GPHA Process Manual

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Ghanas Import,
Export and Transit
Process Manual
2016 Edition
Import Export Transit Procedures
Facilitating trade through the Ghana

National Single Window
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
GHANA REVENUE AUTHORITY Ghanas Import, Export and Transit Process Manual
MINISTRY OF FINANCE FOREWORD
In a broader framework of Public Financial Management of the country, Government has

embarked on a number of programs to achieve fiscal consolidation. Among these programs are
the ongoing Ghana Integrated Financial Management Information Systems reforms which
seeks to streamline and rationalise expenditures, and the modernization of the Ghana Revenue
Authoritys (GRA) processes and procedures to enhance efficiency and mobilization of revenue.
As part of the implementation of the Ghana National Single Window, the Customs Division of the
GRA took over its core functions of valuation, classification and risk management. This resulted
in the achievement of the revenue increase for 2015. This provides the assurance that we are
certainly on the right track and if the timelines set are adhered to, then achieving the Ghana
National Single Window (GNSW) Vision will bring about the steady and upward movement in
revenue growth forecasted for the year 2016 and beyond.
The Single Window concept, currently being implemented in over 70 countries world-wide is a
primary tool for trade facilitation implementation. In this respect, the Ghana National Single
Window (GNSW) project will introduce extensive improvements in the way we do business. Not
only will we move away from a paper based trading system towards a fully automated process
but also fully rationalise and integrate the underlying trade procedures to eliminate duplication,
reduce complexities and enhance cooperation across all government agencies involved in the
trade and revenue regulatory process. This automation and integration process is in line with the
online tax strategy of the GRA and the overall e-Gov Project.
We estimate that the design and automation of processes within the GNSW will reduce the cost
and time of export and import processes by up to 50% and 25% respectively over the next 5 years.
This, we envisage will result in savings of over 200 million US$ per year. This will strengthen the
competitiveness of Ghanaian business and will help attract foreign investment. It will also secure
and enhance government revenue and will greatly support small and medium enterprise
(SMEs) that wish to break into the global market. This is a clear win-win situation for both
government and business and we believe that this integrated and partnership approach could
be a model for other areas of Government.
The Process Manual details out the current processes which is a major tool to benchmark
the current situation so that we can measure future progress on our journey towards greater
trade efficiency.
We would like to thank the officers of the Ghana Revenue Authority and Partner Government
Agencies and the business community for their efforts in developing the GNSW. I would also like
to commend West Blue Consulting, our implementing partners for their enthusiasm and
professional approach to this endeavour. Much has already been achieved and we have great
expectations from the delivery of this project over the coming years.
Hon. Seth Terkper

Ministry of Finance
2016 Edition All contents copyright GRA 2016 Page 1 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
FOREWORD BY MINISTER OF TRADE AND INDUSTRY
With the signing of the World Trade Organization (WTO) Trade Facilitation Agreement (TFA),
countries around the world have focused on the potential of trade facilitation to enhance their
trade and economic performance. Indeed, many developing economies view the above agreement
as only a minimum requirement and have embarked on much more ambitious goals for increasing
their competitiveness in the global economy.
This is not surprising as the potential economic benefits are enormous. The WTO estimates that full
implementation Of the Agreement will reduce global trade costs by an average of 14.3 per cent.
Total gains to the global economy are estimated at over USS 1 trillion annually. African countries
and least-developed countries (LDCs) are expected to see the biggest average reduction in trade
costs.
Ghana must not stand still in this environment. Rather, we must take on the trade facilitation agenda
with full vigour to strengthen our economy, increase our competitiveness, create new wealth and
employment and fully harvest the potential benefits from this approach.
From a trade perspective, the dynamic is quite simple. Trade facilitation reduces the cost and time
for our local business to trade internationally. It also reduces the psychological barrier that overly
complex procedures place in front of first time exporters. We have seen in the past many cases
where companies with great potential have been discouraged by the complexities of exporting
and have declined to engage in the global economy. This is a huge cost to our economy both in
terms of lost revenue and the potential new employment that could have been created.
The government of Ghana wants to reverse this situation by making trade an attractive and
profitable proposition for Ghanaian business. We believe that the Ghana National Single Window
(GNSW) will be a great asset to us in this endeavour. It brings together both government and trade
in a new dynamic to broaden our export base, open new markets and create new opportunities for
business in Ghana.
This Process Manual is an important step forward. It helps us understand where we are now and
what we need to change in order to reach our goal of a greatly improved trade environment in
Ghana. I would like to express my sincere appreciation to all stakeholders who made this publication
possible and I give my heartfelt support to the success of the GNSW project.
Dr Ekwow Spio-Garbrah
Minister of Trade and Industry

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
STATEMENT FROM THE PRIVATE SECTOR
In 2003, the International Chamber of Commerce (ICC), which represents most businesses around
the world, stated that a WTO trade facilitation agreement is fundamental to the establishment of
an improved and more efficient management process for international trade in goods on a global
basis.
It also noted that the main beneficiaries of an agreement would be developing countries, since it
would augment the capacity of developing countries to handle and grow their share of international
trade, not least with other developing countries.
The key trade facilitation issues for the private sector include:
The need for fast-track services for compliant and low risk taxpayers and traders.
The need for customs to work closely with and consult regularly with the private sector to ensure support for
the changes and reforms in customs administration
A service charter between the customs services department and the private sector setting out the
expectation of each party from the other, as well as setting out the parameters for the expected level and
quality of services.
Removal of duplication and bureaucracy in post clearance audits and valuation processes.
The need to speed up the automation of all customs processes and procedures
The introduction of the National Single Window in Ghana, a very important requirement of the
WTO Trade Facilitation Agreement by Ghana Customs could not have come at a better time.
The creation of the national single window system will promote investor confidence and address
major international trade challenges that face government and the private sector when doing
business in the country.
If Ghana and most developing countries are to increase their share of international trade, it must
significantly change the prevailing status quo on both the export and import side by adopting a
new and innovative approach to clearance of goods.
For the scheme to achieve its objective we have to continually build a sustainable National Single
Window where all stakeholders private and public are engaged to provide their inputs.
The ICC led coalition of business associations in Ghana are certain the scheme will work and will
ultimately reduce the time and cost of undertaking international trade in the country.
As partners in growing trade, ICC congratulates the Ghana Customs Service on this bold initiative
and look forward to an improved trade facilitation regime.
Alhaji Asoma Bandav

Chairman, ICC Ghana

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
MESSAGE FROM ASSOCIATION OF GHANA INDUSTRIES
The Association of Ghana Industry has been a strong support of the Ghana National Single
Window (GNSW) project from the outset. For us the benefits are clear simpler, predictable, more
transparent and automated procedures will reduce the cost and time of doing business, and will
increase competitiveness and profitability for Ghanaian business.
We are already impressed with the achievements to date. The introduction of the Pre-Arrival
Assessment Reporting System (PAARS) has already reduced the time for import classification and
valuation from 2 weeks to under 2 hours. This is a real tangible benefit to business. Similarly, we
expect that the ePayment and eManifest systems will have a strong positive impact on the trade
processes. We expect to see many similar improvements in the coming years of the project.
We are particularly keen on the proposed Single Entry process in the GNSW, whereby a trader can
lodge all of the required regulatory information for export, import or transit at one point, rather than
the current system where one has to visit each government agency separately. This will provide a
huge benefit and will have a direct impact on our overall efficiency. We also believe that these
simplified procedures will encourage new entrants into the international market space.
I would like to complement especially the partnership approach adopted by the Government of
Ghana in this project. We very much appreciate the level of consultation with government on the
design of the GNSW and we are encouraged by the plans to fully engage us in the future roll out
of the facility. We believe that this proactive change management approach will go a long way
towards ensuring the longer term success of the project.
We appreciate the publication of this Manual on the current trade processes in Ghana and look
forward to a future edition containing the new redesigned processes under the GNSW. We are very
optimistic about the future of the project and the positive potential impact it will have on business
and we encourage all stakeholders to support and participate in its ongoing development.

Mr. Seth Twum-Akwaboah
C.E.O. of AGI

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
MESSAGE FROM GHANA NATIONAL CHAMBER OF COMMERCE
The promotion of a strong and growing economy in Ghana, particularly in the external trade sector,
is a top priority for the Ghana National Chamber of commerce (GNCC). Enhancing trade facilitation
is one of the primary means of achieving this and we are very pleased to see the progress that the
Ghana National Single Window (GNSW) has made to date as we believe that this facility will bring
about a quantum change in the way we do international business in Ghana.
We are particularly supportive of the efforts to simplify, automate and integrate existing trade
procedures as this will reduce both the cost and time of doing business for our traders. This will
greatly improve the efficiency of existing operations and will reduce the barriers to new entrants
into the global market thus generating new business opportunities and employment for Ghana.
I am also very pleased to see the open and consultative approach that has been taken in this
project. The business community has a lot of knowledge and insight into how business can be
best organised in the country and we are very happy to partner with government in this important
development. Indeed, the GNCC believes that this partnership approach should be the model for
all such development projects in the country.
We wholeheartedly commit to supporting the implementation of the GNSW and we encourage all
our members to fully embrace the opportunities that will be offered by the GNSW to do business
better, faster and at lower cost. I wish every success for the GNSW and I would like to complement
all of the stakeholders for their strong support and cooperation.
Mark Badu-Aboagye
CEO, GNCC

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
PREFACE BY GHANA REVENUE AUTHORITY
Simultaneously securing government revenue, implementing national policies for security and
consumer protection, and facilitating international trade have become the combined new mandate
of Customs Authorities worldwide. Delivering on this role in an efficient and effective manner is a
major challenge for modern Customs in ensuring the economic competitiveness of their country
and the effective participation of their traders in the global market place.
The Ghanaian Revenue Authority has made a strategic decision to fully embrace this comprehensive
approach within Customs and is committed to providing a facilitated trade service to the business
community, within a secure, transparent and revenue efficient framework. This requires a complete
reorientation of exiting procedures, systems and mind sets, both on behalf of government and
trade. It has to be built on a true partnership between all stakeholders for the benefit of the entire
country.
The Ghana National Single Window (GNSW) is the cornerstone in GRAs strategy in this regard,
whereby Customs and all trade related government agencies will be aligned and integrated to
provide a seamless, efficient and transparent service to clients. Our ambition is that the GNSW
will become the model of a fully integrated Single Window for Africa and indeed the world. It will
provide trades with a Single Entry Point to lodge all information requirements for import, export
and transit and will fully automate the process of all key partner government agencies to ensure that
information, once submitted, is used and reused by all agencies to provide a seamless processing
and response to clients.
This First Edition of the Ghana Import Export Transit Process Manual is devoted to the current
As Is process of key agencies. This is where we are now - the processes currently in place in the
international trade supply chain. It is the benchmark from where change will be measured with
the implementation of the GNSW. Stakeholders are unanimous that these existing processes are
costly, cumbersome, repetitive and in many cases time wasting. This is evidenced by Ghanas poor
performance in the World Bank Trade Across Borders, where Ghana ranks 171 out of 189 countries
globally and 36 out of 47 within Sub-Saharan Africa.
I believe that the GNSW can deliver the required improvements so that by the time the second
edition of this manual is published, we will have made considerable progress in harmonizing
our business processes into effective and efficient To-Be processes, complimented by a robust
integrated Risk Management environment. This will greatly strengthen Ghanas competitiveness
in the global economy, will strengthen economic growth and will create new investment and
employment.
This baseline publication was made possible through the hard work, dedication and passion of all
the parties supporting the GNSW, including our officers within GRA Customs, the officials from both
the private and public sector, and our technical partner West Blue Consulting. I would like to express
my sincere appreciation to all parties for this great effort and I hope that you the stakeholders will
find this manual to be a useful reference resource.
Mr. George Blankson

Commissioner-General, GRA
For further information on Ghanas Import, Export and Transit procedures visit the Ghana Tradeing Hub website: www.ghanatradinghub.ch

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
ABOUT TRADE FACILITATION
The primary goal of trade facilitation is to help make trade across borders faster, simpler and cheaper,
whilst ensuring its safety and security. The World Trade Organisation defines Trade Facilitation as
the Simplification and harmonisation of international trade procedures. Trade procedures include
the activities, practices and formalities involved in collecting, presenting, communicating and
processing data and other information required for the movement of goods in international trade.
This definition implies that not only the physical movement of goods is important in a supply chain,
but also the associated information flows administered by the relevant governmental agencies
and private sector. The fundamental principles of trade facilitation are therefore transparency,
simplification, harmonization, and standardization.
Trade facilitation relates to a wide range of activities such as import and export procedures (e.g.
customs or licensing procedures); transport formalities and payments, insurance, and other financial
requirements. It is emerging as an important factor for international trade and the economic
development of countries. This is due to its impact on competitiveness and market integration and
its increasing importance in attracting foreign direct investment.
Single Window, a trade facilitation measure is described by the United Nations Centre for Trade
Facilitation and Electronic Business (UNCEFACT) Recommendation 33 as a facility that allows
parties involved in trade and transport to lodge standardized information and documents with
a single entry point to fulfill all import, export, and transit-related regulatory requirements. If
information is electronic, then individual data elements should only be submitted once.
Single Window can best be understood by the service that it aims to provide to traders and
government authorities alike a service that facilitates the exchange of trade relevant information
between business to business; business and government agencies, and amongst government
agencies, for obtaining permits and licences, certificates and necessary approvals. UNCEFACTs
Buy Ship Pay Model illustrated below aims to illustrate the interconnectivity of procedures of the
international trade supply chain.
Buy Ship/Deliver Pay
Prepare for Prepare for

Export Transport Import
export import
INVOLVING
Commercial Transport Procedures Regulatory Procedures Financial Procedures
Procedures
* Establish contacts * Establish Transport * Obtain Import/Export * Provide Credit Rating
* Order Goods or Services Contract Licenses, etc. * Provide Insurance
* Advice on Delivery * Collect, Move, and Deliver * Provide Customs * Provide Credit
* Request Payment Goods Declarations * Execute Payment
* Provide Waybills, Goods * Provide Cargo Declaration * Issue Statement
Receipts, Status Reports, * Apply Trade Security
Etc. Procedures
* Clear Goods for
Export/Import
DOUANE
This first edition of Ghanas Import Export and Transit Process Manual aims to provide a step-by-
step guide of the process steps and documentation required for key international trade processes.

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Table Of Contents
1 Glossary of International Terms 15
1.1 SUMMARY OF TRADE ACTORS 15
1.1 - 1 Business Actors 15
1.1 - 2 System Actors 21
1.2 USED NOTATIONS 22
1.3 TRADE TERMS 24
1.4 ABBREVIATION 27
2 Ghana Trade Documents 31
2.1 FOOD AND DRUGS AUTHORITY 31
2.2 ANIMAL PRODUCTION DIRECTORATE 32
2.3 GHANA STANDARD AUTHORITY 32
2.4 NARCOTICS CONTROL BOARD 33
2.5 PLANT PROTECTION AND REGULATORY SERVICES DIRECTORATE 34
2.6 VETERINARY SERVICES DIRECTORATE 35
2.7 GHANA REVENUE AUTHORITY CUSTOMS DIVISION 35
2.8 GHANA PORTS AND HARBOURS AUTHORITY 37
2.9 ENVIRONMENTAL PROTECTION AGENCY 38
2.10 GHANA EXPORT PROMOTION AUTHORITY 39
2.11 MINISTRY OF FINANCE 40
2.12 MINISTRY OF TRADE AND INDUSTRY 40
2.13 GHANA NATIONAL CHAMBER OF COMMERCE 41
2.14 GHANA SHIPPERS AUTHORITY 41
2.15 GHANA ASSOCIATION OF BANKERS (GAB) 41
3 Trade Procedures 44
3.1 IMPORT PROCESSES 44
3.1 - 1 High Level Procedure summary - Import Registration Processes 44
3.1 - 2 High Level Procedure summary - License /Permit/ Certificate/Other Processes 44
3.1 - 3 High Level Procedure summary - Inspection 45
3.1 - 4 High Level Procedure summary - Payment Methods 46
3.1 - 5 High Level Procedure summary Goods Release 46
3.1 - 6 High Level Procedure summary Vessel Management 46
3.1 - 7 High Level Procedure Summary Manifest process 46
3.1 - 8 High Level Procedure Summary Clearance 46
3.1 - 9 High Level Procedure summary Cargo Clearance/Delivery 47
3.1 - 10 High Level Procedure summary Cargo Handling 47

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
3.2 EXPORT PROCESSES 48

3.2 - 1 High Level Procedure summary Export Registration Processes 48
3.2 - 2 High Level Procedure summary - License /Permit/ Certificate/Other Processes 48
3.2 - 3 High Level Procedure summary Goods Declaration 49
3.2 - 4 High Level Procedure summary - Goods Inspection 49
3.2 - 5 High Level Procedure summary - Clearance 49
3.2 - 6 High Level Procedure summary - Cargo Handling 49
3.2 - 7 High Level Procedure summary Vessel Management 49
3.2 - 8 High Level Procedure summary - Payment Methods 49
3.3 TRANSIT PROCESSES 49
4 Regulatory Agencies 51
4.1 FOOD AND DRUGS AUTHORITY 51
4.1 - 1 IMPORT PROCEDURE 52
4.1 - 1.1 Registration 52
4.1 - 1.2 Application for Permits, License and Certificate 79
4.1 - 1.3 Inspection 85
4.1 - 2 EXPORT HIGH LEVEL PROCEDURE 88
4.1 - 2.2 Application for Permits, Licenses or Certificate 97
4.1 - 3 WAREHOUSE PROCEDURE 106
4.1 - 3.1 Application for Bonded Warehouse License Certificate 106
4.1 - 3.2 Application for Storage Facility License 109
4.2 ANIMAL PRODUCTION DIRECTORATE 112
4.2 - 1.1 Sub Process: Authorization to Import 113
4.2 - 1.2 Goods Inspection 119
4.3 GHANA STANDARD AUTHORITY 122
4.3 - 1.1 Importer Registration 124
4.3 - 1.3 Permit to Import African Textile Print 130
4.3 - 2 EXPORT PROCEDURE 133
4.3 - 2.2 Export Certification 138
4.4 NARCOTICS CONTROL BOARD 144
4.4 - 1.2 Permit Application 149
4.4 - 1.3 Chemical Release 155
4.4 - 2.1 Exporter Registration 158
4.4 - 2.2 Export Declaration 161

