Regulatory News & Information

Export Declaration Requirements

Export Declaration Requirements

The Canada Border Services Agency (CBSA) requires you to declare all goods that require an Export Declaration prior to leaving Canada. To avoid government penalties, exporters must complete and submit the most recent version of the Export Declaration.
 

Important Update

Effective June 30, 2020, the B13A Export Declaration form and paper reporting process will no longer be available and mandatory electronic reporting will be required.

Due to the COVID-19 pandemic, the decommissioning of the Canadian Automated Export Declaration (CAED) program and replacement with the new electronic Canadian Export Reporting System (CERS), will be postponed until September 30, 2020.

The CBSA encourages exporters to continue registering for CERS so they are prepared to submit export declarations using the new platform, once CAED is decommissioned.

 

Summary of Key Changes Between CAED and CERS

Key Changes Canadian Automated Export Declaration (CAED) System Canadian Export Reporting System (CERS)
Responsible Government Agency Administered by both the CBSA and Statistics Canada Solely administered by the CBSA
Proof of Report (POR) Number An alphanumeric number composed as follows;
- begins with a number
- no hyphens or dashes
- 23-digits long
An alphanumeric number composed as follows;
- begins with a letter
- no hyphens or dashes
- length will vary from 15-32 digits
Summary Reporting Program (SRP) CAED has no functionality to submit SRP reports electronically Monthly SRP reports will be created/uploaded and submitted electronically to the CBSA via CERS only
Regulated / Controlled Goods A printed copy of the CAED declaration (and any applicable export permits, licenses, and certificates) is manually submitted to the CBSA for stamping, prior to export A printed copy of the CERS declaration (and any applicable export permits, licenses, and certificates) is manually submitted to the CBSA for stamping, prior to export

Next Steps 

  1. Current CAED and Summary Reporting Program (SRP) users (who have submitted a CAED/SRP declaration between December 1, 2017 and December 1, 2019 will receive a letter from the CBSA with instructions on how and when to activate their CERS business accounts. For detailed information and timelines, please refer to the CERS onboarding plan.

    To ensure CAED users remain compliant with current record-keeping requirements, it is strongly recommended that all CAED account information is backed-up during the CBSA migration from CAED to CERS.

    If you have questions or concerns related to CERS registration, please contact the CBSA Commercial Registration Unit at cbsa.export_program-programme_exportation.asfc@cbsa-asfc.gc.ca.

  2. On March 16, 2020, the new CERS portal was available for all exporters (non-CAED/SRP users) to register. Upon receipt of CERS account activation by the CBSA, exporters can begin using CERS to submit export declarations.

    A CERS Quick Reference Guide and the new CERS BSF831 Application Form is now available on the CBSA website to assist in the application and operation of the new portal. For more detailed information, please refer to the CERS Portal Electronic Commerce Client Requirements Document (ECCRD).

  3. Exporters who have been activated to use CERS should use the new platform to submit their export declarations to the CBSA and should cease using CAED.

  4. G7 Electronic Data Interchange (EDI) Export Reporting (G7-EDI) will remain a valid option. G7 EDI users are not required to register for CERS.

  5. On June 30, 2020, exporters currently using manual B13A forms for applicable goods will be required to submit electronic export declarations to the CBSA prior to tendering their shipment to FedEx.

    Verification that an electronic export declaration has been submitted to the CBSA, must be provided by the exporter for these shipments to be accepted and processed for export. FedEx Express will accept the following information:

- a copy of the completed electronic export declaration submitted to the CBSA must be shown

- the Proof of Report (POR) number from the completed electronic export declaration, must be included on the FedEx Air Waybill (‘Canada Export Declaration’ section) or Shipping Label

- the applicable No Declaration is Required (NDR) exemption code for the goods being shipped (see FAQs below), must be included on the FedEx Air Waybill (‘Canada Export Declaration’ section) or Shipping Label


Additional Information

Updated CERS CBSA client support and contact information

Customs Notice 19-22

Updates will be provided as new information becomes available.


FAQs

  1. An export declaration must be completed and submitted, prior to export, for commercial goods that are valued at CAD$2,000 or more destined to any country other than the U.S., Puerto Rico or the U.S. Virgin Islands.
  2. An export declaration must be completed and submitted, prior to export, for controlled, regulated or prohibited goods, regardless of value, for commercial goods destined to any country other than the U.S., Puerto Rico or the U.S. Virgin Islands.

Helpful Reminders

  1. Goods transiting the U.S. destined to Rest of World that meet the above criteria must also be reported on an export declaration.
  2. Be aware of fluctuating exchange rates to ensure that the CAD$2,000 value is met.

Please refer to the chart below for the export document requirements.

