This document summarizes the electronic ship reporting formalities in the Port of Klaipeda. It outlines that shipping agents must submit 8 electronic documents (FAL documents) 24 hours before arrival to report ship calls. It also discusses that freight forwarders submit requests for cargo unloading electronically. These documents are sent to a single window system called KIPIS which analyzes risks and provides a joint response from various state authorities on ship clearance and cargo clearance. The system aims to integrate more agencies over time to streamline the ship reporting process.

1. Ship Reporting Formalities
in the Port of Klaipeda
Algimantas Žygus
Head of Technologies Department
Klaipėda State Seaport Authority

2. Legal environment
• Obligation for shipping agents to submit only e-
documents when reporting ship calls (Order of
Ministry of Transport, 2009-11-19)

3. Architecture of PCS

4. e-Documents (1)
• FAL documents from shipping agents in 24 h.
before arrival:
– FAL1 (General Declaration)
– FAL2 (Cargo Declaration)
– FAL3 (Ship‘s Store Declaration)
– FAL4 (List of Personal Belongings)
– FAL5 (Crue List)
– FAL6 (Passenger List)
– FAL7 (Dangerous Cargo Declaration)
– Maritime Health Declaration

5. e-Documents (2)
• Some other documents:
– Ship Consignments
– Invoices of the motor transport
– Rail consignments (KR-99, SMGS, CIM)
– Request for cargo loading/unloading
– Certificate of stevedoring work
– Declaration for Goods Temporary Storage
– T2L Declaration
– Veterinary Import Declaration
– Certificate of quality
– Document of phytosanitary relevance
– Etc.

6. Single Window approache
• Single Point of Contact for:
• Shipping agents: 8 e-Docs in advance
• Freight forwarders: Requests for cargo unloading
• Joint response from State Bordies for:
• Ship Clearance
• Cargo Clearance

7. Ship arrival process
▪ Reporting of Ship Call (FAL documents) Joint response from State Bordies
▪ Consignments & Req. For Unloading (positive, if no risk detected)
▪ Declaration for Goods Temporary Storage
▪ Risk analysis Unloading the Vessel

8. Ship Reporting by Shipping agent (FAL e-Docs in advance)
Freight Forwarders
Consignments State Bordies
PTMS
Request for Cargo
unloading
Temporary Storage
KIPIS
Declaration
Port Terminals
Fitosanitary & Veterinary e-Docs
(if relevant)

9. FAL e-Docs
Customs
Border Guard Service
PTMS Public Health Centre
Plant Protection Service
Veterinary Service
KIPIS
Fishery Department
FAL documents
Consignments
Request for Cargo Unloading
Goods Temporary Storage Declaration

10. Safe Sea Net
• PTMS data link to SSN:
– PortPlus Notification Messages
(ship call & dangerous cargo)
– Ship Notification Messages
(ship voyage info based on AIS data)

11. Future vision
• Linking of KIPIS to RIKS
(Customs Risk Analysis System)
• Linking of KIPIS to MDAS
(generating and transfer of ENS declarations to
Customs)
• Involvment of Lithuanian Tax Inspection as
a new user group of KIPIS

12. Thank you!
Algimantas Žygus
Head of Technologies Department
Klaipėda State Seaport Authority
a.zygus@port.lt
www.portofklaipeda.lt