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 3 TRANSIT PROCEDURE 164

4.4 - 3.1 Re-Exportation Permit 164
4.5 PLANT PROTECTION AND REGULATORY SERVICES DIRECTORATE 167
4.5 - 1 IMPORT HIGH LEVEL PROCEDURE 168
4.5 - 1.2 Plant Importation Permit Application 180
4.5 - 1.3 Goods Inspection 189
4.5 - 1.4 Inspection and Certification of Seeds 192
4.5 - 2.2 Application for Phytosanitary Certificate 198
4.5 - 2.3 Wood Packaging Materials (ISPM No 15) 201
4.6 VETERINARY SERVICES DIRECTORATE 204
4.6 - 1.2 Permit Application 208
4.6 - 2.2 Health Certificate Application 219
4.7 GHANA REVENUE AUTHORITY 221
4.7 - 1.1 Manifest Processes 223
4.7 - 1.2 Boarding Seat Clearance 235
4.7 - 1.3 Landing Seat Process 240
4.7 - 1.5 Pre- Clearance process 255
4.7 - 1.6 Customs Laboratory Analysis 263
4.7 - 1.7 Clearance 266
4.7 - 1.8 Premises Examination 278
4.7 - 1.9 Vehicle Registration and Clearance Process 280
4.7 - 1.10 Bond 287
4.7 - 1.11 Parcel Post 289
4.7 - 1.12 Courier Seat 291
4.7 - 1.13 Head load 294
4.7 - 1.14 Normal Cargo Process at Frontier 297
4.7 - 2.1 Direct Export 300
4.7 - 2.2 Parcel Post 303
4.7 - 3 TRANSIT HIGH LEVEL PROCEDURE 305
4.7 - 3.1 Application for Transit Clearance 305
4.7 - 3.2 Transit Cargo Registration 308
4.7 - 3.3 Transhipment Clearance 310
4.7 - 4 WAREHOUSE HIGH LEVEL PROCEDURE 312
4.7 - 4.1 Bonded Warehouse Registration 312
4.7 - 4.2 Warehousing of Imported goods 315

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.3 Ex-Warehousing Process 318

4.7 - 4.4 Re-export from the Warehouse 321
4.7 - 4.5 State Warehouse 324
4.7 - 4.6 Auction 326
4.7 - 5 FREE ZONE HIGH LEVEL PROCEDURE 328
4.7 - 5.1 Registration of a Free Zone 328
4.7 - 5.2 Export of Goods from Free Zone 330
4.7 - 5.3 Export for Home Consumption 333
4.8 GHANA PORTS & HARBOURS AUTHORITY 335
4.8 - 1.1 Business Service Registration 336
4.8 - 1.2 Allocation of Container 339
4.8 - 1.3 Vessel Management 342
4.8 - 1.4 Cargo Handling 359
4.8 - 1.5 Cargo Clearance/Delivery 372
4.8 - 2.2 Vessel sailing/Departure 399
4.8 - 2.3 Cargo Handling 402
4.8 - 2.4 Export receipt 414
4.8 - 3 TRANSIT HIGH LEVEL PROCEDURE 417
4.8 - 3.1 Application for Transit Clearance 417
4.8 - 3.2 Sub process: Receiving and Delivery of Loaded Trucks 421
4.8 - 3.3 Sub Process: Delivery of Vehicle 423
4.8 - 3.4 Sub Process: Statistical Reporting 426
4.9 ENVIRONMENTAL PROTECTION AUTHORITY 429
4.9 - 1.2 License Application 434
4.9 - 1.3 Clearance Permit Application 455
4.9 - 2 EXPORT PROCEDURE 467
4.9 - 2.1 Export Permit 467
4.10 GHANA EXPORT PROMOTION AUTHORITY 470
4.10 - 1 EXPORT High level PROCEDURE 471
4.10 - 1.2 ETLS Product Registration 474
4.11 MINISTRY OF FINANCE 477
4.11 - 1 Import High level Procedures 479
4.11 - 1.1 Exemption Application 479
4.12 MINISTRY OF TRADE AND INDUSTRY 482
4.13 GHANA NATIONAL CHAMBER OF COMMERCE 495
4.13 - 1 Export High Level Procedure 497

GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.13 - 1.2 Application for Certificate of Origin 499
4.14 GHANA SHIPPERS AUTHORITY 502
4.14 - 1 Ghana Shippers Authority High Level Procedures 503
4.14 - 1.1 Shipper Registration 503
4.14 - 1.2 Debit Note 505
4.15 GHANA ASSOCIATION OF BANKERS (GAB) 507
4.15 - 1 HIGH LEVEL IMPORT PROCEDURE 508
4.15 - 1.1 Payment 508
4.15 - 2 HIGH LEVEL EXPORT PROCEDURES 520
4.15 - 2.1 Payment 520
5 Strategic Commodities 527
5.1 IMPORT PROCEDURE FOR SPECIFIC COMMODITIES 527
5.1 - 1 Rice Import Procedure 527
5.1 - 1.1 Actors 527
5.1 - 1.2 Documents 528
5.1 - 1.3 Process Steps 529
5.1 - 1.4 Estimated Time for Rice Import Procedure 533
5.1 - 2 Medicine in Doses Import Procedure 534
5.1 - 2.1 Actors 534
5.1 - 2.2 Documents 535
5.1 - 2.4 Estimated Time for Medicine in Doses Import Procedure 539
5.1 - 3 Auto Spare Parts Import Procedure 540
5.1 - 3.1 Actors 540
5.1 - 3.2 Documents 541
5.1 - 3.4 Estimated Time for Auto Spare Parts Import Procedure 545
5.1 - 4 Passenger Vehicles/Trucks Import Procedure 546
5.1 - 4.1 Actors 546
5.1 - 4.2 Documents 547
5.1 - 4.4 Estimated Time for Passenger Vehicles/Trucks Import Procedure 551
5.1 - 5 Vegetable and Palm Oil Import Procedure 552
5.1 - 5.1 Actors 552
5.1 - 5.2 Documents 553
5.1 - 5.4 Estimated Time for Vegetable and Palm Oil Import Procedure 558
5.2 EXPORT PROCEDURE FOR SPECIFIC COMMODITIES 559
5.2 - 1 Fish Export Procedure 559
5.2 - 1.1 Actors 559
5.2 - 1.2 Documents 560
5.2 - 1.4 Estimated Time for Fish Export Procedure 564

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.2 - 2 Cashew Nuts Export Procedure 565

5.2 - 2.1 Actors 565
5.2 - 2.2 Documents 566
5.2 - 2.4 Estimated Time for Cashew Nuts Export Procedure 570
5.2 - 3 Cocoa Bean Export Procedure 571
5.2 - 3.1 Actors 571
5.2 - 3.2 Documents 572
5.2 - 3.4 Estimated Time for Cocoa Bean Export Procedure 576
5.2 - 4 Gold Export Procedure 577
5.2 - 4.1 Actors 577
5.2 - 4.2 Documents 578
5.2 - 4.4 Estimated Time for Gold Export Procedure 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1
Glossary
Public financial Management
Vehicle Examination Agriculture Sector Investment Plan
Development Policy Financial Policies

Sustainable Development Regional Integration Internal Security
GSA Exporter Registration FDA MOTI

MOF Registration Form Exporter Declaration
EPA Transit Permit to clear Re-Exportation
Declaration Form Free Zones NACOB
Desk Officer PCFES Customs

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1 Glossary of International Terms

1.1 Summary of Trade Actors
1.1 - 1 Business Actors
Summary of Trade Actors
AGI (Association of Ghana Industries) APD Director APD

(from Business Actors) (from Business Actors) Inspection Officer
(From Business Actors)
APD Processing Officer Agent Animal Products Department

(From Business Actors) (from Business Actors)
$ $
Authorized Dealer Bank BNI Beneficiary Bank

(from Business Actors) (from Business Actors) (from Business Actors)
Board of Directors / GNCC Ghana National Clearing and

Product Registration Committee Chamber of Comerce Forwarding Agent
(from Business Actors) (from Business Actors) (From Business Actors)
Clients Service Commissioner Correspondent of

(from Business Actors) (GRA Customs) the Beneficiary Bank
(from Business Actors) (from Business Actors)
DD Pesticide and Fertilizer Declarant APD

Regulatory Division (from Business Actors) (From Business Actors)
(from Business Actors)
VSD (Veterinary Service Directorate) Drugs Registration and ECOWAS

(from Business Actors) Inspectorate Division (from Business Actors)

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
EPA (Environmental Protection Agency) EPA EPA

(from Business Actors) Accountant Executive Secretary
EU Food and Evaluation Team Exporter

Veterinary Office (from Business Actors)
FDA CEO FDA Laboratory FDA Officer

(from Business Actors) (from Business Actors) (frotm Business Actors)
FDA Regional Officer FDA Account Officer Field Technician

(from Business Actors) (From Business Actors) (From Business Actors)
Fire Service Food Enforcement Department Food Evaluation and

(from Business Actors) (from Business Actors) Registration Department
Food Registration Committee FDA (Food and Drugs Authority) Freight Forwarders
GNCC (Ghana National Chamber of Commerce) GEPA (Ghana Export Promotion Authority) Ghana Ports & Harbours Authority
GPHA Terminal Services GRA Customs Division GSA Account Officer

(From Business Actors) (from Business Actors) (From Business Actors)

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
GSA Chairman/Secretary GSA Executive Director GSA Head Fish Control and
(from Business Actors) (from Business Actors) Export Project (FCEP) Department
GSA Inspector GSA Lab Scientist GSA Liaison Officer

(From Business Actors) (from Business Actors) (from Business Actors)
GSA Registration/Account Officer GSA Standard Officer/ Ghana Health

(from Business Actors) Technical Officer Services
Ghana Standard Authority Harbour Master Head PFRD

Head of Department Head of Unit ISPM No 15 Operator

IT Department Import and Export

Immigration
(from Business Actors) Control Department
Importer International Collaborators KIA (Regulatory Office)

Laboratory Services Department MDA Ministry of Foreign Affairs

(From System Actors)
(from Business Actors) and Regional Integration

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
MOFA Honourable Minister MOF (Ministry of Finance) MOTI (Ministry of Trade and Industry)
Manufacturing Countrys Minerals Comission Ministry of Health

Food Regulatory Body (from Business Actors) (From Business Actors)
NACOB NACOB Agent NACOB Accountant

NACOB Desk Officer NACOB Executive Secretary NACOB Executive Secretary Registry
NACOB Field Officer NACOB (Precursor Control & National Approval Committee
Forensic Examination Support Unit) (from Business Actors)
National Security Other Accredited Laboratory PCFESU Desk Officer

PCFESU Inspection Officer PCFESU Officer NACOB (Precursor Control & Forensic
(from Business Actors) (from Business Actors) Examination Support Unit Head)
Plant Protection and PPRSD (GSID) PPRSD Director

Regulatory Services Department (from Business Actors) (from Business Actors)

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
PPRSD Deputy Director PPRSD Sampler Region PPRSD Accountant

PPRSD Desk Officer PPRSD Fertilizer Committee PPRSD Head GSID

PPRSD Head of Plant PPRSD Inspector PPRSD Phytosanitary Inspector

Quarantine Division (From Business Actors)
Paying Bank Plant Quarantine Division | Ghana Police

(from Business Actors) Seed Inspection (from Business Actors)
Port Health Authority Port Labour Private Company

Producer Product Registration Product Registration

(From Business Actors) Committee Decision Committee
Public / Private Regional Officer Registration and

Laboratory (from Business Actors) Evaluation Officers
Regulatory Officer Representative GRA

Representative of GSA
Customs Division (from Business Actors)

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Representative of Representative of Representative of Ministry

Ghana Police Service Importers Association of Trade and Industry
Representative of Registrar Representative of Representative of all

General Department Textile Workers Union local Textile Manufacturers
Researcher SWIFT Safety Monitoring

Department
Safety Monitoring and Scanner Service Sheduled Regulatory

Clinical Trail Division Provider Officer
(from Business Actors) (From Business Actors)
Seed Dealer Seller Shipping

(From Business Actors) (from Business Actors) Companies/Agencies
Shipping Line Shore Handlers Shore Handling Agent

Agent (from Business Actors)
Stevedore Tally Clerk Stevedores Supervisory MDA

(from Business Actors) (From System Actors)
Technical Sub VSD Director VSD

Committee (from Business Actors) Registration Officer

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
VSD Vessel Tally Clerk Vetting Committee

Veterinary Staff (from Business Actors) (from Business Actors)
Warehouse Operator
1.1 - 2 System Actors

System Actors
FDA Product FDA SIAMED GCMS System

Functionality System System (From Business Actors)
GPHA IMBS system GPHA Port Operation Ghana PAARS

(from Business Actors) Management System
Ghana Trading Hub NACOB NACOB Exporter

(from Business Actors) Importer Database Registration System
NACOB e-MDA Platform

Pen Online (From System Actors)

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1.2 Used Notations

Use Case Diagram Notations
Notation Description and Instruction for use

Subject Boundary:
Package Represents a process area
Includes the name of a subject boundary on top
Business Actor:
Please refer to the table on Represents a role which participates in a particular business process.
Summary of Business Actors Can be an individual, an organization, a department, etc.
Is labelled with a role-name
Is placed outside the subject boundary
Business Use Case:
Represents a core business process
Is labelled with a descriptive verb-noun phrase
Relationship Association:
Links actors with the use cases (business processes) they participate in
Table 2: Use Case Diagram Notations
Process flow Diagram Notations

Initial State
Package Represents the beginning of a set of activities
Can only be one initial state for each Process flow Diagram
Final Flow State

Please refer to the table on Is used to stop the flow of activities
Summary of Business Actors Indicates that further activities cannot be pursued within the
described context
Business Use Case:

Represents a core business process
Is labelled with a descriptive verb-noun phrase
Final Activity State

Is used to indicate the completion of the business process

GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Swim lane
Is used to break up individual actions to individuals / agencies that are
responsible for executing their actions.
Is labelled with the name of the responsible individual, organization,
or department.
Activity
Represents a non-decomposable piece of behaviour
Is labelled with a verb-noun phrase that 1) begins with a verb and
ends with a noun; and 2) is short yet contains enough information for
readers to comprehend.
Object
Represents a document or information that flows from one activity to
another activity.
Is labelled with a name of a document.
Decision
Represents the point where a decision, depending on the outcome of
a specific prior activity, has to be made
Has multiple transition lines coming out of a decision point and
connecting to different activities
Attached with labels addressing the condition on each transition line
that comes out of an activity and connects to a decision point or vice
versa
Transition line
Indicates a sequential flow of activities and information flows in an
Process flow Diagram
Fork (Splitting of Control)
Is used to visualize a set of parallel activities or concurrent flow of
activities
Join (Synchronization of Control)

Is used to indicate the termination of a set of parallel activities or
concurrent flow of activities.
Send message
Is used to specify the sending Message or information to one party
over another.
Receive message
Is used to specify the acceptance message or information sending by
another party.
Region
Is used to specify a group of documents or information that flows
from one activity to another activity.
Table 3: Process flow Diagram Notations

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1.3 Trade Terms

Name Description
Actual Arrival Report A Sea Actual Arrival Report (AAR) is a statement made to Customs by
the master or owner of the vessel, or an agent acting on their behalf.
An AAR is a mandatory document in the reporting of sea cargo. An
AAR is a confirming document that contains information about the
actual arrival of a vessel at a Ghanaian Port.
Animal Quarantine Animal quarantine is a quarantine system that is implemented
worldwide for the purpose of preventing the incursion of animal
illnesses and diseases.
Bill of entry A declaration by an importer or exporter of the exact nature, precise
quantity and value of goods that have landed or are being shipped
out.
Bill of Lading A document issued by a carrier, or its agent, to the shipper as a
contract of carriage of goods. It is also a receipt for cargo accepted
for transportation, and must be presented for taking delivery at the
destination.
Berth A place in which a vessel is moored or secured; place alongside a
quay where a ship loads or discharges cargo.
Cargo Movement Report The Cargo Movement Report (CMR) is a request to move cargo, under
Customs control, from the Cargo Terminal to another location
Certificate Written declaration documenting a fact or evidencing the result of a
certification exercise.
Certificate of Analysis A Certificate of Analysis is a document issued by Quality Assurance
that confirms that a regulated product meets its product
specification. They commonly contain the actual results obtained
from testing performed as part of quality control of an individual
batch of a product
Container yard A container handling and storage facility either within a port or
inland.
Customs House Agent Person who is licensed by the local customs, He or she acts as a
professional-agent for an importer or exporter, prepares and submits
all documents for clearing goods through customs, and is paid
customs-brokerage.
Customs Declaration a statement showing goods being imported on which duty will have
to be paid.
ETLS ETLS is a scheme drawn up by member states of ECOWAS to eliminate
tariff and non-tariff measures that obstruct the free flow of goods in
the sub-region
Free Zone An area within a country where imported goods can be stored or
processed without being subject to import duty. Also called a free
zone, free port, or bonded warehouse.
Freight Forwarder Firm specializing in arranging storage and shipping of merchandise
on behalf of its shippers.
General Cargo Interchange Document used to transfer Cargo from stevedores to the Shore
Document handlers

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Name Description
Gold Category A shipper whose annual shipment is two thousand metric tons and
more or one hundred TEUs and more in the liner trade, or a shipper
whose annual shipment is five thousand metric tons and more in the
bulk trade
Groupage The grouping together of several compatible consignments into a full
container load. Also referred to as consolidation
Harbour Master An officer who is in charge of vessel movements, safety, security, and
environmental issues within a port.
High Risk Goods Goods that have serious health and safety implications on the
consuming public.
House Bill of Lading A House Bill of Lading is a transportation contract which takes place
between a customer and a forwarder. This legal document is issued
by a freight or cargo forwarder to each exporter, for goods to be
shipped or transported in a group. Hence, a HBL is also referred to as a
groupage document or certificate.
Inland Clearance Depot These are (Off Dock Terminals) that have been duly licensed or
authorized by the Authority
Interchange Form A form used to capture the condition of the container
Import Duty a tax on goods imported into a country
ISPM No 15 Companies that produce wood packaging material (pallets, crates,

dunnage, etc.)
Jetty (or pier) A structure that is perpendicular or at an angle to the shoreline to
which a vessel is secured for the purpose of loading and unloading
cargo.
Licenses Permit that allows an importer to bring in a specified quantity of
certain goods during a specified period (usually one year). Import
licenses are employed (1) as means of restricting outflow of foreign
currency to improve a country's balance of payments position; (2)
to control entry of dangerous items such as explosives, firearms,
and certain substances; or (3) to protect the domestic industry from
foreign competition. See also import restrictions.
Letter of Credit A written commitment to pay, by a buyer's or importer's bank
(called the issuing bank) to the seller's or exporter's bank (called the
accepting bank, negotiating bank, or paying bank).
Master Bill of Lading MBL is a transportation contract between a customer and a forwarder.
However, unlike the HBL, the master bill of lading is issued by the
shipping company or carriers. The document summarises the
different quantities of cargo that is to be hauled for transport by the
vessels or other modes of transport. The master bill of lading is also
known as the ocean bill of lading.
Material Safety Data Sheet A Material Safety Data Sheet (MSDS) is a document that contains
(MSDS) information on the potential hazards (health, fire, reactivity and
environmental) and how to work safely with the chemical product.