Type of Goods U.S. Destinations (including Puerto Rico and the U.S. Virgin Islands)
All Other Destinations
Non-restricted goods
Export declaration is not required Export declaration is required for commercial goods valued at CAD $2,000 or more
Restricted goods – (i.e., controlled, regulated or prohibited)
Export declaration is not required

Permits, certificates, licenses or any documents required by other government departments, if applicable
Export declaration is required for all goods, regardless of value

Permits, certificates, licenses or any documents required by other government departments, if applicable

Note: Any required permits, certificates or licenses must be submitted to the CBSA prior to the goods leaving Canada.

For a step-by-step exporting guide, please visit the CBSA website.

For more information on exporting from Canada, please visit the Global Affairs Canada website and the Customs D20 Series Memoranda.

There are certain goods that do not require an export declaration. If a declaration is not required, then in the ‘Canada Export Declaration’ section of the FedEx Express International Air Waybill and FedEx Express Expanded Service International Air Waybill, you must check ‘No B13A required’ and enter the applicable exemption number (e.g., ‘02’ for NDR2: Commercial goods having a value of less than CAD$2,000). For a list of exempt goods, please visit the CBSA website.

The CBSA encourages exporters to complete and transmit export declarations using the new CERS.

Like CAED, CERS is a fast, inexpensive and easy way of reporting your exported goods.

  • More functionality than CAED (i.e., Summary Reporting capability)
  • Available at no extra charge
  • Provides a complete and accurate audit trail

On June 30, 2020, electronic export reporting will become mandatory and the only acceptable methods will be via the new CERS program or G7 – Electronic Data Interchange (EDI).

For details and assistance with the CAED program, or to download the most recent software version, visit the Statistics Canada website or call 1-800-257-2434.

Important:

    All fields on the B13A are mandatory if applicable. Please note that field #7 (Transportation document no.) represents the shipment’s tracking number and consists of the transporter’s carrier code, plus the shipment’s unique waybill number. For FedEx Express shipments, the Transportation document no. has a total of 16 characters: ‘400 dash’ followed by the unique shipment number (e.g., 400-333333333333). This number must be exact - if extra digits are entered (e.g., a zero at the beginning), or if a dash is eliminated, the B13A will be rejected by the CBSA.

    Accurate descriptions and values must be declared.

    If No Declaration Required (NDR) applies, then the appropriate code must be entered on the air waybill; otherwise, the shipment may be delayed.

Please note that FedEx Express will continue to accept manual (B13A) reporting until June 29, 2020.

Manual B13A forms will require a minimum of one extra day for regulatory processing as they are manually submitted to the CBSA for stamping (prior to export).*

* Shipments delayed as a result of regulatory processing are not eligible for the money-back guarantee.

Responsibilities

As the exporter, you are fully responsible for filing the Export Declaration and/or Export Permit and for the fines associated with non-compliance. FedEx is not responsible for any Export Declaration and/or Export Permit documents that may be lost, stolen, or damaged during transportation to the CBSA and other government agencies.

The CBSA mandates that controls must be in place to meet its export record-keeping regulations. Export records, including the proof of reporting, must be kept for a period of six years following the year of export. To mitigate government penalties and simplify the record-keeping process, complete and submit the required documentation electronically via CAED, G7 EDI, or CERS.


How do I process my shipment using CAED?
 

The steps on how to process using FedEx Ship Manager™ at fedex.ca and FedEx Ship Manager™ are outlined below.

Please note that you will be required to toggle between your FedEx electronic shipping solution and the CAED program.
 

1. Start by logging into the CAED program:

  • Complete the fields in the Exporter section and then select Save. At this point, the new Form ID number will become visible.

  • The Proof of Report number will also be visible and consists of 23 (twenty-three) digits with no spaces or hyphens and contains the following elements:
    • License number – comprised of two numeric, one alpha, and three numeric digits (e.g., 01A123)
    • Authorization ID – comprised of two alpha and four numeric digits (e.g., AB1234)
    • Form ID – comprised of the year, month and five-digit sequential transaction number which increases by one each time a CAED is generated (e.g., 20110612345)
       
  • Retain the Proof of Report number and access FedEx Ship Manager at fedex.ca or FedEx Ship Manager.
     

2. If you are using FedEx Ship Manager at fedex.ca, complete step (a). If you are using FedEx Ship Manager, complete step (b).

(a) When the B13A option box appears, select B13A filed electronically and complete the B13A Authorization Code Number field with the 23-digit Proof of Report number that you retained from step one (no hyphens, dashes or extra digits) and complete processing your shipment.

step a

(b) FedEx Ship Manager

  • When the B13A option appears, select 3- CAED Electronic B13A and complete the Authorization Code # field with the 23-digit Proof of Report number that you retained from step one (no hyphens, dashes or extra digits) and complete processing your shipment.

step b
  • Your shipping label will display the 23-digit Proof of Report number and indicate that your Export Declaration has been filed electronically.

  • Retain the FedEx tracking number and return to the CAED program.

 

3. Complete the remaining screens in the program and:

  • On the Other Export Details screen you will be required to complete the following information:

    • Carrier name: Enter ‘Federal Express Canada Corporation’

    • Transportation document #: This represents the shipment’s tracking number and consists of 16 total characters comprised of the following elements:

      • Carrier code: Enter 400- (four hundred, dash)

      • Unique carrier-assigned code: Enter the tracking number (twelve digits for FedEx Express shipments).

