Unsollicited donation awareness

ARE YOU WILLING TO HELP THE POPULATION AFFECTED BY THE CRISIS?

 

Inappropriate and ill-timed donations can disrupt and disorganise relief operations, congesting ports, airports, and other access points to affected populations. They can monopolise or compete with priority necessities in accessing transport and storage facilities. They can also disrupt the local economic market.

Before starting a project, take a moment to consider its impact.

 

 

To support you in your project, the HLA and Bioport have drawn up some advice and instructions to raise awareness and to guide you in the best possible way while donating.

 

Bioport-HLA in-kind donation guidelines

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In-kind donations collections & shipments

WHAT SHOULD I DO?

 

 

RECOMMENDATIONS AND BEST PRACTICES

 

To ensure the smooth transportation of your humanitarian cargo, we would like to share with you some recommendations and good practices regarding the in-kind donations’ collections.

 

 

Be aware of:

 

  • Use-by dates (UBD), date of minimum durability (DMD) and best-before dates (BBD).
  • Goods requiring special transport and handling conditions (e.g. controlled temperature, etc.).
  • Import/Export restrictions: some countries prohibit the import of certain goods.
  • Regulations (sanitary and phytosanitary), compulsory certificates (of origin, phytosanitary, GMO, etc.), inspections, etc.
  • Labelling and packaging (follow the regulations of the exporting and importing countries, as well as the recommendations for packaging the goods).
  • Batch numbers and manufacturing details. These are essential for traceability.

 

Encourage the shipment of products that:

 

  • Can be stored at room temperature.
  • Are dried and/or canned.

 

 

Pay attention to:

 

  • The medical equipment condition. Only equipment in good condition makes sense.
  • The relevance of the equipment to be sent. Make sure that it is complete and not fragmented. Operating instructions and associated consumables should be included. Where appropriate, ensure that the consumables associated with the use of the medical equipment can be sourced locally.
  • Use-by dates (UBD).
  • Goods’ nature and characteristics (electronic devices, electrical equipment, hazardous materials, batteries, etc.).
  • Import/Export restrictions: some countries prohibit the import of certain goods.
  • Regulations on medical devices and products requiring special export/import permits (medicines, narcotics, psychotropic substances, and precursors), compulsory certificates (origin, analysis, sanitary, phytosanitary, GMO, non-radioactive, etc.), controls, inspections.
  • Labelling and packaging (follow the regulations of the exporting and importing countries, as well as the recommendations in terms of packaging, handling and storage of goods)
  • Batch numbers and manufacturing details. These are essential for traceability.

 

 

In emergency situations, it is important to maintain goods supply through a secure pharmaceutical path along all the distribution chain.

 

Pay attention to

 

  • The utility of the medicines and pharmaceutical products to be sent.
  • Use-by dates (UBDs).
  • Substance’ and products’ nature and characteristics.
  • Import/Export restrictions: countries prohibit the import of certain goods.
  • Regulations on substances and products that require a special permit to be imported (medicines, narcotics, psychotropic substances and precursors), compulsory certificates (of origin, analysis, sanitary, phytosanitary, GMO, non-radioactive, etc.), controls, inspections.
  • Labelling and packaging (follow the regulations of the exporting and importing countries, as well as the recommendations in terms of packaging, handling, and storage of goods).
  • Batch numbers and manufacturing details. These are essential for traceability.

 

Please note that due to the inadequacy of the medicines considered compared to the real needs of the population, and for public health reasons, the redistribution of unused medicines for humanitarian purposes can no longer be carried out since 31 December 2008.

 

Only drug manufacturers, via a secure pharmaceutical chain, can now supply health establishments in order to respond urgently to the needs of affected populations.

 

 

Pay attention to:

 

  • Production batch numbers.
  • Use-by dates (UBD), minimum durability dates (MDD) or best-before dates (BBD).

 

 

Be aware of:

 

  • Products subject to an export licence.

 

–> Examples of products that may be subject to an export licence

 

o Protective equipment (bullet-proof vest, ballistic helmet, etc.).

o Communication equipment (walkie-talkie, satellite phone, radio, modem, computer equipment, etc.).

