Applying to be a TSW registered user - New Zealand Customs Service

JBMS FACT SHEET:
APPLYING TO BE A TSW
REGISTERED USER
Trade Single Window (TSW) is part of the Joint Border Management System (JBMS)
managed by Customs and the Ministry for Primary Industries (MPI). Importers, exporters,
freight forwarders, express couriers, customs brokers, carriers and others submit electronic
messages to TSW to report or clear cargo and craft entering and departing New Zealand.
These electronic messages are called ‘lodgements’. TSW passes lodgements to Customs,
MPI and other relevant border agencies, and manages the agencies’ responses.
To submit lodgements, you need to be a registered TSW user. This fact sheet explains how to register as
a TSW user. It applies whether you will submit lodgements using your company’s system, or the TSW
Online website.
For now, most of the registration process set out below is done by Customs and involves paper application
forms. Users will be able to complete registration fully online in a later phase of the JBMS project.
For further information about JBMS, TSW, lodgements and the TSW Online website, see:
JBMS Fact Sheet – Overview of JBMS
JBMS Fact Sheet – Electronic Submission of Lodgements
JBMS Fact Sheet – Registering to use TSW Online
BEFORE YOU APPLY
Before you can be registered to submit some lodgement types, you need to provide evidence that you
have the knowledge to accurately complete content and to comply with any requirements for the goods
being imported or exported.
The current evidence of competency requirements are set out in the table below. For assistance on these
requirements, call 0800 4 CUSTOMS (0800 428 786).
ISSUE DATE: JULY 2013

Lodgement type
»»
Import Entry or Import Declaration
»»
Unaccompanied baggage and
household effects clearances
EVIDENCE OF Competency
»»
Successful completion of NZQA standards* 18622, 18639, 18627
and 18628, or
»»
Successful completion of a training programme recognised by
Customs, and/ or
»»
Passing a competency assessment with a Customs officer.
»»
Export Entry or Export Declaration »»
Successful completion of NZQA standards* 18622 and 18628, or
»»
Successful completion of a training programme recognised by
Customs, and/or
»»
Passing a competency assessment with a Customs officer.
* NZQA Standards:
18622 Interpret the tariff and classify imported, exported and excisable goods
18639 Use the transaction method to value goods for Customs purposes
18627 Calculate the revenue payable on goods subject to the control of Customs
18628 Demonstrate knowledge of Customs goods entries
HOW TO REGISTER AS A TSW USER
Note: To submit lodgements using the TSW Online website, you need to also separately register as
a TSW Online user. Please complete that process before applying to be a TSW registered user - see
JBMS Fact Sheet – Registering to use TSW Online.
There are three steps to register as a TSW user (appendix 1 to this Fact Sheet provides an easy-to-follow
diagram):
1. Complete the application form Regulation Form 9 and NZCS 228 – Trade Single Window –
Supplementary form. These can be found on www.customs.govt.nz Form 9 includes declaring whether
you have any criminal convictions, and attaching evidence of your competency if required.
2. Provide an original birth certificate and one form of photo identification, eg, a passport, New Zealand
driver licence, or another acceptable official form.
If you apply using a different name, evidence of a legal change of name will also be required eg,
marriage certificate. Where documents are not in English, you will need to provide translations by a
Customs-approved translation service.
3. Then:
- If you are applying to submit Import Entries/Declarations, Unaccompanied Baggage Clearances
or Export Entries/Declarations, you must deliver the application form, supplementary form and
supporting documents in person to your nearest Customs office – locations are listed on
www.customs.govt.nz This is so that your identity can be fully verified.
- If your application does not include submission of Import Entries/Declarations, Unaccompanied
Baggage Clearances or Export Entries/Declarations, you can either submit your forms and supporting
documents in person as above, or email them to declarantcodes@customs.govt.nz If the documents
are emailed they must be copied and certified. They can be certified by a Customs officer, Police
officer, Justice of the Peace, lawyer or at a NZ Post counter. The certifier must record on the copy that
they have sighted the original of the document, and certify that it is a true copy of that original.
The certifier then signs and dates the copy, and records their name and position under their signature.
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ISSUE DATE: JULY 2013