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Name Description
Open Account Method of payment Credit relationship in which the buyer pays upon
the receipt of goods, or on deferred payment basis.
Permits An official document giving someone authorization to do something.
Alternative term for license.
Pest Any species, strain or biotype of plant, animal or pathogenic agent
injurious to plants or plant products
Phytosanitary Certificate Formal document issued by an exporting country's agricultural
authorities to verify a shipment has been inspected and is free from
harmful pests and plant diseases.
Pilotage The act of assisting the master of a ship in navigation when entering
or leaving a port or in confined water
Product Data Sheet A document that summarizes performance and other technical
characteristics of a product in sufficient detail to be used by a
professional or producer.
Product Technical Specification Product Technical Specification: a detailed description of technical
requirements stated in terms, suitable to form the basis for actual
design, development, and production processes of an item having
the qualities specified in the operational characters.
Shipping Document Air waybill, bill of lading, or truck bill of lading, commercial invoice,
certificate of origin, insurance certificate, packing list, or other
documents required to clear customs and take delivery of the goods.
Transport Document Air waybill, bill of lading, carrier's certificate, etc., that serves as an
evidence of acceptance and receipt of goods for carriage and may
also serve as a document of ownership (title).
Quarantine Pest Pest of potential economic importance to the area endangered
thereby and not yet present there, or present but not widely
distributed and being officially controlled.
Shipper Consignor, exporter, or seller (who may be the same or different
parties) named in the shipping documents as the party responsible
for initiating a shipment, and who may also bear the freight cost.
Shore Handlers After the cargo is unloaded from a ship by stevedores and put on the
wharf, it has to be taken to the stockyards and from there to railway
wagons and trucks for transporting to final customers. This work is
done by on-shore cargo-handling agents.
Silver Category A shipper whose annual shipment is below two thousand metric tons
or below one hundred TEUs and more in the liner trade, or a shipper
whose annual shipment is below five thousand metric tons in the
bulk trade
Stevedore A firm or individual engaged in the loading or unloading of a vessel
Turnaround time The time it takes between the arrival of a vessel and its departure
from port; frequently used as a measure of port efficiency.
Twenty-foot Equivalent Unit The twenty-foot equivalent unit (TEU) is an inexact unit of cargo
capacity often used to describe the capacity of container ships and
container terminals.

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1.4 Abbreviation
Name Meaning
AGI Association of Ghana Industries
APD Animal Production Directorate
BL Bill of Lading
BNI Bureau of National Intelligence
BOE Bill of Entry
BOG Bank of Ghana
BPA Business Process Analysis
CCVR Customs Classification and Valuation Report
CDI Cash Delivery Invoice
CFS Container Freight Station
CM Change Management
CMR Cargo Movement Request
COA Certificate of Analysis
COC Certificate of Conformity
COO Certificate of Origin
CVE Customs Validated Entry
DO Delivery Order
DP Director of Port
DTM Deputy Terminal Manager
DTS Delivery Tally Sheet
DVLA Driver Vehicle Licensing Authority
ECOWAS Economic Community Of West African States
EIS Environmental Impact Statement
EPA Environmental Protection Agency
ETLS ECOWAS Trade Liberalisation Scheme
FCL Full Container Load
FDA Food and Drug Authority
GAC Ghana Airport Company
GAEC Ghana Atomic Energy Commission
GAB Ghana Association of Bankers
GCB Ghana Cocoa Board
GNCC Ghana National Chamber of Commerce
GCMS Ghana Customs Management System
GEPA Ghana Export Promotion Authority
GFZB Ghana Free Zone Board
GICCS Ghana Integrated Cargo Clearance System
GIPC Ghana Investment Promotion Centre
GMA Ghana Maritime Authority
GMP Good Manufacturing Practices
GNSW Ghana National Single Window

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Name Meaning
GOG Government of Ghana
GPHA Ghana Ports Harbours Authority
GRA Ghana Revenue Authority
GSA Ghana Shippers Authority
GSA Ghana Standard Authority
ICC International Chamber of Commerce
ICD Inland Container Depot
ICL Import Container List
ICT Information and Communications Technology
IDF Import Declaration Form
IMBS Integrated Manifest Based System
INCB International Narcotics Control Board
ISO International Organization for Standardization
ISPM International Standards For Phytosanitary Measures
IT Information Technology
LCL Less Container Load
MDA Ministries, Departments and Agencies
MFARI Ministry of Foreign Affairs and Regional Integration
MINCOM Minerals Commission
MOF Ministry of Finance
MOFA Ministry of Food and Agriculture
MOI Ministry of Interior
MOTI Ministry of Trade and Industry
MPS Meridian Port Services
NACOB Narcotics Control Board
NITA National Information Technology Agency
NCA National Communication Authority
NPA National Petroleum Authority
NSA National Security Adviser
NSW National Single Window
NSWS National Single Window Secretariat
OIE Office international Epozoaquarium
PER Preliminary Environmental Report
PAARS Pre-Arrival Assessment Report System
PMM Port Monitoring Manager
PPRSD Plant Protection and Regulatory Services Directorate
PQD Plant Quarantine Division
PTO Principal Traffic Officer
SIC State Insurance Company
SOAAG Ship Owners and Agents Association of Ghana
STO Senior Traffic Officer
SW Single Window

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Name Meaning
TDED Trade Data Element Directory
TM Terminal Manager
TMS Terminal Management System
TO Traffic Officer
UCL Unclaimed Cargo List
UCR Unique Consignment Reference
UNCEFACT United Nations Centre for Trade Facilitation and Electronic Business
VAN Vehicle Appointment Notice.
VCR Vehicle Condition Report.
VIF Vehicle Information Form.
VRS Vehicle Record Sheet
VSD Veterinary Services Directorate
WCO World Customs Organization
WCO SAFE World Customs Organization SAFE Framework of Standards to Secure
and Facilitate Global Trade
WTO World Trade Organization

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2
Ghana Trade Documents

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ghana Trade Documents

2.1 Food and Drugs Authority
Business Registration Certificate
Importer Registration Form for Food Product
Importer Registration Form for Medicine, Cosmetics, Biological Products, House hold,
Chemicals Substance and Medical Devices
Importer Registration Form for Tobacco
Certificate of Pharmaceutical Product
Certificate of Analysis
Clinical Data Form
Dossiers
Sample Product Registration Form
Free Sale Certificate for Non Pharmaceuticals
Manufacturers License
Material Data Sheet
Label and Packaging Materials
Contract Agreement
Manufacturing License
Free Sale Certificate
Sterility Certificate
Stability Data
Biological Products Registration Form
Biosimilar Registration Form
Registration Application Dossier
Post Registration Management Plan
Warehouse License Form
Food Registration Application Letter
Bill of Lading / Airway Bill
Packing List
CCVR
Payment Invoice
Request Letter
Inspection Request Form
Provisional Approval Permit
Exporter Registration Form for Food Product
Exporter Registration Form for Medicine, Cosmetics, Biological Products, House hold,
Chemicals Substance and Medical Devices

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Exporter Registration Form for Tobacco

TIN Number
Site Master File
Food Handlers Certificate
Model Labels of the Product
Certificate of Export
Laboratory Analysis Result
Provisional Approval
Payment Receipt
Laboratory Analysis Report
Port Sampling Report
Laboratory Request Form
Warehouse Layout
Warehouse Facility License Form
Recommendation Letter
Warehouse Inspection Report
Cover Letter
Bonded Warehouse Certificate
2.2 Animal Production Directorate

Application Letter
IDF
Bill of Lading / Air Waybill
Commercial Invoice
Approval Letter
Certificate of Incorporation
Registration of Business Name
Letter of Authorization to Import
Import Permit
Violation Report
2.3 Ghana Standard Authority

Registration Form
Commercial Invoice
Payment Receipt

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Acknowledgement Letter
Provisional Approval Permit
Certificate of analysis
Certificate of Conformity
Bill of Lading
Letter of Undertaking
Non Conformity Report
Application Letter
Hazard Analysis and Critical Control Point
Best Practices Manual
Fishery Product Regulation
Cool Room Layout
Freezing Vessel Layout
Processing Plant Layout
Product Data Sheet
Product Technical Specification
Production Data
Manual / Operating Instructions
Pro Forma Invoice
Data Sheet
2.4 Narcotics Control Board

Certificate of Registration
Certification of Incorporation
Certificate to Commence Business
Company Code
Registration Form
Application Letter
Pro Forma Invoice
Payment Receipt
Import Authorization
Commercial Invoice
Packing List
Airway Bill or Bill of lading
Permit to Clear
Application Form
Copy of National ID Card of Company Owner or Representative

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Form 3
Form A
Acknowledgement Receipt
Export Declaration Form
Authorization Letter
Approved Export Declaration
Report of Findings
Re-Exportation Permit
2.5 Plant Protection and Regulatory Services Directorate

Registration Form
Registration Business Name
Payment Receipt
Importer Registration Certificate
Form A
Form C
Form 3
Importer/Manufacturer Application Form
Product Registration Form
Application Letter for Company Registration
Dossier of Fertilizer Product
Laboratory Analysis Result
Fertilizer Registration Certificate
Permit to Import Fertilizer Samples
Bio-Efficacy or Field Trial Report
Product Label
Application Form
Registration Form for Seed Producer
Application Form for Field Inspection
Inspection Booklet
Field Report
Plant Import Permit Certificate
Commercial Invoice
Fertilizer Import Permit
Certificate of Registration from Registrar General
Phytosanitary Certificate

GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Import Permit
Sample Request Form
Seed Certificate Tag
Test Result
Exporter Registration Certificate
Ghana Export Promotion Authority Certificate
List of out-growers
Ghana Investment Promotion Certificate for Foreign Companies
Plant Quarantine Declaration Form
Packing List
Import Permit from Importing Country
Wood Packaging Materials Certificate
Stamp Number
2.6 Veterinary Services Directorate

Application Letter
Approval Letter
Commercial Invoice
Packaging List
International Animal Health Certificate
Veterinary Certificate
VSD Consignment Document
Payment Receipt
CCVR
International Veterinary Health Certificate
CITES Certificate
Importing Country Requirement
Laboratory Examination Report
2.7 Ghana Revenue Authority Customs Division

Hard copy of Cargo Manifests.
Electronic copy of Cargo Manifests.

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Amendment request
Previous Bill of Lading
Approval letter
Ship Report Inward Manifest
Ship Blue Book
Inward Report Manifest
Customs Form C42
Shipping Advice
Outward Clearance Certificate
Compliance Directive
Application Letter
Company registration
TIN Certificate
Regulatory Permit (FDA, EPA, Fire Service)
Bond Certificate
Statement of Composition
Survey Report
Approval to operate Warehouse
Warehouse number
Freight Forwarder Association Database (GIFF, CUBAG, FFAG)
Import Declaration Form
Insurance
Proforma Invoice
Final/Commercial Invoice
Packing List
Bill of Lading/Airway Bill/Way Bill
Regulatory Permit
CCVR
Laboratory Report
Bill of Entry
Duty Payment Receipt
Examination Report
Vehicle Registration Documents
Road Worthiness
International Drivers License
Letter of Authorization

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
EPA Certificate
Building Certificate
License to operate
Landing Account
Headload CCVR
IDF
Form C68
Form 4A
Declaration (BOE)
Memo
2.8 Ghana Ports and Harbours Authority

Tax Clearance Certificate
Business Registration Form (A/B)
Current Tax Clearance
Current SSNIT Certificate
Company Registration Form A/Regulation
Business Operation License
GPHA Business Registration Certificate
Payment Advice
Receipt
Approval Letter
Operating License
Vessel Application Form
Gazette/Vessel schedule
Stowage Plan
Dangerous Cargo Lists
Berthing Arrangement
Marine Orders
Anchorage Form
Last Clearance of the Ship
Vessel Movement Card
Cargo Manifest
Vehicle Conditioning Report
General Cargo Interchange Report
Stevedore Timesheet

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Landing Tally Sheet

Stevedore Cargo damage Form
Container Condition Report
Import Cargo list
List of Specialised Cargo
List of Transhipment
Hatch list
Delivery Order
Customs Entry
Cash Delivery Invoice
Bill of Lading
CCVR
Indemnity Form
Customs Declaration
Way Bill
First Offer/Allocated/Auction Letter
Toll
Payment Receipt
Scan Appointment Notice
Ullage Report
Draught Survey Report
Shipping note
Advance Tally Sheet
Vessel Call Report
Loading list
Bay plan/stowage plan
Charcoal/Scrap permit
Entry Form
GJT/Safe bond waybill
2.9 Environmental Protection Agency

Pesticide Dossier (Fresh)
Bio Efficacy Trial Report
Application Form
Sample Label for Product
Invoice
Bank Advice

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Pesticide Registration Certificate

Application Form
Importer/Distributor License
Hazardous Chemical License Application Form Evidence of Vehicle Insurance
Transporter License for High Risk Chemical
Retailer License
Commercial Application License
Certificate of Competence
Environmental Permit
PER/EIS Report
Form EA1 Small to medium sized projects
Form EA2 Large projects
Site plan
Block plan
Fire Certificate
Zoning Status from Town Planning
Manufacturing|Repackaging|Reformulation License
Manufacturing|Repackaging|Reformulation Permit
Bill of Lading/Airway Bill
Material Safety Data Sheet
Chemical Clearance Permit
Certificate of Analysis (GSA)
Permit from NACOB Precursor Item
Certificate of Analysis (GAEC) Meat
Import Permit (MOTI) Mercury
Master Advice
Supplementary Master Permit
Export Permit
Import Requirements from Country of Destination
2.10 Ghana Export Promotion Authority

Companys Regulation Code

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Tax Identification Number (TIN)

Form A
ETLS application form
ETLS approval Notification

2.11 Ministry of Finance
Recommendation Letter from Supervisory Ministry
Commercial Invoice
Packing List
AWB/BOL
Any additional document e.g. Deed of donation
Approval Letter
2.12 Ministry of Trade and Industry

Application Letter
Bill of Lading/Airway Bill
Certificate of Incorporation or Registration of Business name
Commercial Invoice
IDF
Minerals Commission Receipt of Payment
MOTIs License Form
Certificate of Business registration
Proforma Invoice(Optional)
Commercial Invoice
Pay-in slip
Packing list
Declaration
GIPC Registration (applicable to foreign companies)
SSNIT Clearance Certificate
Declared repatriated proceeds (bank statement)
Evidence of Receipt of Payments for Exports
Return of Exports
Department of factory/Shops Inspectorate Certificate

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2.13 Ghana National Chamber of commerce

Registration form
Certificate of Incorporation or Registration of Business name (First time only)
Company Authorised Signatory Letter
Manufacturing Cost Statement
Commercial Invoice
Pay-in slip
Packing list
Declaration
2.14 Ghana Shippers Authority

Registration form
Debit note
Notification form
Manifest
2.15 Ghana Association of Bankers (GAB)

Bank Draft
Bill of Lading
Bonded Warehouse receipt
Commercial documents
Commercial Invoice
Customs clearing documents
Customs Declaration
Debit Advice
IDF
Inspection document
LC Application Form
Letter of Credit
Payment Slip
Payment Notification
Proforma Invoice
Shipped Documents

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Shipping Document
SWIFT MT103
Transport document
Other additional document where necessary

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
3
Trade Procedures

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
3 Trade Procedures
3.1 Import Processes
3.1 - 1 High Level Procedure summary - Import Registration Processes
FDA Importer Registration

GSA Importer Registration
NACOB Importer Registration
PPRSD Importer Registration
VSD Importer Registration
FDA Import Product Registration
Registration of Imported Allopathic Medicinal Products (human and Veterinary)
Registration of Tobacco and tobacco Products
Registration of Imported Cosmetics and Household Chemical Substance
Registration of Imported Medical Devices
Registration of Food Supplement
Registration of Herbal Homeopathic Medicines
Registration of Biological Products
Registration of Food Products
EPA Pesticide Registration
PPRSD Fertilizer Registration
PPRSD Seed Dealer Registration
PPRSD Producer Registration
GRA_Customs Manufacturer Registration
Vehicle DVLA Registration
Shipper Registration
GPHA Business Registration
Registration of a Free Zone
Bonded Warehouse Registration
3.1 - 2 High Level Procedure summary - License /Permit/ Certificate/Other

Processes
FDA Import Permit for General Product and Non Controlled Substance
FDA Permit Application for Controlled Drugs
APD Authorization to Import
APD Permit to Import
GSA Permit to Import African Textile Print

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
NACOB Permit to Clear

PPRSD Permits for the Importation of regulated articles, Plant and Plant Products
PPRSD Fertilizer Imports Permits
GCNET Approval
Application for Permit to Import
VSD Permit to Clear
GRA-Customs Exemptions
Authorization to operate Oil Depot
Customs House Agent Licensing
Customs House Agent Licensing Renewal
Temporary Vehicle Importation (TVI)
Shipper Notification
MOTI Exemption Application
MOF Exemption Application
Permit Application for Mercury License
Application for IDF Form
Allocation of Containers
statistical reporting
EPA Importer/Distributor License
EPA Transporter Licensing
EPA Retailer Licensing
EPA Commercial Application of Pesticides
EPA Environmental Assessment Permitting
EPA Manufacturing | Repackaging | Reformulation License
EPA Warehouse Licensing/Permitting
EPA Temporary Permit
EPA Annual Permit- Master consignment
EPA Supplementary Permit
EPA Supplementary annual Permit
Application for Bonded Warehouse License Certificate
Application for Storage Facility License
Warehousing of Imported goods
State Warehousing Process
Auction
3.1 - 3 High Level Procedure summary - Inspection
FDA Import Inspection

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
APD Goods Inspection

GSA Import Inspection
PPRSD Goods Inspection
PPRSD Inspection and Certification of Seeds
VSD Goods Inspection
Customs Lab Analysis
3.1 - 4 High Level Procedure summary - Payment Methods
Open account
Advance Payment
Letter of credit
Bill of Collection
3.1 - 5 High Level Procedure summary Goods Release
NACOB Chemical Release
3.1 - 6 High Level Procedure summary Vessel Management
Vessel Booking
Berth Allocation
Vessel At Anchorage
Vessel Berthing
Shifting from Berth to Berth
Shifting from Berth to Anchorage
3.1 - 7 High Level Procedure Summary Manifest process
Seaport Manifest Submission

