you must send the original phytosanitary certificate(s) to APHA – PHSI, 1st Floor Building, 4 Heathrow Boulevard, 284 Bath Road West, Drayton, Middlesex, UB7 0DQ for all imports arriving at Heathrow or Gatwick, or to CIT Plant Health, APHA, Defra, Foss House, Kings Pool 1-2 Peasholme Green, York, YO1 7PX for consignments landing anywhere else within 3 days of the consignment landing in GB.
If the documentary check does not adhere to our requirements, the consignment will be put on hold and may be destroyed or re-exported if it does not comply. We will specify what elements are missing/incomplete so that you can rectify the error. Any amendments or replacements to phytosanitary certificates must be obtained by the exporting country’s National Plant Protection Organisation (NPPO).
We provide an Imports Helpdesk to deal with queries from traders / agents relating to the plant health requirement for importing plant health controlled goods. The Imports Helpdesk can be contacted during office hours by ‘phoning 0300 1000313 or by email at email@example.com The Helpdesk is open 06:00 to midnight every day of the year.
Any problems relating to the PEACH system (such as access to the system) should be directed to the HMI / CIT Helpdesk (Tel: 0345 607 3224). Or email firstname.lastname@example.org
Where the Plant Health – EU button has been selected users will be required to create an application as above (though a DUCR number will not be required).
Once details of the Importer, Exporter and consignment have been entered users will be presented with the following screen where they enter the Place of Destination (PoD) details;
If you are not using a PoD but rather a Border Control post then this can be indicated on the above screen and you will be offered the option to select a BCP Specific Inspection Location. The ‘I wish to proceed with my application without using a PoD’ tick box may not be present, as this is dependent on which point of entry you select on screen 1 of the Peach application. If the tick box is not present you will have to select a PoD.
Submitting an HMI Export Application.
When exporting any of the 10 Specific Marketing Standards (SMS) commodities an export application on PEACH is required to obtain a Certificate of Conformity. A Certificate of Conformity is not required for General Marketing Standard (GMS) or Green Bananas goods to clear customs.
To submit an HMI export application, select the HMI only radio button at the top of the screen and the ‘Conformity Certification for Exportation from Great Britain (HCG6e)’ option from any of the three drop down menu options.
The rest of the Peach application is similar to the example already shown, with the exception of the ‘Conformity Check Details’ area on page 1 of the Peach application. When selecting the inspection location, the dropdown menu contains a list of import points, but these are not viable locations to carry out HMI export inspections. Always select the ‘Same as Exporter’ option, and if an inspection is required that is the location where it will be carried out.
Submitting an HCG4 HMI undertaking.
If any imported consignment of regulated fruit or vegetables fails to meet the GB Marketing Standards for either quality or labelling, then an HCG3 refusal of entry certificate will be issued. The detail on this form will explain the defects that the inspector found in the consignment and until these defects are corrected the consignment will not be given customs clearance.
Importers can move non-compliant produce to inland sites using HMRC Inwards Processing (IP) procedures, so that resorting / re-labelling of the consignment can take place.
The HCG4 form is used to give an undertaking of how, where and when the consignment will be brought back into conformity.
The HCG4 is available on the Submit Application screen under the HMI, HMI & Plant Health and HMI General Marketing Standard only radio buttons. There is a separate HCG4 form available specifically for Green Bananas.
The proceed button will take you to the ‘Select Source Application for HCG4’ screen. The HCG4 application needs to be linked to the original Peach application against which the non- conformity was issued. Only applications showing the refused entry symbol can be selected for an HCG4 application.
The importer undertaking form can then be filled out.
When filling out the ‘corrective action to be taken to comply with GB Regulations’, the explanation of the planned corrective action should address all of the issues that were listed on the HCG3 Refusal of entry form.
When all the coloured fields have been completed, the ‘Next’ button will then take you to a terms and conditions page and then after that a screen to submit the HCG4 application.
An APHA inspector will review the form and contact you to confirm if the details provided are satisfactory and that the consignment can proceed to the agreed location for corrective action.
As part of the HCG4 process, you will need to amend your Customs Entry to Inwards Processing (IP). This allows consignments that have been refused entry to move inland for corrective action. HMRC have set up two CPC’s (Customs Procedure Codes) specifically for produce refused entry and controlled under an HCG3.
- Produce going into IP after an issue of HCG3 non-compliance Refusal of Entry – CPC is 51 00 007
- Produce coming out of IP after issue of HCG6 Certificate of Conformity – CPC is 40 51 009
When the re-inspection has been successfully completed the Inspector responsible will issue an HCG6 Conformity Certificate and the consignment will then be able to clear customs and go into free circulation.