 

Note that some equipment have a dual use and can therefore be assimilated to war material. Note that the equipments, goods, or technologies assimilated to war material and defence-related products subject to prior export authorisation are officially listed. You should refer to the relevant country regulations in terms of export and import licences.

 

The export licence application for exporting war material or goods assimilated to war material has to be made through the Ministry of Armed Forces or Ministry of Defence. This export licence must be granted prior exportation for any temporary or definitive export of war material or goods assimilated to war material.

 

The export licence for exporting communication equipment such as satellite phones and high frequency (HF) and very high frequency (VHF) radios, among others, has to be made through the Ministry of Communications.

 

 

Pay attention to:

 

  • Goods’ nature and characteristics.
  • Documents required for the transport of hazardous goods (UN number, MSDS, etc.).
  • Packaging required for the transport of hazardous goods.

 

Many products are subject to specific regulations in terms of packaging, handling, transportation, and storage, or even to restrictions, and must be handled by authorised professionals.

 

 

Pay attention to:

 

  • Types of product packaging, and labelling languages required for use or consumption in the country of destination.
  • Types of packaging, and labelling required for transport, handling, and storage.

 

 

Pay attention to:

 

  • Documents and characteristics of the vehicle (handover certificate, vehicle registration document, etc.).
  • Documents and specifications of any special fittings and equipment that are an integral part of the vehicle (medical unit, installed equipment).
  • Documentation and specifications of all loose items (furniture, medical equipment and consumables, spare parts, chemicals, etc.).

 

Medical device donations

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Medicine donations

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Medical items donations' quality

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Transportation & temporary storage commercial solutions

 

Ukraine-specific shipping rules and procedures

HUMANITARIAN RELIEF IN UKRAINE: WHAT SHOULD YOU REMEMBER?

 

SIMPLIFIED PROCEDURE

 

Following the Russian invasion of 24 February 2022, martial law was introduced and then extended several times by the Ukrainian parliament. During the periods when martial law is in force, a resolution on the clearance of certain products imported into Ukraine has been adopted.

 

At the initiative the President’s Office of Ukraine, an electronic customs declaration form can now be used to speed up the clearance of humanitarian aid (https://customs.help.gov.ua/en/).

 

SHIPPING RULES FOR EU GOODS

 

NGOs, civil society organisations, companies, or communities willing to send cargoes of a humanitarian nature from the EU, benefit from simplified export declarations.

 

EU COUNTRIES

 

Please note that shipments from the EU to a country located within the customs territory of the European Union (e.g. Poland, Romania, Hungary, Slovakia) are not subject to any export formalities. Nevertheless, these goods remain subject to the tax formalities normally required.

 

Exports of donated or collected goods to Ukraine may be exempted from the normal export clearance declarations (except those subject to excise duties and prohibitions or restrictions). They benefit from a simplified procedure.

 

UKRAINE

 

--> Export declaration: Use a customs agent

 

List of information and documents to be provided:

 

  • Packing list (weights, volumes, goods characteristics)
  • Non-commercial invoice (goods value for customs value)
  • EORI number (exporter’s business registration / tax code number)
  • Name and address of donor
  • Name and address of recipient
  • Free-gift certificate
  • Export licence (if applicable)

 

--> Import declaration: Requires a Ukraine-based customs agent

 

List of information and documents to be provided:

 

  • Name and address of donor
  • Name and address of recipient
  • Business registration number / tax code number of the recipient registered in Ukraine (USREOU)
  • Name of the border checkpoint
  • Driver’s identification
  • Vehicle registration (tractors + trailers)
  • Free-Pass (Declaration form)
  • Transport documentation (CMR, CIM*)
  • Import licence (if applicable)
  • Letter of guarantee (if applicable)

 

*B/L and LTA currently not applicable due to seaports and airports closure

 

NOTA BENE … SHIPMENTS OF CONTROLLED PHARMACEUTICAL PRODUCTS

 

Any association or organisation wishing to make humanitarian shipments of medicines must go through a humanitarian exporting wholesaler (pharmaceutical establishment registered through the Ministry of Health or any other relevant health authorities).