Seaport Manifest Amendment
Consolidator Authorization
Airport Manifest Submission
Airport Manifest Amendment
3.1 - 8 High Level Procedure Summary Clearance
Bond process
Parcel Post
Courier Seat

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Headload
Normal Cargo Process at Frontier
Boarding Seat Clearance
Ship Inward Clearance
Ship Outward Clearance
Landing Seat Process
Goods Tallying
Pre-entry Clearance
Pre- Clearance process
Customs House Agent Registration in PAARS
Issuance of CCVR
Clearance
Compliance
Examination
Physical Inspection
Non/Intrusive /Scanning
Preventive
Vehicle clearance
Premises Examination
3.1 - 9 High Level Procedure summary Cargo Clearance/Delivery
Payment of Terminal Charges

Devanning
Delivery from Devanning Area
Delivery from the CFS Shed
Clearance at Depot 10
Scan Clearance at Depot 10
Transfer of Overstayed (UCL) Vehicles
3.1 - 10 High Level Procedure summary Cargo Handling
Unloading/Discharging of General Cargo/Break bulk

Unloading/Discharging of RORO Cargo
Unloading/Discharging of Containerised Cargo
Unloading/Discharging of Dry Bulk Cargo

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
3.2 Export Processes

3.2 - 1 High Level Procedure summary Export Registration Processes
FDA Exporter Registration

FDA Export Product Registration
Registration of Locally Manufactured Drug Products
Registration of Locally Manufactured Food Products
GEPA Export Registration
GEPA ETLS Product Registration
GSA Exporter Registration
GSA Fish Facility Registration
NACOB Exporter Registration
PPRSD Exporter Registration
VSD Exporter Registration
GNCC Exporter Registration
GPHA Business Registration
3.2 - 2 High Level Procedure summary - License /Permit/ Certificate/Other

Processes
FDA Permit Application for Export Clearance

FDA Permit Application for Certificate of Manufacture and Free Sale
GSA Product Export Certification
GSA Fish Export Certification
PPRSD Application for Phytosanitary Certificate
PPRSD Wood Packaging Materials (ISPM No 15)
PPRSD Application for Export Health Certificate
GNCC Application for Certificate of Origin
MOTI Permit for Exportation of Non-Ferrous Scrap Metals
GPHA Export Receipt
EPA Export Permit
Export of Goods from Free Zone
Export for Home Consumption
Ex-Warehousing Process
Re-export from the Warehouse

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
3.2 - 3 High Level Procedure summary Goods Declaration
NACOB Export Declaration
3.2 - 4 High Level Procedure summary - Goods Inspection
FDA Export Inspection
3.2 - 5 High Level Procedure summary - Clearance
Direct Export
Parcel Post
3.2 - 6 High Level Procedure summary - Cargo Handling
Loading of General Cargo/Break bulk

Loading of RORO Cargo
Loading of Containerised Cargo
Loading of Dry Bulk Cargo
3.2 - 7 High Level Procedure summary Vessel Management
Vessel sailing/Departure
3.2 - 8 High Level Procedure summary - Payment Methods
Open account
Letter of credit
Bill of Collection
3.3 Transit Processes

NACOB Re-Exportation Permit
Application for Transit Clearance
Receiving and Delivery of Loaded Trucks
Delivery of Vehicle
Application for transit clearance
Transit Cargo Registration
Transhipment

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4
Regulatory Agencies

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4 Regulatory Agencies
4.1 Food and Drugs Authority
Mission
To implement the appropriate regulatory measures to achieve the highest standards of safety,
efficacy and quality for all food, drugs, cosmetics, chemical substances.
Vision
To become a centre of excellence in food and drug egulatory affairs on the African Continent.
The Food and Drugs Authority (FDA) formerly the Food and Drugs Board (FDB) was established
in August 1997 under the Food and Drugs Law, 1992 (PNDCL 305B). It is the National Regulatory
Authority mandated by the public Health Act, 2012 (Act 851) to regulate food, drugs, food
supplements, herbal and homeopathic medicines, veterinary medicines, cosmetics, medical
devices, household chemical substances, tobacco and tobacco products.
The FDA Ghanas legal mandate is found in part 6 (Tobacco Control Measures), part 7 (Food and
Drugs), and part 8 (Clinical trials) of the Public Health Act, Act 851 of 2012. The FDA is an Agency
under the Ministry of Health with an eleven member Governing Board inclusive of the Chief
Executive Officer who is responsible for the day to day administration of the FDA.
Objective
The objective of the Authority is to provide and enforce standards for the sale of food,
herbal medicinal products, cosmetics, drugs, medical devices and household chemical
substances.
Functions of the Authority
a. Ensure adequate and effective standards for food, drugs, cosmetics, household
chemicals and medical devices;
b. Monitor through the District Assemblies and any other agency of State compliance with
the provisions of Part 6,7 and 8 of the Public Health Act,2012 (ACT 851);
c. Advise the Minister on measures for the protection of the health of consumers;
d. Advise the Minister on the preparation of effective Regulations for the implementation
of Part 6,7 and 8 of the Public Health Act,2012 (ACT 851);
e. Approve the initiation and conduct of clinical trials in the country;
f. Perform any other functions that are ancillary to attaining the objects of the Authority
Address: P. O. Box CT 2783 Cantonments

Tel: +233-0302-233200/235100
Email: fda@fdaghana.gov.gh Website: www.fdaghana.gov.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1 IMPORT PROCEDURE

4.1 - 1.1 Registration
4.1 - 1.1.1 Sub process: Importer Registration
4.1 - 1.1.1.1 high level procedure: Importer Registration
High level Procedure Summary diagram illustrating the relationships of the Importer
Registration process:
Importer Registration
Importer
FDA Account Officer FDA FDA CEO

(Food and Drugs
Authority)
Safety Monitoring and

Food Evaluation and
Clinical Trail Division
Registration Department (From Business Actors)
Drugs Registration and

Inspectorate Division

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.1.2 Process flow Steps: Importer Registration

Process Flow illustrating the steps and relationships for the Importer Registration process:
Process Name Process Description
FDA Importer Registration 1. The Importer completes the registration form, writes an
application letter to the CEO Food and Drug Authority stating the
intent to register as an importer for Food or other product
2. The Importer pays importers registration fees and submits the
application Letter and the filled registration form to the Client
Service
3. The Client Service Officer receives application; perform
documentary check to ensure submitted application meets the
minimum requirement. If satisfactory, application is forward to
the right division
4. The division receives the application and inspect the premises
to ascertain the suitability of the premises for the intended
application
5. The application is either approved or rejected on the basis of
compliance to the requirements.

2016 Edition
Importer Food and Drug Authority
Start
FDA CEO Account Officer Client Service Officer Drugs Registration and Inspectorate Division
process :
Completes Registration Form
:Filled Registration Form Receives Application Letter with Receives Application

Filled Registration Form
MINISTRY OF FINANCE
GOVERNMENT OF GHANA
Writes an Application Letter Inspects the Premises to ascertain

stating the intent to register :Application Letter the suitability of the Premises for
GHANA REVENUE AUTHORITY
as Importer for Food or other the intended Application

products :Filled Registration Form
Does the Premisess Inspection

:Application Letter Satisfactory?
Performs Documentary Check to
ensure submitted documents
Sends Application Letter Receives Application Letter meet minimum requirement
Yes No
Does Application meets the
4.1 - 1.1.1.4 Process Flow Steps

Minimum Requirement? Approves Application Issues Compliance Directive
Pays Importer Registration :Application Letter
Fees
Receives Importer No Yes Issues Registration Certificate

Registration Fees
:Registration Certificate
Issues Payment Receipt Rejects Application Forwards Application Letter
Receives Payment Receipt :Payment Receipt :Application Letter
Submits Application Letter

with Filled Registration Form
All contents copyright GRA 2016

:Application Letter
4.1 - 1.1.1.3 Process flow Diagram: Importer Registration
:Filled Registration Form
Receives Registration
Certificate
Finish
Process Flow Diagram illustrating the activity steps and relationships of Importer Registration
Page 54 of 581
Ghanas Import, Export and Transit Process Manual
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2 Sub process: Registration of Imported Products

4.1 - 1.1.2.1 High level Procedure Summary: Registration of Imported Allopathic
Medicinal Products (Human and Veterinary)
High level Procedure Summary diagram illustrating the relationships of the Registration of
Imported Allopathic Medicinal Products Process:
Registration of Imported Allopathic Medicinal Products (Human and Veterinary)
Importer Registration of Imported

Allopathic Medicinal Products

(Human and Veterinary)
FDA Account Officer FDA FDA CEO

(Food and Drugs
Authority)
Clients Service FDA SIAMED

(from Business Actors) System
Drugs Registration and Evaluation Team Product Registration

Decision Committee

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.2 Process flow Steps: Registration of Imported Allopathic Medicinal

Products
Process Flow illustrating the steps and relationships for the Registration of Imported Allopathic
Medicinal Products Process:
Registration of Imported 1. The Authorized Local Representative of the applicant (local agent) writes an
Allopathic Medicinal application letter to the CEO Food and Drug Authority stating the intent to
Products register a product.
2. The Authorized Local Representative of the applicant (local agent)completes
a registration form and pays application fees and submits the application
letter, electronic copy of the registration form and all supporting documents
on an external hard disk(Pen drive/CD) to the Client Service .
3. The Client Service Officer receives application; perform documentary check to
ensure submitted application meets the minimum requirements.
4. If satisfactory, application is forwarded to divisional head and then to
Registration Departments. If application is medicinal product, the following is
performed :
a. Assigns application number to the submitted application
b. Input the application details and electronically submit the Drug
database Software
c. Forward the dossier to the Dossier Evaluation team
d. Send product sample to the laboratory for testing,
5. The Evaluation team evaluates all documents. The evaluated reports include
label review and dossier evaluation.
6. The FDA also Conduct GMP Inspection to verify Compliance to current GMP as
part of the registration process.
7. Samples submitted for registration are tested by the FDA according to
standards and Monographs [British Pharmacopeia (BP), United States
Pharmacopeia (USP) European Pharmacopeia (Eur. Ph.), International
Pharmacopeia (Int. Ph.) Japanese Pharmacopeia (JP)] or as per In-House
Specifications.
8. The evaluated reports are submitted to IT Department. The IT department
forwards the report to the database which is accessible by the registration
department and units to communicate the observation to the applicants.
9. The various units under the registration department collates all comments
and presents all documentation dealing with the application including
reports of label review, dossier evaluation, laboratory analysis result and
cGMP status reports to the Product Registration Committee for review and
final determination of the status of the application.
10. The Product Registration Committee makes the final decision on registering
the product. The application can be approved, deferred or rejected.
11. The SIAMED unit update the status of the application details on the system.
12. If application is approved:
a. The units prepares a letter of marketing authorisation approval
through the Registration Department and Divisional heads to the CEO
for endorsement.
b. The Endorsed Letter of approval is issued to the applicant and the
Applicant also collects the hard copy of the Certificate of Registration
from FDA secretariat
13. If application is deferred:
a. A letter of deferral is sent to the applicant requesting for additional
information.
14. If application is rejected:
a. a Letter of rejection is sent to the applicant stating the reasons for
rejection.

Registration of Imported Allopathic Medicinal Products (Human and Veterinary)
2016 Edition
Food and Drug Authority
Authorized Local Representative
of the applicant (Local Agent) CEO Account Officer FDA Officer Client Service Officer Division Head Registration Department Evaluation Team IT Department Product Registration Committee SIAMED Unit
Start Receives Application Receives Application

Letter, electronic Receives
copy of Registration Application
Receives :Application
Writes Application Letter Receives Form and all Supporting
Application
stating the intent to Application documents on an
Letter stating the
Fees external hard disk Is the Application
register a Product intent to register :Application medicinal Product?
MINISTRY OF FINANCE
a Product
Issues :Application Letter
No Yes
GOVERNMENT OF GHANA
:Application Letter Forwards

:Application Payment Slip
:c_Registration Form Application
Letter
:Supporting Assigns Forwards

Completes a Registration Form :Payment Documents Application the
Receipt Number to Application
the submitted Receives
Performs Documentary
Products
:Registration Form Application Evaluation

Check to ensure submitted Report Receives all Reports (Label
application meets the
Review Report, Dossier
Pays Application Fees minimum requirements Inputs the Application details
Evaluation Report, Laboratory
and electronically submit :Report Analysis Report and cGMP
the Drug database Software [Evaluation
Does Submitted Status Report)
Submits Application Letter, Application meets the Report]
Receives
electronic copy of minimum requirement? Application
Products Process for the Import Procedure:
Registration Form and Sends Product

Forwards on Dossier Stores the :Report
all Supporting documents No Yes Sample to
the dossier Evaluation [Label Review, Dossier Eval,
on an external hard disk the laboratory
for testing Report in Lab Analy & cGMP status ]
Rejects Forwards :Application the Database
Application Application Updates the
:Application Letter Makes Final Decision on Status of the
Evaluates all :Report Registering Product Application
Receives Letter :Application documentation details on the
:c_Registration Form [Saved
of Marketing Conducts GMP System
Evaluation
Authorization Inspection to
:Supporting Documents Report]
Approval for verify Application can either be
endorsement Compliance approved, deferred or rejected
to current Collates all comments and
GMP as part documentation dealing with

:Letter of Registration the application
[Marketing of Process
Authorization If the If the If the
Approval] Sends all Reports (Label Review
Application Application Application
Test submitted Report, Dossier Evaluation
is Approved is deferred is rejected
Receives Endorsed Letter samples for Report, Laboratory Analysis
of Marketing Endorses Letter Registration Report and cGMP Status Report)
Authorization Approval of Marketing
Authorization Submits :Report Sends Sends a
Approval Evaluation [Label Review, Dossier Eval, Letter of Letter of
:Endorsed Report Defferal Rejection
Approval Letter [Marketing Lab Analy & cGMP status ]
requesting stating
Authorization Approval] :Endorsed Approval additional reasons for
:Report
Letter [Marketing Prepares Letter of Marketing information rejection
[Evaluation
Authorization Authorization Approval
Report]
Collects the hard copy of the Approval]
certificate of Registration :Letter [Marketing of
from FDA secretariat Authorization Approval]
Issues Endorsed
Letter of Marketing
Sends Letter of Marketing
Authorization
Finish Authorization Approval for
Approval
endorsement
4.1 - 1.1.2.3 Process flow Diagram: Registration of Imported Allopathic Medicinal
Process flow Diagram showing the activities in Registration of Imported Allopathic Medicinal
Page 57 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.4 Sub process: Registration of Tobacco and Tobacco Products

4.1 - 1.1.2.4.1 High level Procedure Summary: Registration of Tobacco and
Tobacco Products
High level Procedure Summary diagram illustrating the relationships of the Registration of Tobacco
and Tobacco Products Process:
Registration of Tobacco and Tobacco Products
Importer
Registration of Tobacco
and Tobacco Products
Drugs Registration and

Inspectorate Division FDA Account Officer
FDA (From Business Actors)
(From Business Actors) (Food and Drugs

Authority)
Clients Service Product Registration

Evaluation Team
Decision Committee

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.4.2 Process flow Steps: Registration of Tobacco and Tobacco Products
Process Flow illustrating the steps and relationships for the Registration of Tobacco and Tobacco
Products Process:
Registration of Tobacco and 1. The Importer writes an application letter to the CEO Food and Drug
Tobacco Products. Authority stating the intent to register a product.
2. The Importer completes a registration form and pays application
fees and submits the application letter, the registration form and all
supporting documents to the Client Service.
3. The Client Service Officer receives application; perform documentary
check to ensure submitted application meets the minimum
requirements.
4. If satisfactory, application is forwarded to Divisional Head and then to
the Tobacco Registration Department
5. The Evaluation team evaluates all documents. The evaluated reports
include label review and dossier evaluation assessment
a. A letter of approval is written and forwarded to the CEO for
endorsement.
b. The Endorsed Letter of approval is issued to the applicant
and the Applicant collects the hard copy of the Certificate of
Registration from FDA secretariat
a. A letter of deferral is sent to the applicant requested for
additional information.
rejection.

2016 Edition
Registration of Tobacco and Tobacco Products
Process:
CEO FDA Account Officer Client Service Division Head Tobacco Registration Department Evaluation Team
Start
Writes Application Letter

stating the intent to register
MINISTRY OF FINANCE
a Product
GOVERNMENT OF GHANA
Receives Application Letter

:Application Letter stating the intent to register
a Product
:Application Letter Evaluates all documents
Completes a Receives Application

Registration Form Issues Evaluation Report
Products
Receives Application Fees :Application Receives Application Receives Application

:Registration Form :Report
[Evaluation Report]
Issues Payment Receipt Performs Documentary :Application :Application
Pays Application Fees check to ensure submitted
Application meets the Application is approved,
:Payment Receipt minimum requirements deffered or rejected
Forwards Application
Submit Registration Form and
all Supporting Documents
Does it Satisfactory?
if Application If Application if Application
is Approved is deffered is rejected
:Application Letter
No Yes
:Filled Registration Form Writes

Approval Letter Sends Letter Sends Letter
Application Forwards of deferral of rejection

:Supporting Documents requested for stating the
is rejected Application
:Approval additional reasons for
Letter information rejection
Forwards Approval
Receives Approval Letter Letter for
endorsement
Receives Endorsed
Approval Letter :Approval Letter
:Endorsed Approval Letter

Endorses Approval Letter
Collects the hard copy of the

from FDA secretariat
Issues Endorsed
4.1 - 1.1.2.4.3 Process flow Diagram: Registration of Tobacco and Tobacco
Approval Letter
Finish
Process flow Diagram showing the activities in the Registration of Tobacco and Tobacco Products
Page 60 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.5 Sub process: Registration of Imported Cosmetics and Household

Chemical Substance
4.1 - 1.1.2.5.1 High level Procedure Summary: Registration of Imported
Cosmetics and Household Chemical Substance
Cosmetics and Household Chemical Substance Process :
Importer Registration of Imported

Cosmetics and Household

Chemical Substance
FDA CEO FDA Officer

(from Business Actors) FDA (frotm Business Actors)
(Food and Drugs
Authority)
FDA Account Officer Product Registration

Decision Committee
Clients Service Evaluation Team Medical Devices,

Chemicals Division

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.5.2 Process flow Diagram: Registration of Imported Cosmetics and

Household Chemical Substance
Process Flow illustrating the steps and relationships for the Registration of Cosmetics and
Household Chemical Substance Process:
Registration of Imported 1. The Importer writes an application letter to the CEO Food and Drug
Cosmetics and Household Authority stating the intent to register a product.
Chemical Substance 2. The Importer completes a registration form and pays application fees
and submits the application letter, electronic copy of the registration
form and all supporting documents on an external hard disk(Pen drive/
CD) to the Client Service
requirements.
4. If satisfactory, application is forwarded to registration department.
6. The FDA also Conduct GMP Inspection to verify Compliance to current
GMP as part of the registration process.
7. The evaluated reports are submitted to IT Department. The IT
department forwards the report to the database which is accessible
by the various registration department and units to communicate the
observation to the applicants.
Specifications.
9. The Product Registration Committee makes the final decision on
registering the product. The application can be approved, deferred or
rejected.
a. Cosmetics registration unit prepares a letter of marketing
authorisation approval through the Registration Department
and Medical Device, then through Cosmetic and Household
Chemicals Division and forwards it to the CEO for endorsement.
rejection.