    • When all the required fields are complete, select File and send your CAED form to the CBSA and Statistics Canada.

    • For regulated/controlled goods that require an export permit, go to the File menu, select the appropriate file and print 3 (three) copies of the CAED form to send with your shipment. The Proof of Report number will appear in field 9(a) (Customs proof of report no.) of the completed CAED form.

    Note: An ‘X’ will appear in the ‘Yes’ box under ‘Transmitted’ at the top of the CAED form if the transmission was successful and your export was reported. If an ‘X’ appears in the ‘No’ box, it means that the export was not successfully transmitted and you must resend the CAED form – failure to report your goods may result in customs penalties.


How do I process my shipment using CERS?
 

See the steps on how to process your CERS shipment using FedEx Ship Manager™ at fedex.ca and FedEx Ship Manager™ below.

If you are using FedEx Ship Manager at fedex.ca, compete the steps under (A). If you are using FedEx Ship Manager, complete the steps under (B).

Please note that you may be required to toggle between your FedEx electronic shipping solution and the CERS program.

(A)

Step 1: If you already have a CERS Proof of Report (POR) number for the goods being exported, please proceed to Step 2. If not, please begin at Step 1(a).

Step 2: When the B13A option box appears, select “B13A filed electronically” and enter the POR number into the ‘B13A Authorization Code Number’ field. Complete processing of your shipment.

NOTE - The ‘Authorization Code # field’ accepts only 23-digit alpha numeric numbers. If the POR# is less than 23 digits long, please add the necessary number of zeros preceding the POR#, to comply with the character requirement for that field (see example in the screen shot below).

B13A filed electronically
B13A CERS example

Step 3 (if applicable): If your goods require any permits, certificates or licenses, please print a copy of your CERS declaration and and attach to the package with the other shipment documentation (e.g., commercial invoice).

Step 1(a): When the B13A option box appears, select “B13A filed electronically” and enter the number ‘1’ seventeen times (no hyphens, dashes or extra digits) into the ‘B13A Authorization Code Number’ field (see example in the screen shot below). Complete the processing of your shipment and retain the FedEx tracking number from your shipping label.

B13A Filed Electroically image
CERS B13A All 1 example

Step 2(a): Log into CERS to create an export declaration.

In the “Unique Carrier Assigned Code” field, enter the FedEx tracking number that was retained. Enter the remaining applicable information and select Submit. A page will appear if there are any errors, to identify what corrections are needed and to resubmit. A confirmation page will appear once submission is successful. 

Step 3(a): Print the completed export declaration and attach to the package, with the other shipment documentation (e.g., commercial invoice). The CERS POR number should be clearly identified on the declaration.

NOTE – Customers using Electronic Trade Document (ETD) will also be required to print and attach the export declaration to their package. Documents can only be uploaded through ETD during the shipment manifesting/creation process.

(B)

Step 1: If you already have a CERS Proof of Report (POR) number for the goods being exported, please proceed directly to Step 6. If not, please proceed to Step 2.

Step 2: Check the ‘Hold’ option and complete all applicable fields (i.e., shipment details, options, commodity information, etc.). Once completed, click the “Hold” button at the bottom of the screen. This will save your shipment in the ‘Hold File List’.

Return to hold example

Step 3: Click the ‘Shipping List’ Tab to open a drop-down menu. Select “Hold File” to find your shipment in the ‘Hold File List’. Select your shipment and click the “Assign Tracking #” button to obtain the FedEx tracking number for your shipping label.

B13A Assign Traffic Number Example

Step 4:  Log into CERS to create an export declaration and to obtain your Proof of Report (POR) number

In the ‘Unique Carrier Assigned Code’ field, input the FedEx tracking number. Enter the remaining applicable information and select Submit. A page will appear if there are any errors, to identify what corrections are needed and to resubmit. A confirmation page will appear once submission is successful. The CERS Proof of Report (POR) number will be clearly identified on the declaration. Retain the POR#.  

Step 5:  Return to FedEx Ship Manager and complete the FedEx shipping label with the POR# referenced.

Go to the ‘Hold File List’ (refer to Step 2) and select your shipment for completion.

Step 6: Click on the ‘Customs’ tab. In the B13A section of the page, select the ‘CAED electronic B13A’ option from the drop-down menu and input your POR# in the ‘Authorization Code #’ field. Complete processing your shipment.

NOTE - The ‘Authorization Code # field’ accepts only 23-digit alpha numeric numbers. If the POR# is less than 23 digits long, please add the necessary number of zeros preceding the POR#, to comply with the character requirement for that field (see example in the screen shot below).

Customs B13A Example

Step 7 (if applicable): If your goods require any permits, certificates or licenses, please print a copy of your CERS declaration and and attach to the package with the other shipment documentation (e.g., commercial invoice).