Importing 101: Key Steps for Success in Kenya

P.C Imagine this scenario: You’ve recently established a business in Kenya focused on supplying or manufacturing a product, let’s call it X. However, neither the product itself nor its raw materials are available locally; you need to source them from another continent, in a country we’ll refer to as Y. Once you’ve concluded negotiations with your supplier and have your proforma invoice or commercial invoice in hand, what steps should you take next?.

Here is a brief guide on importation basics that everyone importing in Kenya should know:

Demystifying the Acronyms

1. IDF:

Import Declaration Form Sample

An IDF is the short form of the Import Declaration Form. This is the basic document for every commercial importation and it is issued by the Kenya Revenue Authority (KRA) via the Integrated Customs Management System (ICMS).

As a clearing agent, we help you to generate the IDF once you have the Proforma Invoice or Commercial Invoice from the supplier. The IDF contains the below key information:

• • Commercial Value of Cargo

Your invoice should indicate the value of goods as purchased from your supplier. IDF captures these values and relays the information to the ICMS system. We strongly encourage importers to use the correct value of goods. Scenarios of disputed values may occur after arrival which prompts goods verification to solve the dispute.

• • Quantity

The IDF also captures the quantity; these are the number of pieces or packages as well as the net weight of the shipment. In this case it’s important to note that the net weight cannot be changed after application of the IDF. We strongly advise that the details should be as correct as possible since IDF cannot be amended downwards to prevent cases of under-valuation on arrival..

• • Quality

Your invoice should indicate the value of goods as purchased from your supplier. IDF captures these values and relays the information to the ICMS system. We strongly encourage importers to use the correct value of goods. Scenarios of disputed values may occur after arrival which prompts goods verification to solve the dispute.

2. HS Code Classification (Harmonized System Code)

The HS code determine the tax bracket for your items, so, again, your clearing partner should guide you on the HS codes shared. This is also very highly dependent on the correct goods declaration on the invoice. For example, “clothes” is a general term while “socks” is very specific. Your invoice should be specific for proper classification.

3. COC (Certificate of Conformity)

After your IDF is ready and has a UCR code, the next step is to ensure that it complies with the KEBS requirements by having it inspected at the country of origin and a Certificate of Conformity (COC) issued. In the cases where the inspection is not required, you must have an exemption certificate issued by KEBS. Failure to acquire either the COC or the exemption certificate mandates a local inspection upon the goods’ arrival. Additionally, a Certificate of Analysis is necessary at the destination to verify conformity. Countries lacking KEBS-approved inspecting partners do not issue COCs. There is a local inspection fee that varies from 0.5% to 5% depending on the origin country. We therefore encourage all our clients to inspect goods at origin where possible to avoid inconveniences on arrival.

4. Pre-import Permits & Certificates

These are documents mentioned partially in number (1) above. The Kenyan government has put measures to ensure conformity of goods. Complying with some of the government bodies is also rewarding as it helps in exempting some taxes upon arrival especially for pharmaceutical and solar products. These documents need to be in place and issued in order to proceed with the export process from origin.

• Public Health Department (PPB Certificate) for medications and all things that touch on public health.
• Agriculture and Food Authority (AFA) – This covers some food items such as Cereals..
• National Bio Safety (NBS) also works hand in hand with AFA mentioned above..
• Anticounterfeit Authority (ACA) – Applies to most manufactured items, clothing, electronics-etc..
• Energy and Petroleum Regulation Authority (EPRA-previously known as ERC) – it verifies solar items and household electronics such as fridges.
• Communication Authority of Kenya(CAK) – It verifies conformity of all communication devices.

We understand that all this information can be overwhelming but we are here to guide and advise you on all importation matters. Our knowledgeable team is on standby to hold your hand from start to finish.

We are currently forwarding and coordinating collection of cargo from China.

Furthermore, we ensure that you have all the required documents before the vessel sails from the port of loading (POL). Our value addition is ensuring that you are aware of all requirements so that nothing catches you by surprise. We really do put emphasis on transparency at all times.

Talking of transparency, reach out to us for a competitive clearing and forwarding quote.

We are waiting for your enquiry today! As always, we remain, your customs and logistics solutions partner.