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KYC

ShipGlobal - Experts in Clearance processes and Documentation Support

Trust the experts to ensure clearance of goods through customs authorities, other departments when your shipment arrives. Whether it is at sea or airport or is arriving directly from your warehouse, reduce risk of penalties through our accurate and relevant customs paperwork services available for all customs entries- Importing, Transiting, Warehousing, Free Zone, etc.

KYC PROCESS FOR CONSIGNEE'S IN INDIA

KYC - Import Clearance

The below table provides more information about KYC documents required for customs clearance as mandated by Indian Customs vide CBEC Circulars 09/2010, 33/2010 and 07/2015 for identification/ verification of importers/exporters for customs clearance performed on their behalf by ShipGlobal acting as an Authorized Courier.

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Category Documents to be obtained

1

Individual - Resident Indian

Any one self certified document is sufficient if it contains both Identity (Photo) and Address Proof.

In case an Individual wants the delivery to a different address or the given KYC document does not match with the delivery address, please provide below any one of the additional self certified document to record the proof of delivery address.

  1. Bank Account Statement
  2. Electricity Bill
  3. Telephone Bill
  4. Hotel Booking Receipt in case the delivery address is a hotel
  5. LPG Connection document with address
  6. Rent Agreement

Individual below 18 years of age can also provide a Birth Certificate as Proof of Identity. However, one ID proof of the Parent / Guardian is also required with address proof.

  • Aadhar card
  • Passport
  • Voter ID
2

 Companies/Firms/Trusts/

Foundations registered under GST (Any two documents). If customers have registered under different branches across India, please provide all registered GSTN data.

  • GST No
  • IEC (Importer Exporter Code)
3

Companies/Firms not registered under GST - Any two documents

  • Certificate of Incorporation
  • Memorandum of Association
  • Articles of Association
  • Power of Attorney granted to its managers, officers or employees to transact business on its behalf
  • Telephone bill in the name of the company
4

 Partnership firms not registered under GST- Any two documents

  • Registration certificate, if registered
  • Partnership deed
  • Power of Attorney(PoA) granted to a partner or an employee to transact  business on its behalf
  • Any officially valid document identifying the partners and the person holding the PoA and their addresses
  • Telephone bill in the name of firm/partners
5

 Trusts /Foundations not registered under GST - Any two documents

  • Certificate of registration, if registered
  • Power of Attorney (PoA) granted to transact business on its behalf
  • Any officially valid document to identify the trustees, settlers, beneficiaries and those holding the PoA, founders/managers/directors and their addresses
  • Resolution of the managing body of the foundation/association
  • Telephone bill in the name of trust/foundation
  • Name of trustees, settlers, beneficiaries and signatories
  • Name and address of the founder, the managers, Directors and the  beneficiaries, in full, complete and correct.
  • Telephone and fax number, e-mail address of the trust, founder and trustees.
6

Foreign National residing in India or visits India - Passport and Visa/PIO card self certified copies are mandatory.
Additionally please provide any ONE of the following address proof document. The address on this document   should match with the delivery address.

  1. Address proof of relative/friend if staying with  them
  2. Hotel Booking Receipt
  3. Rent Agreement
  4. Stay Visa
  5. A deputation letter from the Parent company with duration of stay confirmation

 (i) Passport
 (ii) Visa / PIO card

7

Diplomats/ Govt. Organisations/ Govt. Research Institutes or any Govt. Authorities etc as prescribed under para 2.07 HBP 2015-20 i.e. Categories of importer and exporter that are exempted from obtaining IEC.

 The IEC will be either Unique Identification Number (UIN) issued by GSTN and authorized by DGFT or any common number notified by DGFT.

Frequently Asked Questions

1. What is KYC?

Answer: KYC- the acronym for Know Your Customer is a term used for identifying and verifying the identity of the customer. In the context of increasing number of offenses involving various modus-operandi such as misuse of export promotion schemes, fraudulent availment of export incentives, unscrupulous imports and duty evasion by bogus IEC holders etc., the "Know Your Customer (KYC)" guidelines have been put in place by The Ministry of Finance, Central Board of Excise & Customs to ensure that they are not used intentionally or unintentionally by importers / exporters who indulge in fraudulent activities.