2016 Edition
Registration
CEO FDA Account Officer Client Service Officer Evaluation Team FDA Officer IT Department Product Registration Committee
Department
Start
Receives Application Letter,
electronic copy of Registration
Form and all Supporting
Writes Application Letter Conducts GMP Receives
documents on an external
stating the intent to register Inspection to Evaluation
Receives Application Letter hard disk
a Product verify Compliance Report
MINISTRY OF FINANCE

a Product to current
GMP as part
GOVERNMENT OF GHANA
:Application Letter
:Application Letter of Registration :Report
Process [Evaluation
:Application Letter :c_Registration Form Report]

Completes a
Submits
Registration Form :Supporting Documents Evaluates all Evaluation Stores the
documentation Report Evaluation
Report
:Registration Form
Performs Documentary in the
Prepares :Report Database
Receives Application Fees check to ensure submitted
Report [Evaluation
Application meets the
Pays Application Fees Report]
minimum requirements
:Report
Issues Payment Slip [Saved
:Report
Receives [Evaluation Evaluation
Submits Application Letter, Does Submitted Application Application Report]
Report]
electronic copy of Registration :Payment Receipt meets the minimum
Form and all Supporting requirement?
documents on an external :Application
hard disk
Tests submitted
No Yes Makes Final Decision on
samples for
Registering Product
Chemical Substance Process for the Import Procedure
registration
:Application Letter according to
Application Forwards standards and
:c_Registration Form Momographs Application can either be
is rejected Application
{BP, USP, Eur. Ph., approved, deferred or rejected
Int. Ph or JP}
Household Chemical Substance
:Supporting Documents

:Application
Receives Letter of Marketing if Application if Application if Application
Authorization Approval for is Approved is deffered is rejected
endorsement Prepares Letter
of Marketing
Receives Endorsed Letter of
:Letter [Marketing of Authorization Sends Sends a
Marketing Authorization
Authorization Approval] Approval Letter Letter of
Approval
of Defferal Rejection
requesting stating
:Endorsed Approval Letter Endorses Letter of Marketing :Letter [Marketing additional reasons
[Marketing Authorization Authorization Approval of Authorization information for rejection
Approval] Approval]

[Marketing Authorization Sends Letter
Approval] of Marketing
certificate of Registration from
FDA secretariat Authorization
Approval for
Issues Endorsed Letter of endorsement
Finish Approval
4.1 - 1.1.2.5.3 Process flow Diagram: Registration of Imported Cosmetics and
Process flow Diagram showing the activities in the Registration of Cosmetics and Household
Page 63 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.6 Sub process: Registration of Imported Medical devices

4.1 - 1.1.2.6.1 High level Procedure: Registration of Imported Medical devices
Imported Medical devices Process:
Importer
(from Business Actors) Registration of Imported
Medical Devices
FDA CEO FDA Officer

(Food and Drugs
Authority)

Decision Committee
Clients Service Evaluation Team Medical Devices,

Chemicals Division

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.6.2 Process flow Diagram: Registration of Imported Medical devices

Process flow illustrating the steps for Registration of Imported Medical devices Process

Registration of Imported Medical 1. The Importer writes an application letter to the CEO Food and Drugs
devices Authority stating the intent to register a product.
2. The Importer completes a registration form and pays application fees
requirements.
4. If satisfactory, application is forwarded to the Divisional Head then to
Medical Devices Department
6. The FDA also conducts QMS Audit and GMP Audit to verify QMS
availability and compliance to cGMP as part of the registration process.
ISO, Ghana Standards or as per In-House Specifications.
9. The various units under the registration department collates all
comments and presents all documentation dealing with the application
including reports of label review, dossier evaluation, laboratory analysis
result and QMS Audit/cGMP Audit status reports to the Product
Registration Committee for review and final determination of the status
of the application.
rejected.
If application is approved:
a. The appropriate Medical Devices Unit prepares a letter of
marketing authorisation approval through the Medical Devices
Department and Medical Devices, Cosmetics and Household
Substances Division and forwards it to the CEO for endorsement.
11. The Endorsed Letter of approval is issued to the applicant and the
Applicant collects the hard copy of the Certificate of Registration from
FDA secretariat
If application is deferred:
rejection

2016 Edition
Medical Devices
FDA CEO Account Officer Client Service Officer Division Head Registration Department
Evaluation Team FDA Officer IT Department Product Registration Committee
Start
Conducts QMS Audit
and GMP Audit Receives
to verify QMS Evaluation
Receives Application
Writes Application Letter availability and Report
stating the intent to register Receives compliance to cGMP
a Product Receives Application Letter Application as part of
stating the intent to register :Application Registration Process :Report
MINISTRY OF FINANCE
a Product
Evaluates all [Evaluation
:Application
GOVERNMENT OF GHANA
:Application Letter documentation Report]

Test submitted
:Application Letter samples for
check to ensure submitted
registration Stores the

Application meets the Prepares
Completes a accorsing to ISO Evaluation
minimum requirements Evaluation Report
Registration Form and Ghana Standard Report
in the
Database
Receives Does Submitted :Report Submits Evaluation
:Registration Form Receives
Application Fees Application meets [Evaluation Report
Application
the minimum requirement? Collates all Report] :Report
comments and [Saved
Pays Application Fees Issues documentation
:Application :Report Evaluation
Payment Slip dealing with [Evaluation Report]
No Yes
the application Report]
Submits Application Letter, :Payment Forwards Receives all Reports (Label Review
electronic copy of Registration Receipt Application Report, Dossier Evaluation Report,
Sends all Reports
Form and all Supporting Application Forwards
(Label Review Laboratory Analysis Report and QMS
documents on an external is rejected Application
Report, Dossier Audit/cGMP Audit Status Report)
hard disk
Evaluation Report,
Laboratory Analysis
:Application :Report [Label Review, Dossier Eval,
Report and QMS
Lab Analy & QMS/cGMP status ]
:Application Letter Audit/cGMP Status
Report)
Makes Final Decision on
:c_Registration Form
Registering Product
devices Process and Stakeholders for the Import Procedure
:Report [Label
:Supporting Documents Review, Dossier

Eval, Lab Analy & Application can either be
QMS/cGMP status ] approved, deferred or rejected
Receives Letter of Marketing
Authorization Approval for
endorsement
Receives Endorsed Letter of if Application if Application if Application
Marketing Authorization :Letter [Marketing of Prepares Letter of is Approved is deffered is rejected
Approval Authorization Approval] Marketing
Authorization
Sends Sends a
Endorses Letter of Marketing Approval
:Endorsed Approval Letter Letter Letter of
[Marketing Authorization Authorization Approval of Defferal Rejection
Approval] :Letter [Marketing requesting stating
of Authorization additional reasons
Approval] information for rejection
[Marketing Authorization
Approval]
FDA secretariat Sends Letter
of Marketing
Issues Endorsed Letter of
Authorization
Approval for
Finish Approval
endorsement
4.1 - 1.1.2.6.3 Process flow Diagram: Registration of Imported Medical devices
Process flow Diagram showing the relationship between the Registration of Imported Medical
Page 66 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.7 Sub process: Registration of Food Supplement

4.1 - 1.1.2.7.1 High level Procedure: Registration of Food Supplement
High level Procedure Summary diagram illustrating the relationships of the Registration of Food
Supplement Process:
Registration of Food Suplement
Importer
Registration of Food
Suplement
FDA CEO FDA Officer

(Food and Drugs
Authority)

Decision Committee
Clients Service Evaluation Team Drugs Registration and


GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.7.2 Process Flow Steps: Registration of Food Supplement

Process flow illustrating the steps for Registration of Food Supplement Process
Registration of Food Suplement 1. The Importer writes an application letter to the CEO Food and Drug
Authority stating the intent to register a product.
requirements.
4. If satisfactory, application is forwarded to the Divisional Head then to
respective registration departments.
Specifications.
including reports of label review, dossier evaluation and laboratory
analysis result reports to the Product Registration Committee for review
and final determination of the status of the application.
rejected.
a. Food Supplement unit prepares a letter of marketing
authorization approval through the Registration Department and
Divisional Head to the CEO for endorsement.
b. The Endorsed Letter of approval is issued to the applicant and
the Applicant collects the hard copy of the Certificate of
a. A Letter of rejection is sent to the applicant stating the reasons
for rejection.

Registration of Food Suplement
2016 Edition
FDA CEO Account Officer Client Service Officer Division Head Registration Department Evaluation Team FDA Officer IT Department Product Registration Committee
Start
Receives
Evaluation
Writes Application Letter Report
stating the intent to register Receives
a Product Receives Application Letter Application
stating the intent to register :Application Tests submitted
the Import Procedure
:Report
MINISTRY OF FINANCE
a Product samples for

Evaluates all registration [Evaluation
:Application
GOVERNMENT OF GHANA
:Application Letter documentation according to Report]

Performs Documentary standards and
:Application Letter check to ensure submitted
Momographs Stores the

Application meets the Prepares {BP, USP, Eur. Ph.,
Completes a Evaluation
minimum requirements Evaluation Report Int. Ph or JP}
Registration Form Report
in the
Submits Evaluation Database
Receives Does Submitted :Report
:Registration Form Receives
Application Fees Application meets Report
Application [Evaluation
the minimum requirement? Report] :Report
Collates all [Saved
Pays Application Fees Issues :Report
:Application comments and Evaluation
Payment Slip [Evaluation Report]
No Yes documentation Report]
dealing with Receives all Reports (Label
Submits Application Letter, :Payment Forwards the application Review Report, Dossier
electronic copy of Registration Receipt Application Evaluation Report &
Form and all Supporting Application Forwards Laboratory Analysis Report)
documents on an external is rejected Application Sends all Reports
hard disk (Label Review
Report, Dossier :Report
Evaluation Report, [Label Review, Dossier Eval
:Application
Laboratory & Lab Analy Result Report]
:Application Letter
Analysis Reports)
Registering Product
:Report [Label
:Supporting Documents Review, Dossier

Eval & Lab Analy Application can either be
Result Report] approved, deferred or rejected
Receives Letter of Marketing
Authorization Approval for
endorsement
Receives Endorsed Letter of if Application if Application if Application
Marketing Authorization :Letter [Marketing of Prepares Letter of is Approved is deffered is rejected
Approval Authorization Approval] Marketing
Authorization
Sends Sends a
Endorses Letter of Marketing Approval
:Endorsed Approval Letter Letter Letter of
[Marketing Authorization Authorization Approval of Defferal Rejection
Approval] :Letter [Marketing requesting stating
of Authorization additional reasons
Approval] information for rejection
[Marketing Authorization
Approval]
4.1 - 1.1.2.7.3 Process flow Diagram: Registration of Food Supplement
FDA secretariat Sends Letter

of Marketing
Issues Endorsed Letter of
Authorization
Approval for
Finish Approval
endorsement
Process flow Diagram showing the activities in the Registration of Food Supplement Process for
Page 69 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.8 Sub process: Registration of Herbal Homeopathic Medicines

4.1 - 1.1.2.8.1 High level Procedure: Registration of Herbal Homeopathic
Medicines
High level Procedure Summary diagram illustrating the relationships of the Registration of Herbal
homeopathic medicines Process:
Importer
Registration of Herbal
Homeopathic Medicines
FDA CEO FDA Officer

(Food and Drugs
Authority)

Decision Committee
Clients Service Evaluation Team Drugs Registration and


GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.8.2 Process flow Diagram: Registration of Herbal Homeopathic

Medicines
Process Flow illustrating the steps and relationships of Registration of Herbal Homeopathic
Medicines Process:
Registration of Herbal 1. The Importer writes an application letter to the CEO Food and Drug
Homeopathic Medicines Authority stating the intent to register a product.
requirements.
4. If satisfactory, application is forwarded to the respective registration
departments.
a. Samples submitted for registration are tested by the FDA
according to standards and Monographs [British Pharmacopeia
(BP), United States Pharmacopeia (USP) European Pharmacopeia
(Eur. Ph.), International Pharmacopeia (Int. Ph.) Japanese
Pharmacopeia (JP)] or as per In-House Specifications.
including reports of label review, dossier evaluation, laboratory analysis
result and cGMP status reports to the Product Registration Committee
for review and final determination of the status of the application.
rejected.
a. Herbal Unit prepares a letter of marketing authorisation approval
through the Registration Department and Drugs Division and
forwards it to the CEO for endorsement.
b. The Endorsed Letter of approval is issued to the applicant and the
Applicant collects the hard copy of the Certificate of Registration
from FDA secretariat.
c. SIAMED database is updated to reflect the current status of the
Biological Products.
a. Letter of rejection is sent to the applicant stating the reasons for
rejection.

2016 Edition
Registration Herbal
CEO FDA Account Officer Client Service Officer Department Unit
Evaluation Team FDA Officer IT Department Product Registration Committee
Start
Receives Application Receives Evaluates all

Application documentation
stating the intent to register Receives Application Letter :Application Inspection to Evaluation
a Product :Application Prepares
MINISTRY OF FINANCE
verify Compliance Report

a Product Evaluation to current
Report
GOVERNMENT OF GHANA
Performs Documentary GMP as part

:Application Letter check to ensure submitted of Registration :Report
:Application Letter Application meets the Process
:Report [Evaluation
minimum requirements Report]
[Evaluation
Completes a Registration Form Report]
Receives Tests submitted
Application Fees samples for Stores the
Process for the Import Procedure
Does Submitted Application

registration Evaluation
:Registration Form meets the minimum
Collates all according to Report
requirement? Receives all Reports (Label
Issues standards and in the
comments and
Payment Slip Momographs Database Review Report, Dossier
documentation
Medicines
Pays Application Fees {BP, USP, Eur. Ph., Evaluation Report &
dealing with
No Yes Int. Ph or JP} Laboratory Analysis Report
the application :Report
:Payment and cGMP Status Report)
[Saved
Submits Application Letter, Receipt
Sends all Reports Submits Evaluation
electronic copy of Registration
Application Forwards (Label Review Evaluation Report] :Report
Form and all Supporting
is rejected Application Report, Dossier Report [Label Review, Dossier Eval,
documents on an external
hard disk Evaluation Report, Lab Analy & cGMP Status]
Laboratory Analysis
Reports and cGMP :Report
:Application
Status Report) [Evaluation
:Application Letter Report]
Registering Product
:c_Registration Form Receives Letter of Marketing :Report [Label

Authorization Approval for Review, Dossier Application can either be
endorsement Eval, Lab Analy approved, deferred or rejected
:Supporting Documents & cGMP Status]

:Letter [Marketing of
Authorization Approval]
if Application if Application if Application
Endorses Letter of Marketing is Approved is deffered is rejected
Prepares Letter
Authorization Sends Sends a
:Endorsed Approval Letter Approval Letter Letter of
Approval
[Marketing Authorization of Defferal Rejection
Approval] requesting stating
:Endorsed Approval Letter :Letter [Marketing additional reasons
[Marketing Authorization of Authorization information for rejection
Approval] Approval]
Issues Endorsed Updates SIAMED
Letter of database to
Collects the hard copy of the Marketing reflect the current Sends Letter
certificate of Registration from Authorization status of Biological of Marketing
FDA secretariat Approval Products Authorization
Approval for
endorsement
4.1 - 1.1.2.8.3 Process flow Diagram: Registration of Herbal Homeopathic
Finish
Process flow Diagram showing the activities in the Registration of Herbal Homeopathic Medicines
Page 72 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.9 Sub process: Registration of Biological Products

4.1 - 1.1.2.9.1 High level Procedure: Registration of Biological Product
Biological Product Process:
Importer
Registration of FDA CEO
Biological Products
Safety Monitoring
Department
Laboratory Service (from Business Actors)
Department
FDA
(Food and Drugs IT Department
FDA Officer Authority)

(frotm Business Actors)
Product Registration
Committee
FDA Account Officer (from Business Actors)
Import and Export Clients Service Evaluation Team Safety Monitoring and
Control Department (from Business Actors) (from Business Actors)
(from Business Actors) Clinical Trail Division

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.9.2 Process flow Steps: Registration of Biological Products

Process Flow illustrating the steps and relationships of the Registration of Biological Product
Process:
Registration of Biological 1. The Importer writes an application letter to the CEO Food and Drug
Products Authority stating the intent to register a Biological product.
2. The Importer completes a Registration application form for Innovator
Biological Products or a Registration application form for Biosimilar
Products and pays application fees and submits the application letter,
electronic copy of the registration form and all supporting documents
on an external hard disk(Pen drive/CD) to the Client Service
requirements.
4. If satisfactory, application is forwarded to the Divisional Head then
through the Biological Products Evaluation and Registration Unit.
a. Samples submitted for registration are tested by the FDA
according to standards and Monographs [British Pharmacopeia
(BP), United States Pharmacopeia (USP) European Pharmacopeia
(Eur. Ph.), International Pharmacopeia (Int. Ph.) Japanese
Pharmacopeia (JP)] or as per In-House Specifications.
by the various registration Department and Units to communicate the
8. The Head of Unit collates all comments and presents all documentation
dealing with the application including reports of label review, dossier
evaluation, laboratory analysis result and cGMP status reports to the
Product Registration Committee for review and final determination of
the status of the application.
registration of the product. The application can be approved, deferred or
rejected.
a. Vaccines Registration/ Blood and Blood Products registration/
Biotech registration prepares a letter of marketing authorisation
approval through the Biological Products Evaluation and
Registration Unit and the Safety Monitoring and Clinical Trials
Division and forwards it to the CEO for endorsement.
c. SIAMED database is updated to reflect the current status of the
Biological Products
a. A letter of deferral is sent to the applicant requesting for
a. Letter of rejection is sent to the applicant stating the reasons for
rejection.

