GB Safety & Security: Embracing Compliance Ahead of the Deadline

Following a recent extension, the deadline for mandatory compliance with the UK’s GB Safety & Security (GB S&S) system for imports from the EU has moved from October 31, 2024, to January 31, 2025. This shift provides businesses with additional time to adapt to the new post-Brexit requirements for Safety and Security declarations on EU imports, acknowledging the need for readiness across various sectors

However, the UK government has underscored the importance of early adoption, encouraging all businesses prepared to start submitting these declarations to do so as soon as possible, rather than waiting until the January deadline. Early adopters will not only help reduce the risk of operational disruptions but will also contribute to a smoother compliance transition, ensuring that they remain agile and responsive in the evolving trade landscape.

What is GB Safety & Security?

As the UK builds its post-Brexit regulatory framework, the GB Safety & Security (GB S&S) system—also sometimes known as GB ICS or S&S GB—stands as a key requirement for cross-border trade. Acting as the UK’s version of the EU’s Import Control System (ICS), GB S&S is designed to protect the UK from potential safety and security risks tied to incoming cargo, including threats from illicit goods or hazardous materials. With mandatory detailed, pre-arrival cargo information requirements, the GB S&S system helps the UK maintain border safety across all modes of transport.

While GB S&S shares similarities with the EU’s ICS, there are significant differences. For instance, GB S&S focuses only on Pre-Arrival filings, unlike ICS2, which includes both Pre-Arrival and Pre-Loading filings. Furthermore, the UK’s system doesn’t involve a Request for Information (RFI) process, nor does it require dual filings or HS codes as mandatory. The GB S&S system is straightforward but critical, relying on timely, advanced data from importers and carriers to uphold security standards.

Why Early Adoption of GB Safety & Security Compliance is Key

Initially, the UK government provided a waiver for imports from the EU, giving businesses time to adapt to the new post-Brexit requirements without the immediate pressure of compliance. However, this transitional grace period ends on January 31, 2025. From that date on, all imports into the UK from the EU will require an Entry Summary Declaration (ENS) under GB S&S. This is a substantial shift for many businesses, especially those that have not had to submit such filings before.

Businesses cannot wait until January 31 to act. Early preparation is key to avoiding disruptions, ensuring compliance, and securing smoother operations. Start now to ease the transition and stay ahead. Contact us today to get started

Who Should Prepare for GB S&S Compliance Now?

The GB S&S system and the impending waiver expiration will impact a range of stakeholders across logistics and trade. Those who will be most affected include:

Short Sea Maritime Carriers: These carriers, shipping from the EU to the UK, will face substantial changes in documentation and filing requirements under GB S&S. Early adoption will allow for smoother compliance adaptation.
Deep Sea Carriers: While deep-sea carriers currently file ENS for non-EU shipments, they will need to extend these processes to include EU-sourced goods. Starting preparations now can help integrate these additional steps into existing workflows.
Hauliers: Carriers transporting goods by road from the EU to the UK must ensure compliance with GB S&S, even if they have limited experience with these requirements. Early action will help them identify and close any data gaps that might hinder timely filings.
Freight Forwarders: These businesses must verify that every shipment they manage complies with GB S&S requirements, particularly those handling large shipment volumes. Early adoption will help build an efficient system for meeting filing obligations.
Air Carriers: EU-based air carriers exporting goods to the UK will need to update their processes to meet GB S&S filing standards. Early compliance planning can smooth the operational transition and help establish efficient filing systems.

Addressing GB S&S Compliance Challenges Now

Early adopters have the advantage of addressing the unique challenges of GB S&S compliance with time to spare. Key hurdles include:

Data Management: Carriers must ensure they have access to accurate cargo information. Starting early allows time to streamline data collection processes.
System Readiness: Many businesses may need new or upgraded systems to handle GB S&S filings. Implementing these systems now will prevent delays in January 2025.
Process Integration: Businesses with complex logistics chains need to integrate GB S&S requirements without disrupting existing operations. Preparing early minimises the risk of integration issues as the deadline approaches.
Expertise and Training: Keeping up with evolving regulations and training teams to handle GB S&S compliance is critical. Early training builds organisational readiness for seamless operations under the new regime.