2. Why does ShipGlobal need to have my KYC?

Answer: The KYC (Know Your Customer) guidelines put an obligation on ShipGlobal to verify the antecedent, correctness of the IEC (Importer Exporter Code), identity of the customer and their functioning in the declared address by using reliable, independent and authentic documents, data or information. Hence, all consignees and importers based in India need to provide KYC documents for the clearance of all non-document imports, regardless of the value of such consignments.

KYC documents (Government-recognized identity proof) need to be presented to customs during the import clearance process. Hence,it is important that ShipGlobal is provided with all the necessary KYC documents before the shipment arrives in India. Absence of KYC documents during the import clearance process leads to clearance delays as shipments are detained by customs, until KYC documents of the consignee are provided by the shipper at origin or consignee based in India.

You are requested to please share your KYC documents with ShipGlobal via e-mail on sales@shipglobal.us or Phone 212 382 1741 (USA), 905 673 9631 (CANADA) with the Airwaybill / Reference Number of your shipment in the subject line.

3. Why do I have to submit Know Your Customer (KYC) documents? In addition to KYC, are there any additional documents required for customs clearance of my shipment?

Answer: Know Your Customer (KYC) documents are mandated by the Indian Customs vide circular 09/2010, (amended by circular no. 07/2015, circular no 13/2016, circular no 2/2018) for clearance of shipment/s.

The following documents are required:

  1. KYC documents - prescribed as per the type of importer are as under: a. For Individuals- Permanent Account Number (PAN) / Passport/Voter ID, Aadhaar b. For Companies/ Business establishments/Commercial Imports (including sole propertiership) etc., - Goods and Services Tax Identification Number (GSTIN) for GST registered establishments or UIN (Unique Identification Number)/ Permanent Account Number (PAN) for unregistered establishments.
  2. Authority letter – to authorize ShipGlobal Inc. and their affiliates (together hereinafter referred to as “ShipGlobal”, which expression includes their respective holding companies and their customs clearance agents), to process the shipment for customs clearance.
  3. Importer Exporter Code (IEC)- importers/exporters are issued 10-digit alpha-numeric number by the Director General Foreign Trade (DGFT) for imports and exports. IEC is required for processing the shipment for customs clearance. Visit here to know exemptions to filing IEC.

4. Why do I need to give an authority letter to ShipGlobal to clear my consignment?

Answer: The consignee has to authorize the ‘Authorized Courier’ and/or the ‘Customs Broker’ (CB) to initiate customs clearance including filing of the bill of entry along with the required clearance paperwork. This authorization will allow ShipGlobal to act as your authorized courier and/or CB to process your shipment with customs.

You can choose to appoint your own customs broker by giving instruction to ShipGlobal at least 24 hours prior to arrival for a formal entry or cargo shipments entry only. Alternatively, you can ship using ShipGlobal International Priority-Broker Select Option (BSO).

5. Why do I have to submit GSTIN if I am importing from a foreign country?

Answer: It is a mandate from Customs under the Goods and Services Tax (GST) law. Please refer here on the applicability of GST on goods imported into India.

6. What should I do if I don’t have GSTIN?

Answer: As per KYC notification 02/2018 dated January 12, 2018, entities not registered or outside the obligation of obtaining GST are required to provide a copy of UIN (Unique Identification Number) or PAN when filing for clearance. Such shipments cannot avail GST Input Tax Credit benefit.

If you do not have registered GSTIN for the state of import on the manifest, then the shipment can be filed using UIN or PAN.

If the registration was done recently, please provide a copy of the GSTIN provisional certificate along with a self-declaration. To update the GSTIN registration, you may write to sales@shipglobal.us.

7. Do I need to self-attest my documents prior to upload of KYC on www.ShipGlobal.US ?

Answer: We recommend uploading self-attested documents and marking them as “KYC submitted for import clearance of shipments through ShipGlobal”

8. Do we need to submit all documents on the letter head of the company?

Answer: Authorization letter/ declarations to Customs etc., should be printed on the letter head of the company/ partnership firm/individual name including sole proprietor.

In the absence of a company letterhead, you may provide the declaration on a plain piece of paper; please note this is acceptable only if the entity is not a company or a partnership firm such as sole proprietor/NGO etc.