2016 Edition
Registration Biological
CEO FDA Account Officer Client Service Officer Division Head Department Unit Evaluation Team FDA Officer IT Department Product Registration Committee
Start
Receives Application Receives Receives Evaluates all

Application Application documentation
stating the intent to register Receives Application Letter :Application Inspection to Evaluation
a Biological Product :Application :Application Prepares
stating the intent to register verify Compliance Report
the Import Procedure
Evaluation
MINISTRY OF FINANCE
a Biological Product to current

Performs Documentary Report GMP as part
Forwards
GOVERNMENT OF GHANA
:Application Letter check to ensure submitted of Registration :Report

Application
:Application Letter Application meets the Process [Evaluation
:Report
minimum requirements Report]

Completes a Registration [Evaluation
Receives
Application Form for Innovator Report] Tests submitted
Application
Biological or Biosimilar Products Fees samples for Stores the
Does Submitted Application
registration Evaluation
meets the minimum
Collates all according to Report
requirement? Receives all Reports (Label
Issues standards and in the
:Registration Form comments and
Payment Slip Momographs Database Review Report, Dossier
documentation
{BP, USP, Eur. Ph., Evaluation Report &
dealing with
No Yes Int. Ph or JP} Laboratory Analysis Report
Pays Application Fees the application :Report
:Payment and cGMP Status Report)
[Saved
Receipt
Sends all Reports Submits Evaluation
Submits Application Letter, Application Forwards (Label Review Evaluation Report] :Report
electronic copy of Registration is rejected Application Report, Dossier Report [Label Review, Dossier Eval,
Form and all Supporting Evaluation Report, Lab Analy & cGMP Status]
documents on an external Laboratory Analysis
hard disk Reports and cGMP :Report
:Application
Status Report) [Evaluation
Report]
Registering Product
:Application Letter
Receives Letter of Marketing :Report [Label
:c_Registration Form Authorization Approval for Review, Dossier Application can either be
endorsement Eval, Lab Analy approved, deferred or rejected
& cGMP Status]

:Letter [Marketing of
Authorization Approval]
Endorses Letter of Marketing is Approved is deffered is rejected
Prepares Letter
Authorization Sends Sends a
:Endorsed Approval Letter Approval Letter Letter of
Approval
[Marketing Authorization of Defferal Rejection
Approval] requesting stating
:Endorsed Approval Letter :Letter [Marketing additional reasons
[Marketing Authorization of Authorization information for rejection
Approval] Approval]
Issues Endorsed Updates SIAMED
Letter of database to
Collects the hard copy of the Marketing reflect the current Sends Letter
certificate of Registration from Authorization status of Biological of Marketing
FDA secretariat Approval Products Authorization
4.1 - 1.1.2.9.3 Process flow Diagram: Registration of Biological Products
Approval for
endorsement
Finish
Process flow Diagram showing the activities in the Registration of Biological Product Process for
Page 75 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.10 Sub process: Registration of Food Products

4.1 - 1.1.2.10.1 High level Procedure: Registration of Food Products
High level Procedure Summary diagram illustrating the relationships of the Registration of Food
Products Process:
Importer FDA CEO

Registration of
Food Products
FDA Laboratory
Food Enforcement (from Business Actors)
Department
FDA Product
FDA Functionality System
Other Accredited (Food and Drugs (from Business Actors)
Laboratory Authority)
Animal Products
Manufacturing Countrys Department
Food Regulatory Body (from Business Actors)
FDA Account Officer Registration and Food Evaluation and Product Registration
(From Business Actors) Evaluation Officers Registration Department Committee

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.1.2.10.2 Process flow Steps: Registration of Food Products

Process Flow illustrating the steps and relationships of the Registration of Food Products Process:
Registration of Food Products 1. The Importer purchases and completes a Registration form, writes an
application letter to the CEO Food and Drug Authority stating the intent
to register a Food Product.
2. The Importer pays all fees and submits the registration form, application
letter and all supporting documents to the Client Service.
3. The Client Service Officer receives application, checks and verifies that
submitted application meets the minimum requirement.
If satisfactory, the application detail is stored in the Product Functionality
system and the applicant is issued an acknowledgement receipt in
the form of a checklist. An SMS message is also sent in respect of the
acknowledgment.
4. The application is forwarded to the CEO for endorsement.
5. The CEO forwards the application to the Food Evaluation and
Registration department.
6. The Evaluation team performs further documentary check and product
evaluation,
a. Validate product labelling against the labelling guideline L11541.
A preliminary physical inspection of products content is also
made taking into the consideration the Ghana standard for the
product.
b. sends samples to the FDA lab for confirmatory analysis,
c. Conduct site Inspection
I. For products imported from Nigeria
II. For Food Products such as Canned Tomato, Fish and Meats
Product, Infant Formula
d. Verify that the result on the Certificate of analysis submitted
meets the requirements specified in the Ghana standard for the
product
e. Validate the FDA Laboratory analysis result against the
Certificate of analysis submitted by the client,
7. The Evaluation team submits all report to Food registration committee
to take final decision on the Food product registration. The application
can either be approved, conditionally approved or deferred
8. If the application is approved:
a. The Food product is registered and allotted a registration number
b. The Registration unit prepares the Letter of approval, send it to
the CEO for endorsement and issue it to the Importer
c. The Importer collects the printed Certificate at the secretariat
9. If the application is conditionally approved:
a. A letter is sent to the applicant stating the issues that needs to be
corrected
10. If the application is deferred:
a. A Letter is sent to the applicant stating the non-conformity issues
that needs to be rectified.

2016 Edition
Product Functionality Evaluation and
CEO FDA Account Officer Client Service Officer FDA Laboratory Product Registration Committee
Start System Registration Department
Receives Application Letter,

electronic copy of Registration Receives Application for Receives Product Samples
Purchases Registration Form Form and all Supporting endorsement for confirmatory Analysis
documents
Import Procedure:

:Registration Form a Product :Application [Endorsed] Product Samples
MINISTRY OF FINANCE

Completes Registration Form
:Application Letter Performs further Conducts Site Inspection
GOVERNMENT OF GHANA
:Application Letter documentary check

:Filled Registration Form Receives
All Fees :Supporting Documents Receives Validates Product Labelling Verifies Result on the Receives All Reports
Writes Application Letter Application against guideline L11541 Certificate of Analysis
stating the intent to Details Submitted meet
Issues
register a Food Product Sends Product Samples requirements specified
Payment Slip Performs Documentary :Report [All Reports]
for confirmatory Analysis in Ghana standard
check to ensure submitted :Application for the product
:Application Letter
Application meets the Details
:Payment minimum requirements Product Samples Makes Final Decision on
Sends Application Letter Receipt Food Product Registration
Stores
Does Submitted Application Application
Pays All Fees Details
meets the minimum Application can either be
requirement? approved, deferred or rejected
Submits Application Letter, :Saved
Vallidates Laboratory Analysis
electronic copy of Registration Application
No Yes Result agains Certificate of
Form and all Supporting Details
Result submitted
documents if Application
if Application if Application
Issues is conditionally
is Approved is deffered
:Filled Registration Form Stores Acknowledgement Submits All Reports Approved
Application
Application Receipt
:Application Letter is rejected
Details Registers
:Report [All Reports] Food Product Sends Letter Sends a Letter
:Supporting Documents of stating of Rejection
Receives Application for :Acknowledgement
endorsement :Application Receipt the issues stating the
that needs non conformity

Details Assigns
Receives Acknowledgment Registration to be issues needs
:Application
Receipt Number corrected to be rectified
Endorses Application Prepares Letter Approval

:Acknowledgement Receipt
Sends Application for :Application [Endorsed]

:Approval Letter
endorsement
Sends Endorsed Application
:Application Sends Letter of Approval for
endorsement
Receives Letter of Approval
Receives Endorsed Letter for endorsement
of Approval
:Approval Letter
:Approval Letter [Endorsed]
4.1 - 1.1.2.10.3 Process flow Diagram: Registration of Food Products
Endorses Letter of Approval

Collects Printed Registration
Certificate from FDA Secretariat
:Approval Letter [Endorsed]
Finish Issues Endorsed Letter of Approval

Process flow Diagram showing the activities in the Registration of Food Products Process for the
Page 78 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.2 Application for Permits, License and Certificate

4.1 - 1.2.1 Sub process: Import Permit for General Product and Non Controlled Substance
4.1 - 1.2.1.1 High level Procedure: Import Permit for General Product and Non
Controlled Substance
High level Procedure Summary diagram illustrating the relationships of the Import Permit for
General Product and Non Controlled Substance Process:
Import Permit for General Product and non Controlled Substance
Importer FDA FDA Officer

Import Permit for (frotm Business Actors)
(Food and Drugs
General Product and Authority)
non Controlled Substance (from Business Actors)
e-MDA Platform FDA Product FDA SIAMED

(From System Actors) Functionality System System

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.2.1.1.1 Process flow Steps: Import Permit for General Product and Non
Process Flow illustrating the steps and relationships of the Import Permit for General Product and
Non Controlled Substance Process:
Import Permit for General 1. The Importer shall submit application and upload supplementary
Product and Non Controlled document via the eMDA System
Substance 2. The FDA officer logs on to the eMDA System, views the submitted
application and:
a. Conduct document check and verification
b. Validate that the product is registered by the declared Importer
3. If all conditions are satisfactory, the FDA officer provisionally approves
the application electronically otherwise, compliance directives are
issued electronically.

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.2.1.2 Process flow Diagram: Import Permit for General Product and Non
Process flow Diagram showing the activities in the Import Permit for General Product and Non
Controlled Substance Process for the Import Procedure:
Import Permit for General Product and non Controlled Substance
Importer e-MDA Platform FDA Officer
Start
Submits Application
:Application
Upload Supplementary
Document
:Supplementary Saves Supplementary

Documents Document
:Supplementary
Documents Logs on into e-MDA System
Views Submitted Application
Conducts Documentary
Check
Validates that the

Product is registered
by declared Importer
Does all the conditions

Satisfactory?
Yes No
Issues Provisional Approval Sends Compliance Directive
:Provisional Approval
Receives Provisional Approval Issues Provisional Approval
Finish

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.2.2 Sub process: Permit Application for Controlled Drugs

4.1 - 1.2.2.1 High level Procedure: Permit Application for Controlled Drugs
High level Procedure Summary diagram illustrating the relationships of the Permit Application for
Controlled Drugs Process:
Permit Application for Controlled Drugs
International
Collaborators
Ghana Health
Services
(from Business Actors) Permit Application
for Controlled Drugs
Ministry of Health
Environmental e-MDA Platform Narcotics FDA

Protection Agency (From System Actors)
Control Board (Food and Drugs
Authority)
FDA CEO FDA Officer

(from Business Actors) (frotm Business Actors)

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.2.2.2 Process flow Steps: Permit Application for Controlled Drugs
Process Flow illustrating the steps and relationships of the Permit Application for Controlled Drugs
Process:
Permit Application for Controlled 1. The Importer completely fill the application and upload supporting
Drugs document through the eMDA system
2. The FDA officer logs on to the eMDA System, views the submitted
application and perform the following:
a. Perform document check and verification
b. Validate that the product is registered
c. Checks quantity input, remaining allocated quota against
quantity to be imported
3. If all condition is satisfactory:
a. The FDA provisionally approves the application,
b. The eMDA system generate a provisional approval Permit
c. FDA officer prepares a hard copy of the final Import permit for
endorsement by the CEO
d. Hardcopy of the Permit is issued and collected by an authorized
person of the Importing Company. to the Importer
4. If not satisfied, a compliance directive is issued

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.2.2.3 Process flow Diagram: Permit Application for Controlled Drugs
Process flow Diagram showing the activities in the Permit Application for Controlled Drugs Process
for the Import Procedure:
Importer e-MDA Platform Food and Drug Authority

FDA Officer FDA CEO
Start
Saves Supporting Document
Fills Application
:Supporting Documents Logs on into e-MDA System
:Application
Views Submitted Application
Uploads
check and Verification
Supporting Document
Validates that the

:Supporting Documents Product is registered
Checks quality inputted

remaining allocated quota
against quantity
to be imported
Does all the conditions are

Satisfactory?
Yes No
Receives Final Import
Permit for endorsement
Approves Application Sends Compliance
Directive
:Import Permit
Generates Provisional [Final]
Approval Permit
Endorses Final Import

Permit
:Provisional Approval Prepares hardcopy of
Permit Final Import Permit
:Import Permit
:Import Permit [Endorsed Final]
[Final]
Issues Endorsed Final

Sends Final Import Import Permit
Permit for endorsement
Receives Endorsed Final
Import Permit Approval
:Import Permit
[Endorsed Final]
Finish

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.3 Inspection

4.1 - 1.3.1 High level Procedure: Import Inspection
High level Procedure Summary diagram illustrating the relationships of the Import Inspection
Process:
Import Inspection
Importer GRA
(from Business Actors) Customs Division
Import Inspection
FDA Account Officer FDA Head of

(Food and Drugs Department.
Authority)
FDA Regional Offices Regional Officer

KIA (Regulatory Office) Head of Unit


GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 1.3.2 Process flow Steps: Import Inspection

Process Flow illustrating the steps and relationships of the Import Inspection Process:
Import Inspection 1. The Importer brings the Provisional approval permit and supporting
documents to the IECD Office/KIA/TSO for Clearance.
2. The Scheduled Regulatory Officer conducts a documentary check on the
document.
3. If satisfied, the Scheduled Regulatory Officer issues the Importer a
Payment invoice.
4. The Importer makes payment at the Account Office and receives a
payment receipt
5. The Regulatory Officer schedules Inspection.
6. The Regulatory Officer conducts the inspection exercise:
a. May send sample of the product for Laboratory analysis.
b. Records observation on the Inspection form
c. Submits Inspection form for endorsement by the Team Lead/
Head of Unit
7. The Team Lead /HOU endorse the Inspection form, and forward it to the
HOD.
8. If Inspection report is satisfactory,
a. The HOD stamps the Provisional approval permit and signs it.
b. The HOD/HOU/ RO logs on to the MDA portal and change the
status of the Permit from temporary to final.
9. If Inspection report is unsatisfactory:
a. Consignment is detained
b. Consignment is Placed for Disposal
c. Consignment is recommended for Re-export.
10. The Importer receives the stamped Provisional approval permit and
takes it to Customs.

2016 Edition
Importer Food and Drug Authority e-MDA Platform GRA Customs Division
IECD Office/KIA/TSO Scheduled Regulatory Officer Account Officer Laboratory Team Lead/HOU HOD
Start
Receives Endorsed
Inspection Form
Submits Provisional Receives Provisional Conducts documentary
Approval Permit Approval Permit check
and Supporting and Supporting :Inspection Form
Documents Documents [Endorsed]
MINISTRY OF FINANCE
GOVERNMENT OF GHANA
:Provisional :Provisional
Approval Permit Approval Permit Does Inspection
Satsifactory?
:Supporting :Supporting Yes No

Documents Documents
No Yes
Issues Issues
Payment Invoice Compliance
Receives Payment
Directive Stamps Provisional
Approval Permit
:Payment
Stakeholders for the Import Procedure:
Makes Payment Issues

Invoice Payment Receipt
Permit [Stamped]
:Payment Receipt
Receives Signs Provisional

Product Approval Permit
Sample Changes the
for Analysis status of
Schedules Inspection Logs on to MDA Portal
the Permit
to final
Product Sample
Conducts Inspection
4.1 - 1.3.3 Process flow Diagram: Import Inspection
Receives
Inspection Consignment Consignment is
Conducts Consignment :Provisional
Form is placed recommended for

Sends Sample of the is detained Approval
Laboratory for disposal Re-export
Product for Analaysis Permit [Final]
Analysis
:Inspection Form
Product Sample [Filled]
Endorses Inspection
Records observation on Form
Receives Inspection Form
Sends Provisional
Provisional Receives the
:Inspection Form Approval Permit
Approval Permit Provisional
:Inspection Form [Filled] [Endorsed] Approval Permit
:Provisional :Provisional Approval

Approval Submits Inspection Form Forwards Endorsed Permit [Stamped] :Provisional Approval
Permit [Stamped] Inspection Form Permit [Stamped]
Sends Stamped
Provisional Finish
Approval Permit
Process flow Diagram showing the relationship between the Import Inspection Process and
Page 87 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2 EXPORT HIGH LEVEL PROCEDURE

4.1 - 2.1.1 Sub process: Exporter Registration
4.1 - 2.1.1.1 High level Procedure: Export Registration
High level Procedure Summary diagram illustrating the relationships of the Export Registration
Process:
Export Registration
Exporter
Export Registration
Food Evaluation and FDA Account Officer

Registration Department FDA (From Business Actors)

(Food and Drugs
Authority)
Safety Monitoring and Clients Service

Clinical Trail Division
Drugs Registration and Medical Devices,

Inspectorate Division Cosmetics and Household
(From Business Actors) Chemicals Division

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.1.1.2 Process flow Steps: Export Registration

Process Flow illustrating the steps and relationships of the Export Registration Process:
Export Registration 1. The Exporter completes the registration form, writes an application
letter to the CEO Food and Drug Authority stating the intent to register
as an locally Manufacturer/Exporter of Food or other product
2. The locally Manufacturer /Exporter pays a prescribed fees and submits
the application Letter and all supporting documents in an external hard
disk(Pen drive/CD) to the Client Service
requirement. If satisfactory, application is forward to the division
responsible for registering the product.
4. The division receives the application and inspect the premises to
ascertain the suitability of the premises
5. The FDA process the application and either approve or reject
application.

