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How to import a used car from Japan to Kenya: Part 2 – Clearing your car from Mombasa port
In this second part of the two-part series on how to import used Japanese cars from Japan to Kenya, we will delve deep into the clearing process of your car from the port in Mombasa. In this stage of the importation process, the exporter is not involved anymore. Let’s start with the factors that directly affect importationof a used car to Kenya:
- Age limit – only cars that are less than eight years (based on registration year) can be imported into Kenya
- Driver side - Kenya does NOT ALLOW any left-hand drive vehicle for importation and registration. Only special vehicles like ambulances or government use vehicles are exempted.
- Road worthiness – all used vehicles imported into Kenya must first pass the road worthiness inspection (covered in part one of this series)
The cars or vehicles imported Kenya is one clear example why exporters’ stocks are grouped by country. Each country has specific regulations that affect what is allowed and not allowed into the country. Used cars imported into Kenya are classified into either vehicles for private use or vehicles for commercial use. For all intents and purposes, the step by step guide detailed in this topic is for motor vehicles for private use. Most steps can only be processed by a clearing agent.
*NOTE: Details and links are provided by Infotrade Kenya
Pre-clearance documentation
Steps
Parties Involved
Required Documents
Process
Result
- Contract a clearing agent
You
Even before your car arrives in Mombasa, start sourcing for a licensed clearing/forwarding agent who will assist you with the entire process. In your bill of lading, assign this agent as the notify party.
- Notification of cargo arrival
Shipping company
The shipping company/agent will notify you in advance of the arrival of your car. Or you can proactively check the Kenyan Ports Authority’s (KPA) 14-day list.
- Submit the bill of lading
Shipping company | clearing agent
Original B/L
Commercial invoice
- Pay shipping charges
You
Commercial invoice
Pay the shipping charges indicated in the invoice. Keep the receipt on hand.
Bank deposit slip/bank receipt
- Obtain delivery order
Shipping company | clearing agent
Commercial invoice
The clearing agent will request for the delivery order from the shipping company. The shipping line will submit the delivery order to Kenya Ports Authority (KPA) through the Manifest Management System (MMS).
Bank deposit slip/bank receipt
- Consignment document
Clearing agent (or you)
RWI (roadworthiness inspection) Certificate, invoice
You can do this online here (if you are registered) or go in person to the Kenya Trade Network Agency.
KEBS (Kenya Bureau of Standards) consignment document
Passed-clearance entry
Steps
Parties Involved
Required Documents
Process
Result
1)Lodge a customs entry
Clearing agent
Commercial invoice (original), UCR (unique consignment reference)
The clearing agent will lodge the entry into the KRA Simba system upon receiving the manifest from the shipping line.
Clearance entry, KRA e-slip
- Taxes and merchant shipping levy
You
KRA (Kenya Revenue Authority) e-slip
Pay the required fees. Cash or cheque are acceptable. Fees included are: import duty, excise value, excise duty, VAT, IDF (import declaration fee), RDL (railways development levy), MS (merchant shipping) Levy
KRA receipt
- Get the passed-clearance entry
Clearing agent
Passed clearance entry form
Certificate of radioanalysis
Steps
Parties Involved
Required Documents
Process
Result
- Apply for the certificate of radioanlaysis
Clearing agent
Copy of the IDF and passed clearance entry, UCR
You can do this online here (if you are registered) or go in person to the Kenya Trade Network Agency.
KESWS submission notification, submitted certificate of radio analysis, valid e-slip
- Pay for the radioanalysis certificate
You
e-slip
Go to a bank to pay for this fee.
Bank deposit slip/bank receipt
- Certificate of radioanalysis
Clearing agent (or you)
This certificate can be obtained online.
Approved certificate of radioanalysis
Radiation Protection Board (RPB)
Steps
Parties Involved
Required Documents
Process
Result
- Radiation Protection Board (RPB) release
Clearing agent
Passed clearance entry (copy)
Passed clearance entry stamped by the RPB
KEBS release
Steps
Parties Involved
Required Documents
Process
Result
- Verification of documents
Clearing agent
Copies of: Passed clearance entry, IDF, Export certificate – translated to English, RWI certificate, Invoice Note: If you skipped the RWI inspection in Japan, KEBS will allow you to get the local version of the RWI certificate. It will cost you 20% of the car’s CSRP.