9. If I am an account holder with ShipGlobal, what should I do to update my KYC information?

Answer: If you submitted KYC documents at the time of opening an account with ShipGlobal, please share this information by emailing sales@shipglobal.us. We may call or write back if:

  1. KYC information for clearance is missing as per the current customs requirements
  2. Mismatch in KYC documents versus the current shipment manifest information
  3. KYC records are older than 6 years
  4. Import address is not listed in the IEC branch list
  5. These queries are treated as urgent, so we request you to write to us at sales@shipglobal.us or call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

10. I have been asked to submit the KYC documents again but I have already done this before.

Answer: We request your cooperation to verify any one of the following:

  1. Previous Air Waybill against which KYC documents were submitted
  2. A ShipGlobal account number for which KYC documents have been updated
  3. Re- submission of KYC documents if you submitted documents over 6 years ago
  4. If the manifest information provided by the shipper does not match your shipping name, address or is a mismatch in ShipGlobal records, we request that you submit paperwork toward amendments or permission from Customs as an exception.

These queries are treated with utmost urgency, so we request you write to us at sales@shipglobal.us or call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

11. I am unable to upload documents. What should I do?

Answer: Please ensure the following before uploading documents

  1. Documents are in .TIFF, .PDF or .JPEG format
  2. Documents should not be more than 1 MB in size
  3. Upload one document at a time
  4. Do not upload password protected documents
  5. Do not upload following file types
    a. File type- .ZIP or .RAR
    b. File type- .URL, .EML, .BITURL

Please refresh your page and restart; if the problem persists, kindly call or call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

12. The KYC site is asking for an alternate number. What should I do if I don’t have an alternate number?

Answer: While an alternate contact number is optional, please remember to update your primary contact number.

13. What should I do if I don’t have tracking number available with me?

Answer: Check with the shipper for ShipGlobal Tracking number (also called Air Waybill Number/AWB No.)

14. How will I get an OTP (One-time Passcode) number?

Answer: The OTP will be sent to your registered email while uploading your documents on the KYC website. The OTP is valid for 15 minutes.

15. How much time does it take to receive the OTP?

Answer: The OTP may take upto 15 minutes to generate, post which you can submit your KYC documents

16. What should I do if I do not receive any OTP?

Answer: If you do not receive an OTP, kindly try again after clearing your computer’s cache memory or deleting the browser history or using a different browser. If the problem persists, kindly call or call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

17. I have uploaded the wrong documents, what should I do?

Answer: ShipGlobal team will review the submitted documents. If the submitted documents are found incorrect/incomplete/ insufficient, you will receive a reference number at your registered email. Please use that to upload correct documents for clearance of your shipment.

18. I have got a reference number after uploading documents on the site. Why is that?

Answer: ShipGlobal will review the documents uploaded on the website. If the documents are incomplete/insufficient, you will receive a reference number at your registered email for updating proper KYC.

19. Where can I find information on the status of my shipment post submission of my KYC documents?

Answer: After you have submitted the KYC documents, you will receive email intimation from our KYC audit team on the status of the documents submitted. Once all documents have been accepted, the shipment would be processed for clearance after internal checks. Post submission of the documents, you can track the status of the shipment after 24 hours on sales@shipglobal.us. ShipGlobal will get in touch with you to fulfill paperwork requirements if additional paperwork is requested during the course of clearance.

20. It has been 30 days since my shipment arrived in India. Can I submit KYC documents for the clearance of the shipment now?

Answer: A shipment could be disposed by Customs after 30 days under Section 48 of the Customs Act, 1962. The 30 days are calculated from the date of physical arrival of goods in India. The shipment can be put up for clearance only after seeking permission from the Deputy Commissioner of Customs, with valid reasons for delay provided the shipment is not under abandonment process.

The KYC desk will advise only on compliance of KYC documents. Please write to sales@shipglobal.us for queries related to customs clearance of your shipment. Additionally, all letters seeking permission need to be addressed to Deputy Commissioner of Customs.

21. Why do I have to submit KYC if my shipment contains magazines, books, catalogues etc.?

Answer: Shipments containing magazines, books, catalogues etc. are non-document shipments and hence require KYC documents.

22. Who should I call if I need assistance regarding KYC?

Answer: Please call ShipGlobal Inbound KYC helpdesk number or call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

23. I have submitted the declaration/ explanation letter to clarify the non-submission of an Importer and Exporter Code (IEC) when I previously imported with ShipGlobal. Why should I keep submitting a fresh letter every time?