Exporter Registration
2016 Edition
Exporter Food and Drug Authority
CEO Food and Drug Authority Account Officer Client Service Officer FDA (All Divisions)
Start

Completes Registration Form with Supporting Documents
in an external drive
(Pen drive / CD)
:Filled Registration Form Receives Application
MINISTRY OF FINANCE
GOVERNMENT OF GHANA
Writes an Application Letter :Application Letter

:Application
stating the intent to register as
Locally Manufacturer/Exporter :Supporting Documents

of Food or other products
Inspects the Premises to
ascertain the suitability of
:Application Letter Performs Documentary the Premises
Check to ensure submitted
documents meet minimum
requirement Process Application
Does Application meets Application is either

Pays Exporter the Minimum Requirement approved or rejected
:Application Letter
Registration Fees
Receives Importer No Yes Yes No

Registration Fees
Rejects Application Forwards Application to the Approves Application The application is rejected
Issues Payment Receipt
division responsible for
Submits Application Letter registering the product
with all Supporting Issues Registration Certificate Issues Compliance Directive
:Payment Receipt
documents in an external
drive (Pen Drive / CD) :Application

:Application Letter
4.1 - 2.1.1.3 Process flow Diagram: Export Registration
Receives Registration
Certificate
Finish
Process flow Diagram showing the activities in Export Registration Process for the Export Procedure:
Page 90 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.1.2 Sub process: Product Registration

4.1 - 2.1.2.1 Sub Process: Registration of Locally Manufactured Drug Products
4.1 - 2.1.2.1.1 High level Procedure: Registration of Locally Manufactured Drug
Products
High level Procedure Summary showing the relationship between the Registration of Locally
Manufactured Drug Products Process:
Registration of Locally Manufactatured Drug Products
Exporter Ghana
Registration of Locally Standards Authority
Manufactatured
Drug Products
Evaluation Team Drugs Registration and

FDA
(Food and Drugs Inspectorate Division
Authority) (From Business Actors)
Product Registration Clients Service

Decision Committee (from Business Actors)
FDA SIAMED FDA Account Officer

System (From Business Actors)

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.1.2.1.2 Process Flow Steps: Registration of Locally Manufactured Drug

Products
Process Flow illustrating the steps and relationships for the Registration of Locally Manufactured Drug
Products Process:
Registration of Locally 1. The Exporter writes an application letter to the CEO Food and Drug
Manufactured Drug Products Authority stating the intent to register a product to be manufactured.
2. The Exporter pays application fees and submits the application Letter,
electronic copy of the registration form and all supporting documents
in an external hard disk(Pen drive/CD) to the Client Service
requirement. If satisfactory, application is forward to the SIAMED unit
4. The SIAMED unit :
a. Assigns application number to the submitted application,
b. Input the application details and electronically submit into the
SIAMED system
c. Forward the electronically registered application details to the
Evaluation team
5. The Evaluation team evaluates all documentation. The evaluated reports
include label review and dossier assessment.
6. The FDA conducts GMP Inspection to verify Compliance to current GMP
as part of registration process.
Samples submitted for registration are tested by the FDA according
to standards and Compendia Monographs such as [British
Pharmacopeia (BP), United States Pharmacopeia (USP) European
Pharmacopeia (Eur. Ph.), International Pharmacopeia (Int. Ph.)
Japanese Pharmacopeia (JP)] or as per In-House Methods.
7. The Evaluated Reports are submitted to IT Department. The IT
Department forwards the report to the database which is accessible
8. The unit collates all comments and presents all documentation dealing
with the application including reports of label review, dossier evaluation,
laboratory analysis and GMP status reports to the Product Registration
Committee for review and final determination of the status of the
application.
9. The product Registration committee makes the final decision on
rejected.
10. The SIAMED unit update the status of the application details on the
system.
a. The Locally manufactured product unit prepares a letter of
marketing authorisation approval and forwards it to the CEO for
endorsement.
b. The Endorsed Letter of approval is issued to the applicant and
the Applicant collects the Certificate of Registration from FDA
secretariat.
a. A letter of deferral is sent to the applicant requesting for
a. A Letter of rejection is sent to the applicant stating the reasons
for rejection.

2016 Edition
Registration of Locally Manufactatured Drug Products
CEO FDA and
Account Officer Client Service Officer SIAMED Unit/System Evaluation Team IT Department Product Registration Committee Locally Manufactured
Drug Authority Product Unit
Start
Receives Application Receives Application Receives E-Registered

Application
Writes an Application Letter
stating the intent to register Receives all Documentations
a product to be manufacturer :Application :Application :E-Registered Application
MINISTRY OF FINANCE
Details dealing with the Application

including Reports of label
GOVERNMENT OF GHANA
Receives Performs Review, Dossier Evaluation,

:Application Letter Assigns Application Number Evaluates all Documentation Laboratory Analysis and GMP
Application Letter Documentary Check to the Submitted Application Status Reports
Conducts GMP inspection to

Pays Product Does Application meets verify compliance to current
:Application Letter Inputs Application details
Registration Fees the Minimum Requirement GMP Receives :Report [Label Review,
and submits electronically Dossier Eval, Lab Analy &
Process for the Export Procedure:
Receives Evaluation
to SIAMED System GMT status Reports]
Application Tests samples submitted Reports
No Yes against standards and
compendial Momographs
Products
Forwards the Electronically :Report Makes Final decision on

Issues Registered Application Details {BP, USP, Eur. Ph., Int. Ph or JP}
[Evaluation Report] registeing the Product
Payment Receipt Rejects Forwards
Submits Application Letter, Application Application
electronic copy of Registration :E-Registered Application Prepares Evaluation Reports Forwards the
form and all Supporting :Payment Details Report at The Application can be
documents in an external Receipt the Database approved, deferred
:Application :Report [Evaluation Report] or rejected
drive (Pen Drive / CD)
:Report [Stored
:Application Letter Submits Evaluation Reports Evaluation Report]
Collates all the comments

Presents all Documentations dealing

:Supporting Documents with the Application including Reports
of label Review, Dossier Evaluation,
Receives Marketing Laboratory Analysis and

Authorisation GMP Status Report
Approval Letter
:Report [Label Review, Dossier

:Approval Letter Eval, Lab Analy & GMT status Reports]
[Marketing Approval]
Updates the status of the

Endorses Marketing Application Details Prepares
Receives Endorsed Authorisation Marketing
Approval Letter Approval Letter Authorization
Approval Letter
:Approval Letter is rejected is deffered is Approved
Issues Endorsed
[Endorsed] Approval Letter :Approval Letter
Issues Issues Letter [Marketing
Rejection of deferment Approval]
Collects Certificate of :Approval Letter Letter stating requesting
Registration from [Endorsed] the Reason for additional
FDA Secretariat for Rejection information Forwards Marketing
Authorization
Approval Letter
Finish for endorsment
4.1 - 2.1.2.1.3 Process flow Diagram: Registration of Locally Manufactured Drug
Process flow Diagram showing the activities in Registration of Locally Manufactured Drug Products
Page 93 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.1.2.2 Sub Process: Registration of Locally Manufactured Food Products

4.1 - 2.1.2.2.1 High level Procedure: Registration of Locally Manufactured Food
Products
High level Procedure Summary showing the activities in Registration of Locally Manufactured
Food Products Process:
Exporter Ghana
Standards Authority
Registration of Locally (from Business Actors)
Manufactured
Food Products
FDA Account Officer FDA CEO

FDA (from Business Actors)
(Food and Drugs

Authority)
Food Evaluation and Food Registration

Registration Department Committee
Clients Service (from Business Actors)

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.1.2.2.2 Process Flow Steps: Registration of Locally Manufactured Food

Products
Process Flow illustrating the steps and relationships for the Registration of Locally Manufactured Food
Products Process:
Registration of Locally 1. The Producer/Client purchases and completes a Registration form, writes
Manufactured Food Products an application letter to the CEO Food and Drug Authority stating the
intent to register a Food product.
2. The Producer/Client pays all Fees and submits the registration form,
application letter and all supporting documents to the Client Service
3. The Client Service Officer receives application, checks and verifies that
submitted application meets the minimum requirement.
a. If satisfactory, the application detail is stored in the Product
Functionality system and the applicant is issued an
acknowledgement receipt in the form of a checklist.
4. The application is forwarded to the CEO for endorsement
5. The CEO forwards the application to the Food Evaluation and
Registration department.
6. The Evaluation team performs further documentary check,
a. Validate labelling against guideline and standards.
b. sends samples to the FDA Laboratory for confirmatory analysis,
c. Verify Certificate of analysis result meets the specific standard for
the product
d. Validate Laboratory analysis result against the Certificate of
analysis,
7. The Evaluation team submits all report to the food registration
committee to take final decision on the food product registration. The
application can either be approved, conditionally approved or deferred
8. If the application is approved:
a. The Food product is registered and allotted a registration number
b. The Registration unit prepares the Letter of approval, send it to
the CEO for endorsement and issue it to the Client
c. The Exporter/Local Manufacturer collects the printed Certificate
at the secretariat
9. If the application is conditionally approved:
a. A letter is sent to the applicant stating the issues that needs to be
corrected
10. If the application is deferred:
a. A letter is sent to the applicant stating the non-conformity issues
that needs to be rectified. This should be addressed within three
months else application is rejected.

2016 Edition
Evaluation and
FDA CEO Client Service Officer PF System FDA Laboratory Food Registration Committee
Registration Department
Start
Purchases Registration Form
:Application Receive all Reports to take

:Registration Form Receives Application final decision on the Food
Product Registration
MINISTRY OF FINANCE
Completes Registration Form Performs Documentary Check

:Application
GOVERNMENT OF GHANA
:Report
:Registration Form [Filled] Validates labelling against
guideline and standards Receives Samples for

Performs Documentary Check confirmatory analysis Applications can either be
Writes Application Letter Receives Application Letter
Saves Application Details approved, conditionally
stating the intent to register to register a Food Product Sends Samples for
approved or deferred
a Food Product Does Application meets confirmatory analysis Product Samples
the Minimum Requirement
:Application Details
:Application Letter :Application Letter
Products
Product Samples Verifies Certificate of

Analysis Result meets the if Application If Application if Application
No Yes
Pays All Registration Fees specific standard for the is Approved is conditionall is deferred
Forwards Issues product Approved
Application for Acknowledgment Validates Laboratory
Receices All Registration Fees Stores endorsement Receipt Analsysis Result against the
Application Registers Food
Application Certificate of Analysis Sends Letter
Submits Registration Form, is rejected Product Sends Letter
Application Letter and all Details stating issues stating
Issues Payment Receipt :Acknowledgment Non-conformity
Supporting Documents :Application that needs to
Receipt Submits all Reports to take Assigns issue that needs
:Application be corrected
final decision on the Food Registration to be rectified
:Payment Receipt Details Product Registration Number
:Report
:Application Form

Prepares Letter of Approval
:Application
Receives
Food Products Process and Stakeholders for the Export Procedure:
Acknoweledgement Receipt
Forwards Application :Approval Letter
:Acknowledgement
Receipt
Receives Letter of Approval Sends Letter of Approval
for endorsement for endorsement
:Approval Letter
Receives Endorsed
Letter of Approval
:Approval Letter Endorses Letter of Approval

[Endorsed]
Collects Printed Certificate :Approval Letter [Endorsed]

at the Secretariat
Issues Endorsed
Finish Approval Letter
4.1 - 2.1.2.2.3 Process flow Diagram: Registration of Locally Manufactured Food
Process flow Diagram showing the relationship between the Registration of Locally Manufactured
Page 96 of 581
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.2 Application for Permits, Licenses or Certificate

4.1 - 2.2.1 Sub process: Permit Application for Export Clearance
4.1 - 2.2.1.1 High level Procedure: Permit Application for Export Clearance
High level Procedure Summary diagram illustrating the relationships of the Permit Application for
Export Clearance Process:
Permit Application for Export Clearance
Exporter FDA
Permit Application (Food and Drugs
for Export Clearance Authority)
e-MDA Platform GEPA


GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.2.1.2 Process flow Steps: Permit Application for Export Clearance
Process Flow illustrating the steps and relationships of the Permit Application for Export Clearance
Process:
Permit Application for Export 1. The Exporter shall submit application and upload supplementary
Clearance document via the e-MDA System
2. The FDA officer logs on to the e-MDA System, views the submitted
application and :
a. Conduct document check and verification
b. Validate that the product is registered
c. May conduct Laboratory analysis on the product
3. If all condition is satisfactory, the FDA officer approves the application
and issues a provisional approval release to the Importer else, send a
compliance directive

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.2.1.3 Process flow Diagram: Permit Application for Export Clearance
Process flow Diagram showing the activities in Permit Application for Export Clearance Process for
the Export Procedure:
Permit Application for Export Clearance
Exporter e-MDA System FDA Officer
Start
Logs on to e-MDA System

Purchase application form Receives the application form
:Application Form :Application Form
Uploads Supplementary
Documents
:Supplementary Saves Supplementary

Documents Documents
:Supplementary
Documents [saved]
Views the submitted

Application to work on
:Application [Submitted] Conducts Document check
Validates that the

product is registered
Conducts Laboratory
analysis on the Product
Does all conditions are

satisfactory?
Yes No
Approves the Application Sends Compliance Directive
Issues Provisional Release

Approval
Receives Provisional Release Provisional Approval

Approval Release
Provisional Approval
Release
Finish

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.2.2 Sub process: Permit Application for Certificate of Manufacture and Free Sale
4.1 - 2.2.2.1 High level Procedure: Permit for Certificate of Manufacture and Free
Sales
High level Procedure Summary diagram illustrating the relationships of the Permit for Certificate
of Manufacture and Free Sales Process:
Permit for Certificate of Manufacture and free Sales
Exporter
Permit for Certificate

of Manufacture and free Sales
FDA
(Food and Drugs
Authority)
Head of Head of Unit Sheduled Regulatory

Department (from Business Actors) Officer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.2.2.2 Process flow Steps: Permit for Certificate of Manufacture and Free Sales
Process Flow illustrating the steps and relationships of Permit for Certificate of Manufacture and
Free Sales Process:
Permit for Certificate of 1. The Exporter submits an application letter to the CEO Food and Drugs
Manufacture and Free Sale Authority requesting for a Certificate of Manufacture and Free Sales.
2. The Letter is forwarded to the HOD- IECD
3. The HOD minutes on the letter and forward it to the HOU
4. The HOU minutes on the letter and forward it to the SRO for necessary
action
5. The SRO gives the Exporter a payment invoice.
6. The Exporter makes payment at the Cashier Office
7. The Account Officer issues the Exporter a payment receipt
8. The Scheduled Regulatory Officer(SRO) schedule Inspection and
conducts the premise Inspection
9. The SRO might take the sample of the product for Laboratory analysis.
10. The HOD-Lab Services Dept. submits the Lab analysis report to the HOD-
IECD unit.
11. The SRO enters observation on the Inspection form and submits it to the
HOU.
12. The HOU enters his remarks on the Inspection form, signs it and send it
to the HOD.
13. The HOD endorses the Inspection form.
14. If satisfactory, The HOD generates a Certificate of Manufacture and
Free sales and forward it to the CEO for endorsement else, a complaint
directive.
15. The Exporter comes for the pickup of the Certificate
Permit for Certificate of Manufacture and free Sales
2016 Edition
Laboratory Services
CEO FDA HOD IECD HOU Scheduled Regulatory Officer Cashier Office
Department/HOD
Start
Receives Application Letter Receives Minuted Application Letter
Receives Minuted
Application Letter
Submits an Application Receives Application Letter :Application Letter :Application Letter [Minuted]
Letter requesting for
Certificate of Manufacture :Application Letter
MINISTRY OF FINANCE
and Free Sales :Application Letter Minutes on Application Letter [Minuted]

Minutes on Application Letter
GOVERNMENT OF GHANA
:Application Letter [Minuted] Issues Payment Invoice

:Application Letter Forwards Application Letter :Application Letter [Minuted] Receives Payment Receives Product Sample
Sales
for laboratory analysis

Forwards Minuted :Payment Invoice
Forwards Minuted Application Letter Application Letter Issues Payment Receipt
Receives Payment Invoice Product Sample
:Payment Receipt
:Payment Invoice Perform Laboratory
Sales Process for the Export Procedure:
Schedules Inspection
Analysis
Makes Payment Receives Lab Analysis Report Conducts Premise Inspection

Prepares Lab
Analysis Report
:Report [Laboratory Analsysis] Takes Product Sample for
Receives Payment Receipt Laboratory Analysis
:Report
[Laboratory Analsysis]
:Payment Receipt Receives Signed Inspection Form Product Sample
Submits Lab
:Inspection Form [Signed] Analysis Report
Enters observation on
Inspection Form

Endorses Inspection Form
:Inspection Form [Filled]

:Inspection Form [Endorsed]
Receives Certificate of
Manufacture & Free Sales Receives Filled Inspection Form Submits Filled Inspection Form
Does Inspection Report satisfactory?
:Certificate of Manufacture :Inspection Form [Filled]

& Free Sales Yes No
Enters his Remarks

Endorses Certificate of Generates Certificate of Issues
Manufacture & Free Sales Manufacture & Free Sales Compliance Directive
Signs Inspection Form
Picks ip Endorsed Certificate :Certificate of Manufacture :Certificate of Manufacture
of Manufacture & Free Sales & Free Sales [Endorsed] & Free Sales
:Inspection Form [Signed]
Forwards Certificate of
Finish Sends Signed Inspection Form
Manufacture & Free Sales
4.1 - 2.2.2.3 Process flow Diagram: Permit for Certificate of Manufacture and Free
Process flow Diagram showing the activities in the Permit for Certificate of Manufacture and Free
Page 102 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.1 - 2.3.1 High level Procedure: Export Inspection
High level Procedure Summary diagram illustrating the relationships of the Export Inspection
Process:
Export Inspection
Exporter GRA
Export Inspection Customs Division

FDA Account Officer Sheduled Regulatory

FDA
(From Business Actors) Officer
(Food and Drugs (From Business Actors)
Authority)
KIA (Regulatory Office) Head of Head of Unit FDA Regional Offices

(from Business Actors) Department (from Business Actors) (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 2.3.2 Process flow Diagram: Export Inspection

Process Flow illustrating the steps and relationships of Export Inspection Process:
Export Inspection 1. The Exporter brings the Provisional approval permit to IECD Office/KIA/
TSO for Clearance.
2. The Scheduled Regulatory Officer conducts a documentary check on the
document.
3. If satisfied, the Scheduled Regulatory Officer issues the Exporter a
Payment invoice.
4. The Exporter makes payment at the Account Office and receives a
payment receipt
5. The Regulatory Officer schedules an Inspection and conducts the
Inspection exercise either at the premise or the port.
6. The Regulatory Officer :
a. May send sample of the product for Laboratory analysis.
b. Records observation on the Inspection form
c. Submits Inspection form for endorsement by the Team Lead/
Head of Unit
7. The Team Lead /HOU endorse the Inspection form, and forward it to the
HOD.
8. If Inspection report is satisfactory,
a. The HOD endorses the Inspection form, stamps the Provisional
approval permit and signs it.
b. The HOD/HOU/ RO logs on to the MDA portal and change the
status of the Permit from Provisional approval to final approval.
9. If Inspection report is unsatisfactory:
a. Consignment is not cleared
10. The exporter receives the endorsed Provisional approval permit and
submit it to Customs
Export Inspection
2016 Edition
Exporter Food and Drug Authority e-MDA Platform GRA Customs Division
IECD Office/KIA/TSO Scheduled Regulatory Officer Account Officer Laboratory Team Lead/HOU HOD
Start
Submits Provisional Receives Provisional Conducts documentary Receives Endorsed

Approval Permit Approval Permit check Inspection Form
MINISTRY OF FINANCE
:Provisional :Provisional Does it Satisfactory? :Inspection Form

Approval Permit [Endorsed]
GOVERNMENT OF GHANA
Approval Permit
Yes No Does Inspection Report

Satsifactory?
Receives Issues Issues

Payment Invoice Payment Invoice Compliance No Yes
Receives Payment
Directive
:Payment Invoice :Payment Issues Consignment is Endorses the

