Hauliers warned: incorrect CHED references blocking NI shipments

CERTEX replaces the former Automatic Licence Verification System (ALVS) and checks licence data on declarations for certain regulated goods. These include plants and plant products, food and feed, live animals, certificates of organic conformity, ozone-depleting substances and fluorinated gases.

New CHED format required

The most immediate change for operators is the introduction of a new format for the Common Health Entry Document (CHED) reference. The reference must be entered in Data Element 2/3 of the customs declaration and follow a set structure:

• letters,
• followed by numbers,
• including a full stop character.

Example: CHEDA.XI.2025.1234567

Any declaration lodged without this format will be rejected once the goods arrive, and shipments cannot be released until the paperwork is corrected.

Errors already causing disruption

HMRC has confirmed that some traders have been submitting declarations using the wrong reference format in the first week of the system’s operation. The National Clearance Hub (NCH) cannot fix these mistakes, meaning the responsibility falls on the declarant to amend the entry in the Customs Declaration Service (CDS).

For hauliers, this could translate into delays at ports or other checkpoints if consignments are held while paperwork is corrected.

What the changes mean for GB–NI trade

For goods moving from Great Britain to Northern Ireland, businesses with UK Internal Market Scheme (UKIMS) authorisation can continue to use the Internal Market Movements process. This allows eligible licensed goods to move without a full customs declaration and without paying duty.

For all other regulated consignments, the new CHED format is mandatory. Pre-lodged declarations submitted before 15 September using the old format must now be amended in CDS before arrival.

Who to contact if things go wrong

Traders and hauliers can seek guidance through:

• the Trader Support Service (TSS), a free tool backed by HMRC,
• the Department of Agriculture and Rural Affairs (DAERA) helpline on 0300 200 7852,
• or the HMRC Customs and International Trade Helpline on 0300 322 9434.

Avoiding rejection at the border

The first week of CERTEX has already shown that incorrect CHED references are a real risk. Hauliers moving plants, animals, foodstuffs or gases into Northern Ireland should check that their paperwork uses the new format to avoid rejected declarations and unnecessary delays.