Answer: IEC is mandatory for all imports and exports into the country until otherwise exempted/permitted by customs. IEC ensures ease of identification and quick filing of shipments. Such shipments where IEC registered company name and address are utilized, have a faster clearance Turn Around time (TAT), without clarifications sought for KYC identification

Kindly note that this process is exceptional and subject to the permission from the Customs. These cases are likely to take time while we will follow up on priority.

24. What should I do if my current shipping or import address is not a branch address registered with my IEC?

Answer: If a consignee’s shipping address is not listed in the IEC certificate then he/she needs to submit the documents for listing the same with the DGFT. If already done, a receipt/letter/acknowledgment of such submission can also be submitted for customs clearance. Such clearances are subject to customs permission. Any exception needs to be represented to the Deputy Commissioner of customs with clearly stated reasons, seeking permission.

25. Is any entity exempt from IEC requirement?

Answer: See here to know the list of entities recognized by Customs who can operate clearances under Customs exempt IEC list. This is subject to Customs permission.

Kindly note that this process is exceptional and subject to the permission from the Customs. These cases are likely to take time while we will follow up on priority.

26. Where can I get more information on IEC application and procedures etc.?

Answer: Please visit Director General of Foreign Trade website
FAQ on IEC - https://dgft.gov.in/sites/default/files/FAQ07082018.pdf
Information on IEC application - http://dava.gov.in:8080/dgftiec/panSearch.jsp

27. What should I do if there is a mismatch in the name declared by my shipper and the KYC documentation of my Company or Individual name?

Answer: For such cases, incorrect shipper/consignee/address/ any other shipment details will have to be amended with the permission of customs.

Please note that this request is subject to Customs permission and approval. This might require additional paperwork and shipper’s assistance based on customs/broker review.

Amendments involve additional processing time, prior to filing for clearance as it is considered as an exception. For further assistance, please call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

28. What should I do if my name has been misspelled by my shipper?

Answer: The importer has to submit a declaration addressed to the Deputy Commissioner of Customs explaining the error and include all KYC documents of the importer.

Please note that this request is subject to Customs permission and approval. This might require additional paperwork and shipper’s assistance based on customs/ShipGlobal /broker review.

Amendments involve additional processing time, prior to filing for clearance as it is considered an exception. For further assistance, please call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

29. I imported using a friend’s account/name and he does not want to give his KYC. What should I do?

Answer: The Consignee mentioned on the AWB, whether a friend or a relative, has to provide the KYC and other documents stated herein above for customs clearance of the shipment. Alternatively, you would have to get the consignee name/address amended with the customs permission (Amendment).

Letter for amendment should be addressed to the Deputy Commissioner of Customs, Courier Cell. Please also email a scan of the documents to sales@shipglobal.us. Please note that this request is subject to Customs permission and approval. This might require additional paperwork and shipper’s assistance based on customs/broker review.

Amendments involve additional processing time, prior to filing for clearance as it is considered an exception. For further assistance, please call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

30. I do not have an email, and I am unable to use computer as I am a senior citizen/ differently abled or minor. What should I do?

Answer: Please call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631and register your request. Additionally you may have a representative, friend or associate to write into sales@shipglobal.us registering your request for support in filling out the KYC formalities.

31. What documents are required if I import a personal package at my company office address?

Answer: The importer declared on the invoice and Air Waybill is treated as the primary owner of the shipment. In this case, the company will be deemed owner of the shipment i.e., imported goods. If an employee of the company imports personal goods at company address, he/she will require written approvals / authorization from the company on their letterhead in advance. The authorization needs to be issued by the Human Resource -Manager, or by an authorized signatory of the company acknowledging and authorizing the said imported goods for personal consumption of the employee.

All declarations/letters need to be addressed to the Deputy Commissioner of Customs, Courier Cell.

Please note that this request is subjected to the Customs permission and approval and might require additional paperwork and shipper’s assistance based on customs/ShipGlobal/broker review.

These take additional time for clearance, and is considered as exception.

32. My shipper has forgotten to mention company name on the invoice and the Air Waybill. The said import is for the company and is a commercial/ sample shipment. What should I do to clear the shipment?

Answer: For such cases, the consignee name will have to be amended with the permission of Customs.

Please note that this request is subject to the Customs permission and approval. This might require additional paperwork and shipper’s assistance based on customs/ShipGlobal/broker review.

