Moving data centers and IT equipment to the United States from Canada requires many considerations. This is in addition to the many moving parts involved when transporting computer equipment and data centers into the United States. It is not possible for a company to simply load servers and IT equipment onto a truck and drive across border.
Invoices for Inventory and Commercial
Inventory is the first and most important step. The difficulty of executing this task will depend on the size and organization level of your company, as well as how many items will be needed to cross the border. Your company's invoice will be the next step to bring any computer equipment or data center across the US border.
These are the details that should be included in a commercial invoice:
- Invoice date
- Invoice number
- Contact person/information and the address from which the equipment will be shipped.
- Contact person/information and the address to which the equipment will be shipped.
- Ultimate Consignee (name, contact information and tax ID of the ultimate consignee)
- US Tariff Heading/HSCode
- Country of destination
- Piece Count/Weight
- Dimensions
- Packaging information (how equipment is packed)
- Mode of transportation
- Carrier Name
- If applicable, tracking number
The following information should be provided for each item inventoried on the commercial invoice:
- Quantity
- License (if applicable).
- Description of the item, HTS US
- Country of Origin
- Unit Price
- Total Amount (in USD).
- Freight sub-total
- The amount of insurance
- Grand total
The following information is always included on our commercial invoices.
- "Contents in this package are not for sale or resale. Only declare value for customs purposes, based only on acquisition and related costs. These software, technology and commodities were exported from the United States according to the Export Administration Regulations. It is prohibited to divert against U.S. laws."
- The bottom of your commercial invoice should have the company representative's name, job title and signature. Before entry, this commercial invoice must be filed with customs.
Certificate NAFTA
A NAFTA Certificate is required as part of the paperwork. The U.S. Customs and Border Protection states that a NAFTA certificate is a form that Canada, Mexico and the United States have mutually agreed to use to confirm that goods are eligible for the NAFTA preferential tariff treatment. You can read more on the CBP website.
Duty Rates
The Harmonized Tariff System, (HTS), provides duty rates for almost every item. You can find more information on the CBP website.
Visit their website to access the U.S. International Trade Commission, Tariff Database.
Merchandise Processing Fee's
U.S. Customs and Border Protection states that, in addition to any duty or excise tax, imports of goods into the United States are subject for user fees. CBP collects a user fee depending on the type of entry as well as the mode of transport used to bring the goods into America. Formal and informal entry are both subject to a Merchandise Processing Fee. You can find more information on the CBP website.
e-Manifest
Transporting goods requires that you are registered and bonded with the government. A e-manifest must be completed and submitted for customs. This is also called the ACE/ACi eManifest. This document contains the following information that must be filled out:
- Transport carrier code
- Number CRN/Trip
- Port of arrival
- Name and address of the carrier
- Date and time estimated for arrival
- Carrier phone number
- Carrier fax number
- Sign that the truck is not full (since we are bringing in goods to the States).
- VIN number of truck(s) that crossed the border
- State/province and country of vehicle license plate
- Type of vehicle (semi-trailer, box truck, etc.)
- Equipment/trailer license plate number
Information about Crew and Drivers is required on e-Manifest
- Name of the driver
- Drivers DOB
- Driver Gender
- Citizenship status
- Number of driver's license, issued state, and country
- Country issued second form of identification (passport number).
- Participant in FAST program (yes/no) Card number if yes
- The following information will be required if there is a passenger along with the driver:
Shipment & Cargo Information Required on e-Manifest
- PAR/PAPS SCN#
- TRIP/CRN Number (**To ensure that all your shipments are correctly entered and attached to the correct trip, please fill out field 2 with the appropriate trip/CRN and then complete page 2 with the number and exclusions of shipments.
- Shipment count (i.e. One of one or one of five
- Name of customs broker
- Customs broker filer code
- Name and address of the shipper/supplier
- Name and address of the consignee
- Description of goods
- Gross weight of truck
- Quantity and type (ex. bags, boxes, pieces, etc.)
- Do you ship goods that are subject to FDA Prior Notice? (Yes or No)
- Shipment contains hazardous materials? If yes, you will need to include the name of the insurance company, policy year, policy amount and type of hazmat.
Custom Broker or Representative
Many companies don't have an internal representative for customs. A well-experienced customs agent is essential to avoid delays in transport and time. The customs agent usually double-checks (or creates), the commercial invoice. A second pair of eyes can help in these cases. The customs broker often has power of attorney (POA), which makes it easier. Power of Attorney (POA), which is required to re-locate equipment into the States, can also be obtained from the CBP website. This is another advantage to having a customs broker.
What to Expect at the Border Crossing
Expect to wait. There are usually lines depending on when you enter the country. You will be greeted by a customs agent. Once you have submitted all necessary paperwork and received it in order, the process should be smooth. After reviewing your paperwork, the customs agent will usually direct you to an xray area. After you have completed the paperwork, pull your truck to a designated spot and park it. Then turn off your engine. You will be asked to get out of your vehicle and wait in a small area, usually near the truck. The customs agent will take an x-ray of the truck and signal that you are allowed to return to your vehicle. You can now travel forward to your destination in the United States.