________________________________________

The simplified procedure for importing controlled pharmaceutical products, such as narcotic drugs or psychotropic substances, makes it possible to simplify procedures and speed up customs clearance.

Although obtaining an import licence is temporarily granted automatically for imports from EU countries, it is advisable to follow certain recommendations.

________________________________________

Under martial law, the following information and documents are required for the import into Ukraine of controlled substances of emergency relief aid nature.

 

  • Identification of the recipient and beneficiaries of the controlled substances
  • Export licence
  • Certificates
  • Official application to the Ministry of Health of Ukraine
  • Import declaration (attach the authorisation from the Ministry of Health of Ukraine received as a result of the official application as well as the two letters of recommendation from the INCB and the WCO and the mention of the resolution of the Cabinet of Ministers of Ukraine)

 

Ensure that the recipient’s address is based in Ukraine. Controlled substances must be transported directly to Ukraine, no transit within EU countries allowed.

 

WHAT LANGUAGES ARE USED FOR SHIPPING PROCEDURES?

 

Export procedures are carried out in the language of the exporting country, or in French and/or English.

Import procedures are carried out in Cyrillic, or in Cyrillic AND English if necessary.

 

PRIORITY REGIONS

 

According to the Ministry of Reintegration and Occupied Territories, the priority regions for receiving humanitarian aid are Donetsk, Dnipropetrovsk, Zaporizhia, Kharkiv, Odessa, Mykolayev, Kherson, Luhansk and Sumy Oblasts.

 

FACILITATION OF ROAD TRANSPORT REGULATIONS FOR HUMANITARIAN CARGOES IN SUPPORT OF UKRAINE

 

EXEMPTION FROM TOLLS DUTIES

 

Following the Ukrainian conflict, several governments have taken measures regarding the use of toll motorway sections for vehicles carrying out goods for humanitarian purposes. Thus, it is now possible to be exempted from paying tolls (subject to conditions). Note that applications must be made upfront and to each country through which the vehicle wishes to transit by. Below are the links and/or contacts that will allow you to initiate these procedures.

 

AUSTRIA

Appendix 3B Application For Exemption Vehicles With A Max GVW Of More Than 3,5T (V 67) Appendix 3C Application For Exemption Road Section Toll (V 67)

ausnahmeantrag@asfinag.at

 

BULGARIA

Ukrainian vehicles for humanitarian purposes exempt from toll fees in Bulgaria | BG TOLL

info@bgtoll.bg

 

CZECH REPUBLIC

Exempting vehicles over 3.5 tons of weight for humanitarian purposes in connection with the war in Ukraine from the toll payment duty | Web Portal of the Electronic Toll System in the Czech Republic (mytocz.eu)

 

FRANCE

asfa@autoroutes.fr

 

GERMANY

Toll Collect GmbH

mautbefreiung@toll-collect.de

 

HUNGARY

Belügyminisztérium Nyilvántartások Vezetéséért Felelős Helyettes Államtitkárság (nyilvantarto.hu)

kozlekedesi.foosztaly@bm.gov.hu. (Hungarian Ministry of Intern Affairs)

 

POLAND

Announcement of the Minister of Infrastructure on the facilitation of humanitarian transport on toll roads (etoll.gov.pl)

Humanitarianaid@mi.gov.pl (Ministry of Infrastructure)

 

SLOVAKIA

Slovakia: Humanitarian transport toll exemptions | IRU | World Road Transport Organisation

Humanitarian convoys to Slovakia: Apply to the Ministry of Internal Affairs of the Slovak Republic

Humanitarian convoys transiting Slovakia: Apply to the Ministry of Foreign Affairs of the Slovak Republic

 

SLOVENIA

Toll payment exemption due to transport for humanitarian aid.pdf (dars.si)

occn@dars.si

 

SWITZERLAND

lsvaausland@bazg.admin.ch

 

BYLAW DECISIONS LIFTING TRAFFIC BANS AND RELAXING DRIVERS’ DRIVING TIME REGULATIONS

 

In support of the Ukrainian conflict, traffic regulations have been relaxed and driving bans have been lifted. As the situation is constantly evolving and measures are changing rapidly, we invite you to contact the Ministry of Transport or the Ministry of Infrastructure of the corresponding countries, in order to find out about the regulations in force.