Amendments involve additional processing time, prior to filing for clearance as it is considered an exception. For further assistance, please call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

33. What documents are required if the import shipment is addressed to the “Brand name” or “Sister concern” of the parent company?

Answer: For such cases, the consignee name will have to be amended with the permission of customs.

Please note that this request is subject to the Customs permission and approval. This might require additional paperwork and shipper’s assistance based on customs/broker review.

Amendments involve additional processing time, prior to filing for clearance as it is considered an exception. For further assistance, please call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

34. What should I do if shipper has used my nickname for shipping my package?

Answer: For such cases, the consignee name will have to be amended with the permission of customs.

Please note that this request is subject to the Customs permission and approval. This might require additional paperwork and shipper’s assistance based on customs/broker review.

Amendments involve additional processing time, prior to filing for clearance as it is considered an exception. For further assistance, please call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

35. The shipper has addressed a company shipment to my residence. What should I do?

Answer: For such cases, the consignee name will have to be amended with the permission of customs.

Please note that this request is subject to the Customs permission and approval. This might require additional paperwork and shipper’s assistance based on customs/broker review.

Amendments involve additional processing time, prior to filing for clearance as it is considered an exception. For further assistance, please call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

36. The shipment is addressed to my relative/friend or family who is deceased. What should I do?

Answer: For such cases, the consignee name will have to be amended with the permission of customs.

Please note that this request is subject to Customs permission and approval. This might require additional paperwork and shipper’s assistance based on customs/broker review.

Amendments involve additional processing time, prior to filing for clearance as it is considered an exception. For further assistance, please call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

37. I am a foreign national; what documents will I be required to submit for KYC?

Answer: Please submit the following documents:

  1. A copy of valid passport
  2. A copy of your VISA endorsement on the passport

38. We are a government body and don’t have a Unique Identification number (UIN). What should we do?

Answer: Please submit the following documents:

  1. Letter endorsed by the Joint Secretary of the department along with PAN. In absence of UIN or PAN, the shipment will need manual filing permission at Customs. We require your support to help explaining this exception, and obtaining due permission at customs.

39. We are a liaison office set up in India, and have been provided approval by Reserve Bank of India (RBI). What KYC documents should I submit?

Answer: As exempted entity e.g., entity approved by Reserve Bank of India (RBI), registered as a liaison office in India, you are required to submit a copy of the following documents as onetime profiling requirement

40. What documents should I provide if I am a guest at a Hotel/Resort?

Answer: Please submit the following documents:

  1. A copy of your valid passport
  2. A copy of your VISA endorsement on the passport
  3. A declaration from the Hotel Front Desk, confirming your reservation and period of stay at the Hotel
  4. A declaration from your end stating purpose of import and consumption in the country. (eg., exhibition)

41. What should I do if I am a minor?

Answer: The KYC documents of the parent/ guardian along with KYC documents of a minor are required to be submitted in case a minor is receiving a shipment. A guardian or principal or warden or dormitory in-charge should provide a declaration or undertaking of representation authorized by the minor’s parents. For further assistance, please call ShipGlobal helpdesk number for US 646 688 3302 and Canada 905 673 9631.

42. Do Embassies or The United Nations or WHO or other diplomatic entities required to submit GSTIN number for their shipment?

Answer: Unique Identification Number (UIN) is assigned for foreign diplomatic missions and embassies. UIN is required for filing of Bill of Entry for availing exemptions applicable to such entity.

If you do not know the UIN number for your division, please check with the administration department of the embassy, or with protocol officers dealing with government bodies for clarification and compliance.

43. What is the duty benefit for embassy shipments?

Answer: Under GST taxation rules, Embassies/Consulates are exempted from GST and they are required to provide their Unique Identification Number (UIN) for availing this exemption.

44. Why do I need to provide ICEGATE registered IEC and GSTIN for courier mode of import shipments?

Answer: In order to claim Integrated Goods and Services Tax (IGST) credit on your import shipments, you are required to provide IEC and GSTIN at the time of filing Customs entry under courier mode. Please note that you will not be eligible to claim IGST credit in case any of the following reflect in the Customs systems at the time of filing:

In case IEC is not provided, then Customs entry shall be filed on the basis of a valid PAN recorded in the GSTIN certificate and such shipments cannot avail IGST credit.

 

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