WHAT HAPPENS NEXT?
Customs may grant your application and impose any conditions, or refuse it.
Successful applicants will be sent a TSW registered user code and a unique user identifier if required
(see below) by mail approximately 7-10 working days after application. You will then be ready to submit
lodgements. If your application is refused, you will be advised in writing of the reasons.
If your personal details change (e.g. you move to a different company), you will need to update your
details by completing NZCS Form 229 – Customs Computerised Entry Processing System Registered User
Update and emailing it to clientupdate.request@customs.govt.nz
UNIQUE USER IDENTIFIER (UUI)
Some lodgements, including Import Declarations, Unaccompanied Baggage Clearances and Export
Declarations, have to be submitted under a unique user identifier (UUI). The UUI is similar to a personal
identification number (PIN), and identifies the person submitting a lodgement. You enter your UUI just
before sending the lodgement to TSW.
UUI features:
• Your UUI is unique to a TSW registered declarant, so each declarant in a company will have their own
individual UUI.
• Each declarant can only have one TSW registered user code and one UUI for that code.
• UUIs are confidential to the registered declarant. Customs and MPI personnel do not have access to
them.
• Your UUI stays the same if you move to a new company.
YOUR RESPONSIBILITIES
The security of our border is important for New Zealand’s economic well-being and reputation as a
trusted international trading partner. It is essential that our border management system is secure; the
registration of users and issuing of UUIs contribute to this security. You must:
• Keep your UUI confidential and take all reasonable precautions to ensure no one else can find it out.
• Only use your own UUI for submitting lodgements and border clearance information.
• Recognise that you are legally responsible for all lodgements submitted using your UUI, unless you
have previously notified Customs that your UUI is no longer secure.
• Immediately advise Customs if you think your UUI number may no longer be secure by phoning
0800 4 CUSTOMS (0800 428 786) or emailing declarantcodes@customs.govt.nz If emailing,
please insert “urgent” in the subject line.
• Advise Customs if any of the information you provided when you applied to be a registered TSW user
has changed. Complete NZCS Form 229 Customs Computerised Entry Processing System Registered
User Update and email it to clientupdate.request@customs.govt.nz
• If you want to cease using your UUI to submit lodgements, advise Customs by emailing
declarantcodes@customs.govt.nz to explain when you will cease using your UUI and the reason
for this.
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ISSUE DATE: JULY 2013

A TSW registered user must comply with any conditions imposed on the use of the UUI. It is an offence to
use the UUI of any other registered user, or to use a UUI while not a registered user.
From time to time Customs may review registered TSW users, including:
• verifying that registration information is current
• confirming the UUI is still required
• checking that any conditions have been complied with
• requiring evidence of continued competence.
Your registration may be cancelled or suspended if you don’t comply with conditions, or are convicted of
a border-related, dishonesty, fraud, or drug offence in New Zealand or overseas.
Cancelling a UUI:
If you think your UUI may no longer be secure, or you have misplaced or forgotten it, please contact
Customs immediately to have the UUI cancelled and a new one issued by phoning 0800 4 CUSTOMS
(0800 428 786) or emailing declarantcodes@customs.govt.nz If emailing, please mark it as “urgent” in
the subject line.
FURTHER INFORMATION
For further information about JBMS, TSW, and options for submitting lodgements, see:
• JBMS Fact Sheet – Overview of JBMS
• JBMS Fact Sheet – Electronic submission of lodgements
For information on how to register to use TSW Online, see:
• JBMS Fact Sheet – Registering to use TSW Online.
Websites: www.customs.govt.nz and www.mpi.govt.nz
Email: feedback@customs.govt.nz
Phone: 0800 BORDER (0800 267 337)
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ISSUE DATE: JULY 2013

Appendix I
applying to become a tsw registered user
Note: If you want to use the
TSW Online website to submit
lodgements, start with JBMS Fact
Sheet – Registering to use TSW
Online – then return here.
Satisfy any competency
requirements for the lodgement
types you want to submit
Go to www.customs.govt.nz
Complete Form 9 and supplementary form NZCS 228
– you can find these using ‘Search this site’
IN PERSON
Submit your forms to Customs along
with your original birth certificate
and an acceptable form of photo
ID, and evidence of competency
if required
Note: Applications to submit
Import and Export Declarations
and Unaccompanied Baggage
Clearances cannot be emailed
– they must be made in person
BY EMAIL
At your nearest Customs
office – locations are listed
on www.customs.govt.nz
Approx.
7–10 days
If your application is
approved, you will
get your TSW User
Registration code and
Unique User Identifier
(UUI) by mail
Approx.
7–10 days
Copy your identity documents,
have them certified, and
email them with your forms to
declarantcodes@customs.govt.nz
You are a TSW Registered User
If you applied to use TSW online, you will also get a TSW
email containing the information you need to start.
Do you need help? For assistance contact 0800 4CUSTOMS (0800 428 786)
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ISSUE DATE: JULY 2013