- Verification of consignment
Clearing agent
Original B/L
KEBS released stamp on the passed clearance entry
KRA release
Steps
Parties Involved
Required Documents
Process
Result
- Verification of documents
Clearing agent
Originals of: Passed clearance entry, IDF, KRA receipt, B/L, Clearing agent authorization letter, RWI certificate, Insurance (when applicable), Invoice, Packing list, Logbook
Once the documents are verified, the consigned vehicles will also be verified.
“Received” stamp on the passed clearance entry by KRA
- KRA final online release
Clearing agent
Passed clearance entry (original) from KEBS
Release is done online on Simba by the Head Verification Officer (HVO).
Final release
Motor Vehicle Registration Certificate
Steps
Parties Involved
Required Documents
Process
Result
- Apply for motor vehicle registration
You
Copies of: Passed clearance entry with KRA stamp, IDF, KRA receipt, B/L, Export certificate – translated to English, RWI certificate, Your PIN certificate, Your ID/passport.
Visit NTSA (National Transport & Safety Authority to submit all your documents or you can create an account here and submit all documents in PDF format.
Submission notification
- Submit clearance documents for verification
You
Originals of: Passed clearance entry with KRA stamp, KRA receipt, IDF, B/L, RWI certificate, Your PIN certificate, Your ID/passport
The NTSA officer will confirm the documents (original copies) against the documents submitted online during application. The clearance documents can also be submitted at NTSA's Mombasa offices.
Acceptance of application
- Notice of approval
You
NTSA may take up to three days for this notice to be sent to you via sms or email.
Notice of approval
- Get motor vehicle registration certificate
You
The clearing agent is required to collect the physical number plates from the designated CFS while the registration certificate is collected from the selected collection counter during application.
Motor vehicle registration certificate, number plate
Container freight station (CFS) release (if applicable)
Steps
Parties Involved
Required Documents
Process
Result
- Submit delivery order
Clearing agent | CFS
Delivery order (copy)
Invoice
- Pay charges
Clearing agent | CFS
Invoice
The agency fees charge depends on negotiations with the CFS and the fees varies between CFS'. The importer is guided by the KPA tariff book on the CFS charges.
Payment receipt
- Get the gate pass
Clearing agent | CFS
Payment receipt, KRA final release
Get pass
## Release of consignment
Steps
Parties Involved
Required Documents
Process
Result
- Release of consignment (your car)
You (or clearing agent)
Copies of: KRA receipt, KRA final release, Number plate, Gate pass
KPA release
Steps
Parties Involved
Required Documents
Process
Result
- Create pick up order
Clearing agent
This can be processed online if your agent has user login to the KWATOS system.
Pick up order, KPA invoice
- Pay KPA charges
Clearing agent
Banker’s cheque (copy) for KPA copies of: KPA invoice, Pick up order, Port pass, Truck details (registered in KWATOS)
Get position slip
- Un-loading of the container
Clearing agent
Original position slip
Position slip endorsed by KPA
Notes: *1. CSRP (current retail selling price) – many factors affect the CSRP, for example car brand, car model, manufacturing date and engine capacity. 2. Steps 8 and 10 are for vehicles brought in by container. 3. There are two size available: 20 feet and 40 feet. 4. Clearing and forwarding agents’ fee is not included in above list of fees. Clearing agents are helpful in tracking the shipment process. 5. Minor repairs can be done at the port. 2. all fees mentioned in this article are current as of publishing, however the Kenyan offices involved in the entire process update their charges without prior notice which makes it impossible to include exact numbers. *
To recap the entire process, here’s an infograph on what it takes to clear your car from Mombasa port:
And there you are, the manual on how to import used Japanese cars thoroughly detailed for you. Hopefully, this article will give you that much needed confidence as you decide whether you will buy a car directly from Japan or not. Getting in touch with the right car exporter like AA Japan can make a difference in how far along you will grow in the buy and sell of used Japanese cars.