 

REPUBLIC OF MOLDOVA

 

--> Export declaration: Use a customs agent

 

List of information and documents to be provided:

 

  • Packing list (weight, volume, goods characteristics)
  • Non-commercial invoice (goods value for customs value)
  • EORI number (exporter’s business registration / tax code number)
  • Name and address of donor
  • Name and address of recipient
  • Free-gift certificate
  • Export licence (if applicable)

 

--> Import declaration: Requires a Moldova-based customs agent

 

List of information and documents to be provided:

 

  • Name and address of donor
  • Name and address of recipient
  • Business registration number / tax code number of the recipient registered in Moldova
  • Name of the border checkpoint
  • Driver’s identification
  • Vehicle registration (tractors + trailers)
  • Free-Pass (optional)
  • Import licence (if applicable)
  • Letter of guarantee (if applicable)

 

GOOD TO KNOW

Countries such as Bulgaria, Georgia, Romania and Turkey allow the passage of Ukrainian drivers who do not hold international permits in order to simplify the logistics of humanitarian shipments to Ukraine.

Customs resolution UA

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Shipment documents

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Links and useful information

INFORMATIVE WEBSITES ON UKRAINE

 

The very volatile context linked to the Ukrainian conflict obliges us to be constantly alert and to watch out for changes and evolutions. To find out more, we recommend a few websites that summarise information about Ukraine.

 

Ukraine | Logistics Cluster Website (logcluster.org)

IMPACCT WG: Cross-border movement of humanitarian relief consignments (unocha.org)

Ukraine | REACH (reach-initiative.org)

ACAPS | See the crisis, change the outcome

Ukraine | OCHA (unocha.org)

Ukraine Data Explorer (OCHA/HDX)

Emergency Response Coordination Centre (ERCC) (europa.eu)

The New Humanitarian | Ukraine

 

THE HUMANITARIAN AID SYSTEM IN UKRAINE

 

 

HOW TO SUPPORT UKRAINE, FIND A RECIPIENT AND FIND OUT ABOUT EXISTING NEEDS?

 

Contact the Ukrainian embassy in France, the civil protection service in your region, the Ministry of Health in Ukraine and NGOs in the field to find a recipient, find out about needs and about existing initiatives.

The following NGOs, among others, are working in support of Ukraine: Première Urgence International, IFRC, World Food Programme, UNICEF, NRC, DRC, Médecins Sans Frontières, Médecins du Monde, People In Need, Action Contre la Faim, Save The Children, OXFAM, US Aid, Mercy Corps, InterSOS, ACTED, Plan International, Triangle Génération Humanitaire, etc.

 

Here are some contacts to start with your research:

 

Embassy of Ukraine in France, 21 avenue de Saxe, 75007 Paris consul_fr@mfa.gov.ua

European Food Banks Federation (FEBA)

Contact details of the Civil Protection Associations – Humanitarian Mission for Ukraine

Aide Médicale Caritative France – Ukraine amc@ukr.fr

Civil protection mission.ukraine@protection-civile.org

https://pomagamukrainie.gov.pl/

https://spivdiia.org.ua/en

https://www.ukrainenow.org/

WeUkraine

 

GOOD TO KNOW

Polish hubs and border crossings are currently overloaded. It is recommended to use countries other than Poland, if possible, in order to enter Ukraine.

In addition, with the resumption of shipments of food commodities (cereals, oils, etc.) from Ukraine, and an increase in phytosanitary controls, delays are to be expected when leaving the country.

Ukraine Humanitarian Supplies and Pipeline (26/05/2022)

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Glossary

ABBREVIATIONS AND DEFINITIONS

 

ADN (Agreement for International Carriage of Dangerous Goods by Inland Waterways): Regulations on the transport of dangerous goods by inland waterways.

