How to File for a Customs Declaration Form in Kenya: A Step-by-Step Guide

In Kenya, importing and exporting goods requires businesses and individuals to submit the Customs Declaration Form (CDF) to the Kenya Revenue Authority (KRA). This process is essential for ensuring that goods comply with trade regulations, appropriate taxes are paid, and records are kept for auditing. The process has been made easier through the Kenya TradeNet System, a digital platform that simplifies the customs declaration process for traders.

If you’re a business or an individual involved in cross-border trade, here’s a comprehensive guide on how to file a Customs Declaration Form in Kenya, ensuring smooth customs clearance and compliance with KRA regulations.

What is a Customs Declaration Form (CDF)?

The Customs Declaration Form (CDF) is a document that traders use to declare goods being imported or exported in Kenya. The primary purpose of the CDF is to:

• Ensure that duties and taxes are paid as per KRA regulations.
• Confirm compliance with Kenya’s import and export policies.
• Maintain accurate records of trade for auditing and legal purposes.

With the digitalization of the process via Kenya TradeNet, filing the CDF has become more convenient and accessible to traders.

Step-by-Step Guide to Filing a Customs Declaration Form (CDF) in Kenya

Step 1: Register on the Kenya TradeNet System

Before you can file a customs declaration, you need to create an account on the Kenya TradeNet System:

• Visit the Kenya TradeNet System website.
• Click Register and provide your business or personal details.
• For individuals, register using your ID or passport number.

Once you’ve completed the registration process, you can log in to your account and begin filing declarations.

Step 2: Gather Required Documentation

To file the Customs Declaration Form, ensure that you have the following documents ready:

• Commercial Invoice: A document detailing the goods, price, and seller information.
• Packing List: Shows the contents of each shipment.
• Bill of Lading or Airway Bill: Proof of shipment.
• Import/Export License (if applicable).
• Certificates of Origin for certain goods.
• Proforma Invoice for imports.

Having all these documents will make the declaration process faster and more efficient.

Step 3: Log In and Start the Declaration Process

Once your registration is complete, log in to your Kenya TradeNet account:

• Navigate to the Customs Declaration Module.
• Select Create New Declaration.
• Choose the type of declaration:
  • Import Declaration Form (IDF) for importing goods.
  • Export Declaration Form (EDF) for exporting goods.

Step 4: Fill in the Customs Declaration Form

Fill in all the required details about your shipment, including:

• Consignor and Consignee Details: Provide the names and addresses of the sender and recipient.
• Description of Goods: Specify the type, quantity, and value of goods.
• Harmonized System (HS) Codes: Enter the HS code for your goods to determine applicable duties and taxes.
• Port of Entry/Exit: Mention the port of entry or exit for your goods.

Use the HS Code Lookup tool on Kenya TradeNet to ensure accuracy in filling the HS codes.

Step 5: Attach Supporting Documents

Upload scanned copies of the following documents:

• Invoices (commercial or proforma).
• Import/export licenses.
• Certificates of origin and any other required certificates.
• Bill of lading or airway bill.
• Packing list and other relevant documents.

Ensure that all documents are legible and in the required format.

Step 6: Submit and Pay Duties

Once you’ve completed the form and attached all necessary documents:

• Review your declaration for accuracy.
• Submit the form for review by the KRA.
• Pay the assessed duties and taxes through available payment options like M-Pesa, bank transfer, or online payment platforms.

Ensure that you receive a payment receipt after completing the transaction.

Step 7: Await Approval and Clearance

After submitting your customs declaration and paying the duties:

• The KRA will review your declaration.
• If everything is in order, you will receive a Release Order for your goods.
• If the KRA has any issues with your declaration, you will be notified and required to provide additional information or clarification.

Once approved, your goods can proceed to clearance, and you can take possession of them.

Key Points to Remember

• Accurate Documentation: Ensure all fields are filled accurately, especially when entering HS Codes, which determine duties and taxes.
• HS Code Lookup: Use the HS Code Lookup tool on Kenya TradeNet for accuracy and compliance with customs regulations.
• Timely Payment: Pay duties and taxes promptly to avoid penalties.
• Digital Submission: The entire process, from registration to submission and payment, is digital, streamlining the experience.

Conclusion

Filing the Customs Declaration Form (CDF) in Kenya is a critical step for anyone involved in cross-border trade. With the Kenya TradeNet System, the process has been simplified, making it easier for businesses and individuals to declare goods, pay duties, and clear their shipments efficiently. By following this guide, you’ll be well-equipped to navigate the customs declaration process and ensure smooth and timely delivery of your goods.