Solutions to Streamline Early GB S&S Compliance

To streamline the compliance process, businesses can leverage platforms such as Descartes Customs and Global Safety Filing solutions:

Existing Connectivity: Descartes is already supporting many customers for their GB S&S filings, making compliance simpler and reducing the risk of last-minute adjustments.
SaaS Flexibility: As a cloud-based service, Descartes' Customs and Global Safety Filing solutions do not require heavy upfront investment, making it accessible for businesses of all sizes.
UI and Integration Options: Whether companies need a user-friendly interface or a fully-integrated solution with existing systems, Descartes Customs and Global Safety Filing solutions provide flexible options.

For companies already using Descartes Customs systems, integrating with GB S&S filing can be seamless, minimising disruptions and creating an efficient workflow for customs compliance.

Take Action Now

With the January 31, 2025 deadline fast approaching, now is the time to prepare for GB S&S compliance. Early adoption offers significant benefits:

Evaluate Current Systems: Identify gaps in your current setup and implement necessary adjustments now to ensure compliance readiness.
Invest in Training: Provide early training on GB S&S requirements to avoid rushed learning curves and potential errors as the deadline nears.
Partner with Experts: Descartes and similar platforms offer comprehensive support to simplify compliance and ensure your operations are prepared.
Stay Informed: Regulations evolve, and early adopters are more likely to stay on top of necessary changes, minimising last-minute adjustments and ensuring ongoing compliance.

FAQ: Safety and Security Declarations

Based on current trends and searches, the top questions people are asking about the new GB Safety and Security declaration requirements for imports from the EU include:

What is a Safety and Security (S&S) declaration, and who needs to file it?

A (GB) Safety and Security (S&S) declaration is a mandatory pre-arrival notification that provides UK customs authorities with detailed information about goods being imported into GB (England, Scotland, and Wales). This declaration is essential for assessing potential risks associated with incoming goods and ensuring border security.

Who Needs to File It?

The legal responsibility to submit an S&S declaration lies with the carrier of the goods. The carrier is defined as the operator of the active means of transport on, or in, which the goods are brought into the customs territory. This includes:

Hauliers: For road transport, the haulage company is responsible for lodging the declaration for accompanied goods.
Ferry Operators: For unaccompanied goods transported via roll-on roll-off (RoRo) ferries, the ferry operator is responsible.
Airlines: For air transport, the airline that has contracted and issued the air waybill for the carriage of the goods into GB is responsible.
Shipping Companies: For sea transport, the shipping company that has contracted and issued the bill of lading for the carriage of the goods into GB is responsible.

While the carrier holds the legal obligation, a third party, such as an importer or customs agent, can submit the declaration on the carrier's behalf, provided this is done with the carrier's knowledge and consent. However, the carrier remains responsible for ensuring the declaration is submitted within the legal time limits.

What information is required in the Safety and Security declaration?

Mandatory Data Elements

Consignor (Exporter) Details:
- Name
- Address
- Economic Operators Registration and Identification (EORI) number, where applicable

Consignee (Importer) Details:
- Name
- Address
- EORI number, where applicable

Carrier Details:
- Name
- Address
- EORI number, where applicable

Person Submitting the Declaration: EORI Number
Goods Description: Precise description of the goods
Gross Mass: Weight of the goods, including packaging
Number of Packages: Total count of packages
Type of Packages: Packaging codes (e.g., boxes, pallets)
Transport Document Number: Reference number of the transport document (e.g., bill of lading, air waybill)
Transport Mode at Border: Mode of transport crossing the GB border (e.g., sea, air, road)
Identity of Active Means of Transport Crossing the Border: Identification (e.g., vehicle registration number) and nationality of the transport means
Place of Loading: Location where goods are loaded onto the means of transport
Place of Unloading: Location where goods are unloaded from the means of transport
Customs Office of First Entry: First GB customs office where goods will be presented
Expected Arrival Date and Time: Estimated date and time of arrival in GB
Seal Number: Seal identification number, if applicable
Country(ies) or routing codes

Conditional Data Elements

These fields are required based on specific circumstances:

Conveyance Reference Number Identification of the journey of the means of transport for example, voyage, flight or trip number, if applicable.
Package Shipping Marks Free form description of the marks and numbers on transport units or packages.
Notify Party If available
Transport Charges Method of Payment: How transport charges are paid (e.g., prepaid, collect)
Container Number: Identification number of the container, if used
Dangerous Goods Indicator: Indication if goods are classified as dangerous
Unique Consignment Reference Number (UCR): Unique identifier for the consignment

Optional Data Elements

These fields can be provided to facilitate processing but are not mandatory:

Commodity Code: Harmonized System (HS) code for the goods
Nationality of Active Means of Transport Crossing the Border: Providing accurate and complete information in these fields is crucial for compliance and to prevent delays in the movement of goods. For detailed guidance, refer to the UK government's official documentation on safety and security requirements.

What are the consequences of failing to comply with the new declaration requirements?

Non-compliance with the Great Britain (GB) Safety and Security (S&S) declaration requirements can lead to several significant consequences:

Financial Penalties: Failure to submit accurate and timely S&S declarations may result in civil penalties. The maximum penalties provided in law are £2,500 per contravention for more significant irregularities and £1,000 per contravention for less serious ones.
Shipment Delays: Incomplete or late submissions can cause customs authorities to hold or inspect goods, leading to delays. Such delays can disrupt supply chains, affect delivery schedules, and potentially harm customer relationships.
Refusal of Entry: In cases of significant non-compliance, goods may be denied entry into GB. This can result in the need to return shipments to the origin country, incurring additional costs and logistical challenges.
Operational Inefficiencies: Non-compliance can lead to increased waiting times for freight vehicles at borders, affecting delivery schedules and operational costs.
Legal Consequences: Persistent non-compliance may lead to further legal actions, including investigations and more severe penalties.

How can companies prepare for the January 31, 2025, enforcement date?

1. Preventive Measures

Accuracy: Provide complete and accurate information to avoid triggering inspections or delays.
Training: Educate staff and partners about the importance of compliance to prevent errors.
Timely Submission: Ensure all S&S declarations are submitted within the required timeframes before goods arrive at the GB border.

By adhering to the S&S declaration requirements, hauliers and other stakeholders can facilitate smooth cross-border operations and avoid the adverse effects of non-compliance

2. Understand the Requirements

Familiarize with S&S Declarations: Gain a comprehensive understanding of the data elements required for S&S declarations, including consignor and consignee details, goods description, transport information, and packaging specifics.
Identify Responsible Parties: Determine who within your supply chain is responsible for submitting these declarations, typically the carrier or a designated third party.

3. Assess and Upgrade Systems

Evaluate Current Capabilities: Review existing systems to ensure they can handle the submission of S&S declarations.
Implement Necessary Upgrades: If current systems are inadequate, invest in software solutions that facilitate the accurate and timely submission of declarations.

4. Train Staff and Partners

Conduct Training Sessions: Provide comprehensive training for employees and logistics partners on the new requirements and procedures.
Develop Reference Materials: Create manuals or guides outlining the steps for compliance to serve as ongoing resources.

5. Engage with Service Providers

Consult Customs Brokers: Work with customs brokers or freight forwarders experienced in S&S declarations to ensure compliance.
Utilize Software Solutions: Consider platforms that automate data extraction and filing processes to reduce errors and streamline operations.

6. Conduct Trial Runs

Perform Test Submissions: Before the enforcement date, conduct trial submissions to identify and rectify any issues in the process.
Seek Feedback: Engage with customs authorities or service providers to receive feedback and make necessary adjustments.

7. Stay Informed

Monitor Official Updates: Regularly check official government communications for any changes or additional guidance related to S&S declarations.
Participate in Industry Forums: Join industry groups or forums to share experiences and learn best practices from peers.

By proactively addressing these areas, companies can ensure a smooth transition to the new S&S declaration requirements, minimizing the risk of delays or penalties associated with non-compliance.

*These top questions highlight the industry’s need for clarity and guidance in the lead-up to the January 2025 deadline. However, for more FAQ and information on Datasets please visit HMRC information here