ADR (Agreement for International Carriage of Dangerous Goods by Road): Regulations on the transport of dangerous goods by road.

ATA (Temporary Admission): Transit document facilitating international trade by simplifying customs formalities while reducing the costs of operations.

AWB (Air Waybill): Document required for the acceptance of goods and their transport by air. It is a transport contract between the carrier (the airline) and the shipper, i.e. the company that entrusts the transport of its products. The AWB must have a unique date and delivery number.

B/L (Bill of Lading): Document of title issued by the maritime carrier, or his representative, to the shipper-owner of the goods in recognition of the goods to be carried by his vessel.

Bonded warehouse: This is a customs procedure under which third-party goods can be placed under cover of a customs declaration for storage. These goods remain under customs supervision and this type of warehouse is closely linked to the customs office. The customs warehousing procedure allows for a permanent stock of goods to be held and used as and when required by the company.

Certificate: Documents required for export/import such as certificates of origin, analysis, phytosanitary, GMO-free, inspection, fumigation, etc. proving the characteristics and/or quality of the goods shipped.

Certificate of origin: Certificate that determines the origin of goods and the duty-free status of a shipment.

CIM (International Convention related to the Carriage of Goods by Rail): A document, also known as a consignment note, which allows the supervision of the smooth running of a rail transport service between several countries.

CMR (International Convention related to the Carriage of Goods by Road) : A document, also known as a consignment note, which makes it possible to supervise the smooth running of a road transport service between several countries.

Common Transit Convention (CTC): Procedure used for Customs transit operations between the signatory states of the Convention and, in general, applicable to the transport of non-EU goods for which Customs duties and other import taxes are involved, and of Community goods, which, between their point of departure and destination in the EU, must pass through the territory of a third country. These are exports and imports from an EFTA country or a third country (outside the EU) that is a signatory to the Common Transit Convention.

Dangerous goods: Materials or objects that present a risk to health, safety, property or the environment.

DEB (Déclaration d’Echange de Biens): Monthly Goods exchange declaration to be lodged for tax and/or statistical purposes for related intra-EU trades. It is compulsory in France for commercial operations within the European Union above a certain amount.

Delivery note: Document attesting to the delivery and conformity or non-conformity of the goods received.

DELTA (Dédouanement En Ligne par Transmission Automatisée): A dematerialised customs clearance system allowing nationwide communication between the declarant and the customs administration. The DELTA system applies to goods and customs procedures in France.

EAD (Export Accompanying Document): A document that accompanies the export of goods to a third country that is not part of the Community customs territory.

ECTN (Electronic Cargo Tracking Note): Document that allows the cargo to be tracked from the port of shipment to the port of discharge.

EORI (Economic Operator Registration and Identification): Number used for the identification of economic operators and other persons in their relations with the customs authorities (import or export of goods outside the European Union).

EUR 1: A movement certificate which attests to the origin of the goods and allows the goods to move with reduced customs duties in countries which have concluded preferential agreements on the basis of reciprocity with the European Union.

Export: Exit of goods to a foreign country.

Export/Import declaration: Declaration allowing the application for authorisation to export/import goods and determining the duties and taxes applicable to a shipment.

Free gift acceptance letter: Letter certifying that the consignee of the goods has been identified, and that this entity accepts the responsibilities incumbent upon it.

Free gift certificate: A certificate containing information on the conditions of the donation, the identity of the donor and the entity accepting the donation

HS Codes (Harmonised System): Harmonised Commodity Description and Coding System used to classify internationally traded goods. This nomenclature set up by the World Customs Organisation is a register of product classification according to several criteria, such as form, use, material or condition.

IATA DGR (International Air Transport Association Dangerous Goods Regulations): Regulations on the transport of dangerous goods by air.

IMDG Code (International Maritime Dangerous Goods Code): Regulations on the transport of dangerous goods by sea.

Import: Entry of goods from a foreign country.

