Lodging import declarations and documentation

​​​​​​​ Customs brokers and importers that are lodging Full Import Declarations (FIDs) in the Department of Immigration and Border Protection's Integrated Cargo System (ICS)for consignments of imported food must also comply with requirements set by the Department of Agriculture and Water Resources.

This includes submitting supporting documentation to the Department of Agriculture and Water Resources for assessment.

[expand all]

Declaring the producer of imported food

The producer must be declared for all imported food that is lodged in a FID.

The producer of an imported food is the commercial or individual’s premises or area in the country of origin where the goods were grown, caught, manufactured or processed. The producer may also be referred to as the manufacturer, processer, packer or establishment.

The producer is used to determine the appropriate rate of inspection for an imported food, based on the compliance of previous consignments referred to the Imported Food Inspection Scheme.

The department is phasing in a new requirement that the producer must be declared for all imported food that is lodged in a FID.

From 20 March 2015, licensed customs brokers have the ability to create AQIS Producer Codes in the integrated cargo System (ICS).

More information about declaring the producer of imported food is available on the Imported Food Notices under ‘Producer must be declared for all imported foods’

Use the form below to apply for a new producer to be created in the ICS:

Lodging correct information in a Full Import Declaration (FID)

The department assesses the information lodged in a FID, the supporting commercial documentation and any government-to-government certification to ensure the correct rates of inspection and analysis are applied to each consignment.

When incorrect information is identified in a FID, the department will issue a Food Control Certificate to advise the customs broker or importer that an amendment must be made to the FID.  The goods must remain on hold and the FID will not be processed or an inspection booked until the amended FID is received in the department's system.

Where the department identifies that a customs broker or importer is lodging incorrect information in a FID or answering the Imported Food Inspection Scheme Lodgement Questions incorrectly, this will be viewed as a noncompliance and the details will be recorded.  The customs broker, importer and consignment details may also be referred to the department's Enforcement area for further action.

Note: Officers do not have access to amend any of the fields in a FID and will not manually adjust departmental records to accommodate or rectify incorrect information that has been lodged in a FID.

IFIS Lodgement Questions (Community Protection Questions)

The department uses Imported Food Inspection Scheme (IFIS) Lodgement Questions to obtain more information about an imported consignment. Customs brokers and importers may be asked IFIS Lodgement Questions when lodging FIDs for consignments of imported food. The importer is responsible for providing the customs broker with sufficient information about the food, including a list of ingredients and percentages of those ingredients in a mixed or processed food, so that all IFIS Lodgement Questions can be answered correctly.

IFIS Lodgement Questions may relate to a whole imported food or the ingredients used in a mixed or processed imported food. Examples of how the department uses IFIS Lodgement Questions are below:

An IFIS Lodgement Question may relate to a whole food:

IFIS: ARE THE GOODS TUNAS OR MACKEREL?

An IFIS Lodgement Question may relate to certain ingredients in a mixed or processed food:

IFIS: DO THE GOODS CONTAIN MORE THAN 30% PEANUTS OR PEANUT PRODUCTS?

An example of a tariff code that uses IFIS Lodgement Questions is: 21069090(65) that is part of Chapter 21 – Miscellaneous Edible Preparations.

Supporting documentation for FIDs referred to the Imported Food Inspection Scheme

Commercial and government documentation is an important part of the clearance process for FIDs that are referred for biosecurity assessment, or to the Imported Food Inspection Scheme or both.

All documentation presented must comply with the Minimum Document Requirements Policy.

Customs brokers and importers that provide clear, complete and correct commercial and government documentation will reduce the time required to process each FID. The following details must be provided for each FID referred to the department:

importer name
importer address
importer contact phone
importer fax number
importer email address (where available)
location where the goods will be inspected

The requirements below for Line Identification, Lot Code List and Laboratory Nomination Form must also be presented for each FID that is referred to the Imported Food Inspection Scheme.

Linking lines in a FID to commercial documentation

A document such as an invoice, packing list or lot code list must be provided that links each line in the FID to each type of food on the commercial documentation.

If no document is provided, or the document provided is not sufficient for an officer to link each line in the FID to each type of food on the commercial documentation, the FID will not be processed at that time and the customs broker or importer must submit new or revised documents so this assessment can be done.

Lot Code list

A Lot Code list must be provided at the time of processing the FID and also presented to the officer at the time of inspection. The Lot Code list must be provided for each type of food (batch) in the FID. The Lot Code list is used to estimate the time required for an inspection and to determine the number of samples that will required for analytical testing.

Please refer to the following definitions for guidance on the information required on a Lot Code list:

Lot - Is a quantity of food of a particular kind prepared under the same general conditions, from a particular packing or preparation unit, during a particular period (usually indicating a 24-hour period of production). The way a lot is identified may be by marks or codes devised by the manufacturer. 'Use-by' or packing dates may satisfy this requirement when in day/month/year format.

Lot code list - A list of all lot codes within a consignment that identifies the number of cartons OR quantity per lot for each type of food (batch).

Eg: Lot 2004/07 – 100 cartons x 24 x 375g cans of tomatoes.

Laboratory Nomination Form

Analytical testing of imported food samples can only be performed by a laboratory that is an appointed analyst under Section 34 of the Imported Food Control Act 1992. The first Food Control Certificate for the FID will advise if samples will be required for analytical testing. The customs broker or importer must nominate an appointed analyst on a Laboratory Nomination Form before contacting the department to book an inspection.

The department will issue a second Food Control Certificate for the FID once the appointed analyst has returned the Laboratory Nomination Form to the department and confirmed that they will conduct the analytical testing of the imported food samples.

An importer may have an ‘ongoing nomination’ with an appointed analyst. Where this arrangement is in place, an appointed analyst does not need to be nominated for future FIDs unless requested. An ongoing nomination must be accepted by the appointed analyst before it is accepted by the department. Separate ongoing nomination arrangements are to be made with each regional office that will conduct the inspection and sampling.​

​​