eCert and TRACES NT

TRACES NT is the European Union’s digital certification and management platform for importation of goods into the European Union. The department’s export systems connect with TRACES NT to digitise our export documentation exchange. Many exporters and establishments access the TRACES NT system to:

• Ensure their business is correctly listed.
• Look up the TRACES NT “identifier code” for establishments, exporters, importers, and places of destination that goods are delivered in the EU.
• Check certificates and download PDF copies when required.

All EU member states and countries in the EU single market (Iceland, Liechtenstein, Norway and Switzerland) require electronic certification (eCert) for fish products sourced and exported from Australian establishments (including fishing vessels) that are registered by the Department and are listed with the EU.

Information included in the REX will be transmitted to TRACES NT via eCert and made available to border control posts in their official language. The EU border control post will have access to the full eCert in TRACES NT, removing the need to present a paper certificate at entry.

An extract of the data sent via eCert can be remote printed by the exporter in lieu of the paper health certificate. The extract carries only commercial information required to identify the product.

Electronic export clearance information (including endorsements) is sent from NEXDOC to TRACES NT at the same time the request for export is approved (at "COMP").

This system replaces the printed health certificates required prior to May 2022 to export fishery products to the EU.

Paper certificates in NEXDOC for the export of fish and fish products to Northern Ireland

The TRACES NT system does not apply for exports to Northern Ireland. Please contact the Department at ExportStandards@agriculture.gov.au if you intend to export to Northern Ireland direct from Australia.

Accessing TRACES-NT 

To access TRACES NT, you first need to set up an account. This link will outline the process to set up an EU log in and to create an account in TRACES NT.

TRACES NT users must use multi-factor authentication to access the system. This can be done in several ways, however, for Australian residents the EU Login mobile phone app is the most reliable option. Please note that only one mobile device can be linked to one EU Login account. To do so, users should go to https://webgate.ec.europa.eu/cas, log in with the username and password they use for TRACES NT (EU Login account) and follow the instructions.

A step-by-step guide showing how to use EU login, how to set up multi-factor authentication with the EU Login Mobile app and how to sign in with an EU Login account using the EU Login Mobile App QR code is available on the European Commission website.

A user guide and frequently asked questions relating to EU Login additional instructions can be found on the EU Login Help page.

Once you have created your account in TRACES NT, you need to set up a user role or operator profile. Once this is done, please send an email to the EXDOC Help Desk (EXDOC.Helpdesk@aff.gov.au) to let us know so we can validate this for you. It is a requirement that all user roles/operator profiles are validated by the Australian competent authority (the department).

When raising your export documentation

Exporters are required to provide the following information when raising a REX:

• Place of destination - This is compulsory for all consignments, not just those in transit across the EU.
  
  • This field will require the Name, Address, Registration/Approval Number (if applicable) and country of the place in the EU where the consignment is being delivered for final unloading (the EXDOC system will then automatically provide the ISO country code for this field).
  • If the intended destination changes after the certificate has been signed, then the importer can update this information in the Common Health Entry Document (CHED). This is the responsibility of the importer and certificates should not be replaced after departure unless requested by the border control post.
• CN code - this was provided as the Harmonized System (HS) code previously but this will be entered in EU format as 4, 6 or 8 digit number as stipulated in Council Regulation EU 2021/632.
• Batch number – Batch number will be required for each line of product on a certificate. This number should match what is labelled on the cartons or commercial documents. The EXDOC system can accommodate up to 17 characters in the batch number field that can be a combination of numbers, letters and the symbols ( / ), ( : ) or ( - ). For fish which typically applies the processing date as the batch or lot number, the batch or lot number may be entered in the format of DD-MMM-YYYY (i.e. 29-MAY-2020).
• Final consumer - The certificate will require an indication of whether the products are packaged for final consumers so that the EU can check that the labelling complies with EU law.
  
  • This should be “Yes” if the commodity is packaged for final consumers. This includes product packaged for retail sale i.e. a supermarket, or packed in individual portions for consumer use.
  • This should be “No” if the products are packed in bulk and to be separated for sale to individual consumers by the retailer, i.e. such as a butcher’s shop or fish vendor.

For an eCert to be lodged successfully, valid exporter (consignor), consignee (importer), and Place of Destination TRACES NT IDs must be supplied. You should work closely with your importer to ensure you have the correct TRACES NT IDs for the Consignee and the Place of Destination.

For additional information refer to: 2022-08: European Union: Fish: Paperless trade eCert commences from 31 May 2022 - DAFF (agriculture.gov.au).

2024-05: Fish and Fish Products: European Union: Changes to European Commission TRACES-NT access from 11 June 2024 - DAFF (agriculture.gov.au)

As TRACES NT is managed by the EU, if you have any further questions, the department encourage you to work with your importer to clarify any EU import requirements. 

If you have any questions in relation to raising export certification please contact the EXDOC Help Desk (EXDOC.Helpdesk@aff.gov.au) or the Dairy, Eggs and Fish Export Program (dairyeggsfish@aff.gov.au). 