Incoterms: A standardised term used to define the rights and obligations of buyers and sellers involved in international and national trade. It defines the distribution of transport costs, the place of risk transfer and the responsibilities of the parties with regard to loading, transport, type of transport, insurance, delivery and documentation. The Incoterm is expressed as a three-letter abbreviation followed by the exact place where the negotiated Incoterms rule applies.

Insurance certificate: Document indicating the type and amount of insurance coverage in force for a specific shipment of goods in a foreign country.

Intra-community shipment: Trading of goods between member countries of a union or alliance whose specific features are governed by agreements and conventions (e.g. EU).

ISPM15 ( International Standard for Phytosanitary Measures No. 15): Measures which requires treatment of wood-based packaging materials to significantly reduce the potential spread of plant pests in trade.

MRN (Movement Reference Number): A unique registration number given to each transit declaration to identify the movement.

MSDS (Material Safety data Sheet): Safety data sheet containing data on the properties of a hazardous substance concerning risks and hazards and the means of reducing them. These sheets must be distributed by the manufacturer or distributor of the product.

Non-commercial invoice: A so-called pro-forma invoice that has no commercial value. The value of the goods mentioned is useful for calculating the amount of duties & taxes, and for insurance cover purposes.

Packing List: Detailed contents of a shipment indicating weights, volumes, dimensions, type of packages and associated quantities.

Pre-Customs Declaration: Formality that has to be completed prior any import operation of goods in some countries and subject to the whose Free On Board (FOB) value.

RDE (Représentant en Douane Enregistré) : A legal person registered as a customs broker, who carries out on behalf of a third party the formalities for the application of customs legislation. The RDE performs, for example, the declaration and presentation of goods to customs for import, export, transit or warehousing operations.

RID (Regulations on International Carriage of Dangerous goods by Rail) : Regulations on the transport of dangerous goods by rail.

RITA (Référentiel Intégré Tarifaire Automatisé): A database containing the tariff, duties and taxes associated with the goods, as well as the documents required for customs purposes.

SAD (Single Administrative Document): A form consisting of a bundle of sheets used to make customs declarations. The SAD is the main document issued for import and export operations for the customs declarations in the EU.

Transhipment: The act of transferring goods from one means of transport to another. The transhipment point is the place where the cargo changes from one means of transport to another. It is usually a railway station, port or airport.

Transport documentation: Document proving a transport contract and recording the taking over or putting on board of goods by a carrier. This document is drawn up in the form of a bill of lading, a consignment note, an air waybill or a rail waybill.

TDG (Transport of Dangerous Goods): Transport governed by international agreements but also by national specificities that set the rules. By “goods” we mean both materials (chemicals, fuel, paints, acids, etc.) and equipment (ammunition, airbags, fire extinguishers, lithium batteries, etc.). The transport of dangerous goods can be carried out by road, rail, sea, river or air.

TIR (Transit International Routier) : A customs tax regime designed to facilitate the movement of goods in international road transport to the greatest extent possible. It provides transit countries with the security required to cover the customs duties and taxes due.

T1 (Transit Form 1) : A customs document of the External Community Transit (T1) regime which applies mainly to the movement of non-Community or similar goods within the territory of the European Union. It suspends duties and other applicable taxes until the goods reach their destination in the European Union.

T2 (Transit Form 2) : Customs document for the Internal Community Transit procedure which applies to Community goods which are dispatched from one point to another in the Customs territory of the European Union through the territory of one or more EFTA countries in application of the Convention on a common transit procedure.

T2L and T2LF: Document under which trade in Community goods with a part of the Community Customs territory with a special tax status (e.g. French overseas departments) is carried out, when it is necessary to prove the Community nature of the goods.

T5: Accompanying document certifying the exit of CAP (Common Agricultural Policy) products from the Community customs territory, when the office of exit is different from the office of customs clearance.

USREOU (Unified State Register of Enterprises and Organizations of Ukraine): Business registration and Tax code number of companies registered in Ukraine.

War Material Export Licence: A compulsory licence for any temporary or definitive export of war material and equipment assimilated to war material