Health and Safety Executive

Part 2 substances - PIC notification procedure

This process combines export notification with the requirement that your DNA seeks explicit consent from the importing country that they wish to receive your goods.

Who does the PIC notification procedure apply to?

  • PIC notification procedure applies to any chemical that has been banned or severely restricted in the EU as either a ‘pesticide’ and/or an ‘industrial chemical’ where there is not yet agreement that it should be subject to the PIC procedure under the Rotterdam Convention; and
  • These substances are listed in Part 2 of Annex I of Regulation 689/2008/EC.

What I should be aware of?

You may export a Part 2 chemical if there is :

  •   an explicit consent from the importing country 
  •   the importing country is in the OECD and you have obtained a waiver from UK DNA 

Your Designated National Authority (DNA) makes the request for consent on your behalf. Consents are not always granted. It takes more than 30 days to gain consent if the importing country does not respond to the first consent request.

When scheduling deliveries of chemical exports to your customers you may need to take into account the time necessary to obtain consent.

Who do I notify?

You need to notify the Designated National Authority (DNA) of the EU country in which the exporter is a registered company, not the DNA of the country from which the export occurs.

UK based companies should contact the Health and Safety Executive, who represents the UK Designated National Authorities (UK DNA). 

To find contact details of other EU DNAs, click left hand link 'EU DNA addresses' on EDEXIM home page.

When do I notify?

First time exports: notify at least 30 days before proposed export dates for each new destination country.

Subsequent exports:

  • Notify at least 15 days before proposed export dates for first export of a chemical each calendar year
  • Exporters do not need to submit new notifications for exports of the same chemical to the same country within the same calendar year (01 January to 31 December).

The PIC notification procedure

An exporter completes a notification electronically at EDEXIM – How to complete a notification using EDEXIM – step-by –step.   Completion of a notification generates a reference identification number (RIN) that exporters need to enter in Box 44 of their Customs’ Single Administrative Document on export.

On receipt,  UK DNA checks that it is complete and correct:

  • If it is not, UK DNA requests amendments
  • If it is, UK DNA checks if consent to export has been obtained
  • If consent is available, UK DNA forwards notification to Commission specifying details of consent.  EDEXIM will notify you when the notification has been forwarded and when it has been fully processed.
  • If consent is not available, UK DNA accepts notification in EDEXIM, they send it with a consent request to the appropriate authority of the importing country. EDEXIM will notify you when the notification has been forwarded and when it has been fully processed. However, consent from the relevant DNA has to be obtained or a waiver granted before export can proceed.  Only then will the RIN activation status in EDEXIM be 'Export allowed'.

The 30-day or 15-day periods start as soon as DNA receives a complete and correct notification. If it takes longer than 15 or 30 days from the date of export notification acceptance to receive explicit consent then export can begin immediately from the date of consent.

 The importing country either:

  • does not grant consent –  UK DNA then informs you that the export cannot go ahead;
  • grants consent;
  • does not respond within 30 days of dispatch, in which case EU DNA sends second consent request and notification.

Once consent is granted:

  • EU Commission validates notification to UK DNA and activates RIN;
  • UK DNA sends acceptance fax to exporter confirming that shipments can proceed;
  • UK DNA provides details of any instructions or requests for information from the importing country.

If no response is received within 60 days:

On a case-by-case basis, the DNA in consultation with the EU Commission can waive the need for consent if there is official evidence that the chemical is currently licensed, registered or authorised in the importing country.

What does a notifying exporter need to do on export?

  • Have available a copy of the fax from the UK DNA approving the export
  • Include the RIN in Box 44 of the single administrative document (SAD) and use CHIEF code Y915 with status code IP. For more information, see our Guidance on RINs and other codes.
  • Comply with the general export requirements for exports of substances and preparations
  • Comply with any instructions or requests for information from the importing country

What else does a notifying exporter need to do?

Provide  UK DNA in the first quarter of each year with the quantity of each chemical shipped to each country during the preceding year. The report should be specify:

  • Exporter (address);
  • Chemical or Chemical/Preparation name or Chemical/Article; 
  • CAS-No.;
  • EINECS-No.;
  • Importing Country;
  • Address of Importer; and
  • Quantity in kg.

Exporter tonnage return templates

You can use our exporter tonnage return template to provide this information, 

Exporters should report the information to the DNA of the EU country in which their company is registered. This requirement applies to all exports made out of the EU even if the export did not occur from the country in which your company is registered. UK based companies should contact the Health and Safety Executive, who represents the UK Designated National Authorities (UK DNA). 

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Updated: 08.02.12