Assessing requests for export

All Requests for Export (REXs) must be authorised by a Departmental officer.

Replacement of health certificates for fish and fish products

EU regulations allow a replacement health certificate to be issued only if:

• The original health certificate is lost or damaged.
  
  
• There is an obvious administrative error (for example, a transposed container or seal number, or a spelling mistake in addresses or product descriptions).

Replacement certificate requirements:

1. There must be no changes to the identification, traceability, or health assurances of the consignment.
   
   
2. The new certificate must refer to the unique code and the date of issue of the initial certificate and clearly state that it replaces the initial certificate.
   
   
3. The new certificate must have a new certificate number and include date of actual issue of the replacement.
   
   
4. The replacement health certificate must be issued in the same format as the original certificate, which for the EU is an eCert.

If the consignee, port of entry, date of transport, or mode of transport changes after the consignment has departed, the importer must notify the EU border official directly.

Exporters should contact the Department for advice if a replacement health certificate is required and must provide a copy of the official advice from the EU border official, where available. A replacement health certificate will be issued, as required, by the EU border official.

Note

It is the exporter’s responsibility to ensure that all information provided in their export permit is true, accurate and complete. Any errors may lead to the consignment being detained by EU authorities.

For any held shipments, or for further information, email dairyeggsfish@aff.gov.au.

Live and non-viable fish and fish products templates

Additional documentation requirements – IUU Catch Certificates

EU traceability requirements Illegal, Unreported, and Unregulated (IUU) fishing

Council Regulation (EC) No 1005/2008 details the system established by the EU to prevent, deter and eliminate illegal, unreported and unregulated (IUU) fishing.

All fish and fish products entering the EU market, including products caught by EU-flagged vessels operating outside of the EU Economic Exclusion Zone are covered by the requirements of the IUU Regulation.

For some species exported to the EU, a government validated Catch Certificate is required to ensure fish and fish products exported originate from non-IUU (legal) fisheries. The catch certificate is required by the EC Directorate-General for Maritime Affairs and Fisheries and attests that the fish being exported was caught in compliance with the IUU regulations.

It generally includes all marine fishery products including live, fresh, chilled, frozen, prepared and preserved product forms. Fishery products which fall under Chapter 03 and Tariff Headings 1604 and 1605 of the Harmonised System Tariff Code must be accompanied by a catch certificate, with some exceptions.

All freshwater fisheries and aquaculture products are exempt from this regulation, as well as some forms of molluscs such as scallops, mussels, oysters and snails.

Annex I of the Council Regulation (EC) No 1005/2008 has the list of fishery products excluded from the scope of implementation of the catch certificate.

The exporter in Australia is required to provide a copy of the completed Catch Certificate to the EU importer prior to the product arriving in the EU. It is up to the EU importer to submit the certificate to the competent EU Member State authority. The communication of the catch certificate between the exporter and EU importer can also be done by electronic means.

Completing Catch Certificates

All catch that may be exported to the EU needs to be noted in the catch certificate i.e. even if only a portion of a catch is exported to the EU, the catch certificate must reference the whole catch from which that portion was taken for export.

All applicable product, destined for the EU, harvested by EU-approved Australian-flagged vessels, regardless of size (even small vessels), need a catch certificate for export to the EU.

Note

As prescribed in Annex II of EC Regulation 1005/2008 (Appendix 3 of MAA FISH 09/10), there is a requirement for one catch certificate for each vessel that contributes fish or fishery product to a consignment. Multiple species can be used on this catch certificate if they were taken by the same vessel during a single fishing trip.

As prescribed in Annex IV of EC Regulation 1010/2009, a separate, 'simplified certificate' (Appendix 2 of MAA: FISH 09/10) has been developed by the EC for catch harvested from vessels which:

• have an overall length of less than 12 metres without towed gear or
• have an overall length of less than 8 metres with towed gear or
• is without a superstructure or
• is of less than measured 20 GT.

Where a consignment is comprised of catches from vessels that meet the above criteria, the exporter can use the EC's 'simplified catch certificate' which allows for multiple catches to be referenced on the one document. It is the exporter's responsibility to ensure that all of vessel information required on the 'simplified catch certificate' can be provided.

Catch Certificates must be signed by the applicable fisheries management authority

Catch certificates, once completed are required to be verified by the State/Territory/Commonwealth authority where the fish were harvested to get their signature and stamp. Refer to contact details at the end of this section.

Contact details

Commonwealth Fisheries

• Australian Fisheries Management Authority

State/Territory Fisheries Authorities

• South Australia Department of Primary Industries and Regions South Australia PIRSA
• Western Australia Department of Primary Industries and Regional Development
• Tasmania Department of Primary Industries, Parks, Water & Environment (Fishing Tasmania)
• Northern Territory Department of Resources – Fisheries
• Queensland Primary Industries & Fisheries
• New South Wales Fisheries Conservation and Aquaculture, Industry, and Investment NSW
• Victoria Victorian Fisheries Authority