Invoice Payment Receipt not cleared Inspection Form
Makes Payment
:Payment Receipt :Inspection Form
[Endorsed]
Receives
Payment Receipt Receives
Product
Sample Stamps & Signs Provisional
for Analysis Approval Permit
:Payment Receipt Schedules Inspection
Product Sample :Provisional Approval

Conducts Inspection exercise Permit [Signed & Stamped]
Receives
4.1 - 2.3.3 Process flow Diagram: Export Inspection
either at the premise or the port

Inspection
Conducts Form for Changes the status of

Laboratory endorsement Logs on to MDA Portal the Permit to Provisional
Sends Sample of the Product Approval to Final Approval
Analysis
for Analysis
:Inspection Form
[Filled] :Provisional Approval
Issues Endorsed Provisional
Product Sample Permit [Final Approval]
Approval Permit
Endorses Inspection
Records observation on Form
Receives Endorsed Inspection Form Permit [Endorsed]
Provisional Receives Endorsed
Approval Permit :Inspection Form Provisional
:Inspection Form [Filled] [Endorsed] Approval Permit
:Provisional
Approval Submits Inspection Form Forwards Endorsed :Provisional Approval
Permit [Endorsed] for endorsement Inspection Form Permit [Endorsed]
Submits Endorsed
Provisional Approval Finish
Permit to Customs
Process flow Diagram showing the activities in Export Inspection Process for the Export Procedure:
Page 105 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 3 WAREHOUSE PROCEDURE

4.1 - 3.1 Application for Bonded Warehouse License Certificate
4.1 - 3.1.1 High level Procedure: Application for Warehouse License Certificate
High level Procedure Summary diagram illustrating the relationships of the Application for
Warehouse License Certificate Process:
Application for Warehouse License Certificate
Exporter GRA
Application for Warehouse Customs Division

License Certificate
Importer
FDA Account Officer

FDA (From Business Actors)
(Food and Drugs

Authority)
Warehouse
Operator
Sheduled Regulatory Head of Unit

Officer (from Business Actors)
Head of
Department.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 3.1.2 Process flow Steps: Application for Warehouse License Certificate
Process Flow illustrating the steps and relationships of the Application for Warehouse License
Certificate Process for the Warehouse Procedure:
Application for Warehouse 1. The Warehouse Operator applies to the CEO Food and Drugs Authority
License Certificate requesting for a Bonded Warehouse License.
2. The Letter is received by the Secretary and forwarded to the HOD IECD
3. The HOD minutes on the letter and forward it to the HOU and the HOU
minutes on the letter and forward it to the SRO to take necessary
action
4. The regulatory Officer gives the Invoice to the Warehouse Operator
5. The Warehouse Operator makes payment at the Cashier Office
6. The Account Officer issues the Warehouse Operator a payment receipt
7. The Scheduled Regulatory Officer(SRO) schedule an Inspection
8. The SRO conducts the Warehouse Inspection using an Inspection
checklist to ascertained conformity to International standard
9. THE SRO generates a comprehensive report after the inspection exercise.
10. If satisfactory,
a. SRO submits the comprehensive report to the HOD.
b. The HOD-IECD writes a memo to the CEO-FDA attaching the
comprehensive report
c. The CEO-FDA minutes the memo to the appropriate Inspectorate
Division to generate the license.
d. Once the License is generated , it is endorsed by the CEO and
forwarded to the HOD-IECD
e. The Warehouse Operators comes to pick it up.
11. Else, the SRO sends a recommendation letter to the Warehouse
Operator
Application for Warehouse License Certificate
2016 Edition
Warehouse Operator Food and Drug Authority
CEO FDA/ Secretary HOD IECD HOU Scheduled Regulatory Officer Account Officer
Start
Receives Application Letter Receives Minuted
Receives Application Letter Application Letter
Applies for Bonded

:Application Letter
Warehouse License :Application Letter :Application Letter Receives Payment
[Minuted] Receives Minuted
Application Letter
MINISTRY OF FINANCE

:Application Letter Forwards Application Letter Issues Payment Receipt
GOVERNMENT OF GHANA

:Application Letter
:Application Letter [Minuted]
Receives Payment Invoice [Minuted] :Payment Receipt

:Application Letter
[Minuted]
Issues Payment Invoice
:Payment Invoice Forwards Minuted
Application Letter
Forwards Minuted
Application Letter for :Payment Invoice
Makes Payment
Process for the Warehouse Procedure:
necessary action
Receives Payment Receipt
:Payment Receipt Schedules an Inspection
Receives Memo with attached Receives Comprehensive Report

Comprehensive Report Conducts Warehouse Inspection using Inspection
checklist to ascertained confirmity to International Standard
:Report
Minutes on the Memo [Comprehensive Report]
to generate License Generates Comprehensive Report
Writes Memo, attaching
Comprehensive Report

:Memo [Minuted] :Report [Comprehensive Report]
Generates Warehouse License :Memo Does the Comprehensive Report satisfactory?
:Report
:Warehouse License [Comprehensive Report] Yes No
Endorses Warehouse License

Receives Endorsed License Submits Comprehensive Issues Recommendation
Report Letter
:Warehouse License
Picks up Endorsed [Endorsed] :Warehouse License
Warehouse License [Endorsed]
:Report :Letter
[Comprehensive Report] [Recommendation Letter]
Forwards Endorsed License
:Warehouse License
4.1 - 3.1.3 Process flow Diagram: Application for Warehouse License Certificate
[Endorsed]
Finish
Process flow Diagram showing the activities in the Application for Warehouse License Certificate
Page 108 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 3.2 Application for Storage Facility License

4.1 - 3.2.1 High level Procedure: Application for Storage Facility License
High level Procedure Summary diagram illustrating the relationships of the Application for Storage
Facility License Process:
Importer
Application for Storage

Facility License
Clients Service Drugs Registration and

(from Business Actors) FDA
(Food and Drugs
Authority)
Food Evaluation and

Registration Department
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 3.2.2 Process flow Steps: Application for Storage Facility License
Process Flow illustrating the steps and relationships of Application for Storage Facility License
Process for the Warehouse Procedure:
Application for Storage Facility 1. The Importer submits completely filled storage licence application form
License to the Client service department
2. A date is scheduled and communicated to the client for inspection of the
storage facility.
3. Inspection is carried out to ensure the storage facility adheres to current
good warehouse practices (GWP).
4. A report is written on the findings stating all non-conformances
observed if any, whilst specifying the period within which it should be
rectified.
5. If client meets all requirements, the storages facility is licensed and a
certificate is issued in that respect.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.1 - 3.2.3 Process flow Diagram: Application for Storage Facility License
Process flow Diagram showing the activities in Application for Storage Facility License Process for
the Warehouse Procedure:
Importer Client Service Department
Start
Submits completely filled

Storage License
Application Form
Receives completely filled

:Application Letter [Filled] Storage License
Application Form
:Application Letter [Filled]
Schedules date for Inspection
Receives Inspection date for Notifies Inspection date for

the storage facility inspection the storage facility inspection
Inspects the storage facility

to ensure it adhere to current
good warehouse practices
(GWP)
Prepares Report of findings
:Report [Findings Report]
Does the client meets all

requirements?
Yes No
License the Storage Facility Writes Report on all

non-conformances observed
if any and specify the period
Issues Storage Facility within it should be rectified
License Certificate
Receives Storage Facility

:Storage Facility License
License
:Storage Facility License
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.2 Animal Production Directorate
Mission
To develop, promote and sustain poultry and livestock production for food security,
employment creation and income generation through research, effective technical support,
extension services, agro-business and industry, whilst ensuring that gender and environmental
issues are adequately addressed.
Vision
A well developed and efficient institution capable of formulating sound policies, providing
effective technical support and promoting sustainable and profitable livestock and poultry
industries for food security, nutritional adequacy and enhanced incomes.
Animal Production Directorate (APD) is one of the Technical Directorates of the Ministry
of Food and Agriculture. The Directorate has additional mandate to oversee operations of
seven National Livestock Breeding Stations located in various parts of the country.
Functions
a. Ensure effective and efficient implementation of Government policies on livestock and

poultry
b. Promote the development of appropriate technologies on management, breeding,
nutrition and housing of livestock
c. Facilitates the production of superior breeding stock from the indigenous breeds
d. Promote the development of the dairy industry in the country
e. Control of animal feed quality both from local and imported sources
f. Issuance of permits for animal feed and ingredients for animal feed
g. Recommending issuance of permits and waivers for importation of animal production
inputs
h. Promote the use of crop residues and agro industrial by products in feeding livestock
and poultry
i. Promote the improvement of the nutritive quality of rangelands by over- sowing with
legumes to sustain ruminant production during the dry season
j. Promote the establishment of intensive forage production by livestock farmers
k. Promote the development of processing and marketing of livestock and poultry
products
l. Facilitate the provision of stock water in livestock producing arrears where water
resources are scarce
Tel: +233 (0) 302 666374

Email: apdghana@gmail.com Website: www.e-agriculture.gov.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.2 - 1.1 Sub Process: Authorization to Import
4.2 - 1.1.1 High level procedure: Authorization to Import
High level procedure Summary illustrating the relationships of the Authorization to Import
process:
Authorization to Import
Importer
Authorization
to Import
MOFA
APD MOFA Honourable

Minister
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.2 - 1.1.1.1 Process flow Steps: Authorization to Import

Process Flow illustrating the steps and relationships of Authorization to Import process:
Authorization to Import 1. Importer writes an application letter to the Honourable Minister Food
and Agriculture requesting for a permit.
2. The Minister forwards the application to the Animal Production
Directorate.
3. The Importer/Agent is guided by the Directorate on the procedures and
conditions that need to be met.
4. The first time Importer submits the below supporting documents:
Company profile
Detailed description of feed ingredients/livestock production
inputs the importer intends to import.
While the existing Importer submits the below documents:
BOL
Commercial Invoice
5. The Scrutiny Officer verifies and validates the documents received, and
also conducts a background check on the Importer.
6. The Directorate sends a report on the findings to the Minister.
7. The Minister receives the report and takes a decision on the submitted
application.
8. The Minister writes back to the Importer stating that the application to
import the intended commodities has been approved or rejected.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.2 - 1.1.1.2 Process flow Diagram: Authorization to Import

Process flow Diagram showing activities in the Authorization to Import process for Animal Feed,
Livestock production input for the Import Procedure.
Authorization to Import
Importer MOFA
Honourable Minister Animal Production Directorate
Writes an Application Receives an Application Receives the

Letter requesting for a Letter requesting for a Application Letter
permit permit
:Application Letter :Application Letter :Application Letter
Forwards the Application Guides the Importer on the

Letter procedures and conditions that
need to be met
Are you a first time Importer?
Receives Supporting Documents:

Yes No (Company profile, BOL, Commercial
Invoice, Certificate of Anaylisis)
Submits Supporting Submits Supporting

Documents: Documents:
(Company profile & (Company profile, :Supporting Documents
detailed description BOL, Commercial
of feed ingredients/ Invoice, Certificate
livestock production of Analysis
inputs the importer Receives Report on the Validates the
intends to import Findings Documents received
:Report
:Company :Commercial [Findings Report]
Profile Invoice Conducts background
check on the Importer
:Detailed :Certificate of
description Analysis Takes a decision on the
of feed ingredients/ submitted application
livestock production
:Bill of
inputs the importer Prepares Report of
lading/Airway Bill
intends to import Findings
Does the Application meet
Approval condition?
Yes No :Report
[Finding Report]
Approves the Rejects the

Application Application
Sends Report on the

Findings
:Approved Writes Letter stating
Application the Application has
Writes Letter stating the been rejected
Application has been
approved
Writes Letter stating the

Application has been
:Approval Letter
approved
:Approval Letter
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.2 - 1.1.2 Sub process: Permit to Import

4.2 - 1.1.2.1 High level procedure: Permit to Import
High level procedure Summary illustrating the relationships of the Permit to Import process:
Permit to Import
Importer
e-MDA Platform
Permit (From System Actors)
to Import
APD
APD APD
Processing Officer
Inspection Officer (From Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.2 - 1.1.2.2 Process flow Diagram: Permit to Import

Process Flow illustrating the steps and relationships of Permit to Import process:
Permit to Import 1. The Importer/Agent accesses the eMDA platform and makes the
appropriate declaration and attaches scanned copies of the following
documents :
Bill of Lading/Air waybill
Invoice
2. APD validates the submitted e-application and the status changes to
query.
3. Importer/Agent makes payment at the APD Office.
4. APD receives payment.
5. APD approves application via the eMDA platform and the status is
changed to the Final Approval.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.2 - 1.1.2.3 Process flow Diagram: Permit to Import

Process flow Diagram showing activities in the Permit to Import process for the Import procedure:
Permit to Import
Importer eMDA APD
Start
Accesses the eMDA Makes appropiate

platform declaration
Attaches scanned copies of the

Supporting Documents (Import Permit,
Certificate of Analysis, Bill of Lading/Air
waybill, Invoice or Packing list)
:Certificate of
:Import Permit
Analysis Saves scanned copies of the Supporting
Validates the submitted
Documents (Import Permit, Certofocate of
e-application
Analysis, Bill of Lading/Air waybill, Invoice
:Commercial :Bill of or Packing List
Invoice lading/Airway Bill
Changes Status to query
Application Status Change

Makes Payment
to query
Receives Payment
Approves Application
via eMDA
:Approved Application
Changes the Application

Status to Final Approval
Updates the Application

Status to Final Approval
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.2 - 1.2 Goods Inspection

4.2 - 1.2.1 High level procedure: Goods Inspection
High level procedure Summary illustrating the relationships of the Goods Inspection process:
Goods Inspection
Importer
APD
Goods Inspection (From Business Actors)
GRA
APD
Customs Division
(from Business Actors) Inspection Officer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.2 - 1.2.2 Process flow Diagram: Goods Inspection

Process Flow illustrating the steps and relationships of the Goods Inspection process:
Goods Inspection 1. Importer/Agent prints the approved Permit and takes to the port for
clearance.
2. The Inspection Officer validates the Permit and inspects the goods.
3. If all conditions are met, the Importer is cleared and the Permit is
endorsed.
4. Importer/Agent takes the endorsed Permit to GRA-Customs for final
release.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Process flow Diagram showing activities in the Goods Inspection process for the Import procedure:
Goods Inspection

Importer Inspection Officer GRA Customs Division
Start
Prints Approved Receives Approved

Permit Permit
:Approved Permit
:Approved Permit
Validates Approved
Permit
Inspect the Goods
Does the Inspection

meet all Conditions?
Yes No
Clears Importer Issues Violation

Report
Endorses Permit
Takes Endorsed Permit to GRA

:Endorsed Permit
Customs for Final Release
Takes Endorsed Permit to GRA

Customs for Final Release
:Endorsed Permit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 Ghana Standard Authority
Mission
To promote standardization for the improvement of the quality of goods, services and sound management
practices in industries and public institutions in Ghana.
Vision
to become a model of excellence in standardization in Africa. Its mission is to promote standardization for
the improvement of the quality of goods, services and sound management practices in industries and public
institutions in Ghana.
The Ghana Standards Authority (GSA) was established by the Standards Decree, 1973 (NRCD 173)
as Ghana Standards Board, changing it from its previous name, National Standards Board as it was
when first established in August, 1967. The GSA is the National Statutory Body responsible for
Metrology, Standards, Testing, Inspection and Certification. In 2011, its name was changed from
Ghana Standards Board (GSB) to its current name, the Ghana Standards Authority (GSA).
GSA has a Governing Board which is the policy making body for supervising the administration and
financial management of the organization. The Executive Director of the GSA is responsible for the
day-to-day administration of the organization as specified within the broad guidelines approved
by the Governing Board.
The Mandate of the Authority:
Establishing and promulgating standards to ensure high quality of goods produced in

Ghana, whether for local consumption or for export.
Providing quality assurance through inspection, testing and metrology.
Assisting operators in both the manufacturing and service sectors to improve their
competitiveness by establishing effective Quality Management Systems along ISO/IEC 9001:
2008 and 22000: 2005.
Promoting standardization in industry and commerce
Promoting standards in public and industrial welfare, health and safety
Services of the Authority
The activities of the Authority have been structured into core (mandatory) and commercial
services as a means of improving operational efficiency to generate enough revenue. The
Services of the Authority have been grouped into four programme areas namely:
I. Standardization Programme
Development of Standards and
Dissemination of Standards and related documents.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
II. Metrology programme

Verification of weighing and measuring instruments and equipment
Calibration of weighing and measuring instruments and equipment
Pattern Approval of weighing and measuring instruments and equipment and
Inspection of weighing and measuring instruments and equipment.
III. Testing Programme

The Board offers a range of testing services including physical, chemical and microbiological analysis
in the following areas:
Food,
Chemical,
Materials,
Engineering,
Drugs,
Cosmetics and
Forensic samples.
IV. Quality Assurance programme

Product Certification,
System Certification.
Factory/Consignment/Fish Inspection
Import and Export Certification
Destination Inspection
Address: Adamafio Cres, Accra, Ghana Off Tetteh Quashie Interchange Legon-Madina Road near
Gulf House, Okponglo, Accra, Greater Accra Region
Tel: +233 302-500065-6, Fax: +233 302-500092
Email: info@gsa.gov.gh Website: www.gsa.gov.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.3 - 1.1 Importer Registration
4.3 - 1.1.1 High level procedure: Importer Registration
High level procedure Summary illustrating the relationships of the Importer Registration process:
Importer e-MDA Platform

Importer Registration (From System Actors)
GSA Registration/
Ghana
Account Officer
Standards Authority (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 1.1.2 Process Flow Steps: Importer Registration

Process Flow illustrating the steps and relationships of the Importer Registration process:
Importer Registration 1. Importer submits completed registration form to the Registration
Officer.
2. Registration/ Account Officer issues invoice to the Importer.
3. Importer pays invoice value.
4. Registration/Account officer issues Importer payment receipt
5. Registration Officer creates a user profile for the Importer on e-MDA
platform.
6. Registration Officer writes Importer acknowledging registration of
Importer and also indicating user profile on e-MDA platform.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 1.1.3 Process flow Diagram: Importer Registration

Process flow Diagram showing activities in the Importer Registration process for the Import
Procedure:
Importer Registration / Account Officer eMDA Platform
Start
Receives Completed
Registration Form
Submits Completed
Registration Form :Filled Registration Form
:Filled Registration Form Issues Registration Invoice
Receives Registration Invoice :Registration Invoice
:Registration Invoice
Pays Invoice Value Receives Invoice Value
Receives Payment Receipt :Payment Receipt
:Payment Receipt Creates User Profile User Profile Created
Writes Acknowledgment of
Registration and also indicating
User Profile on eMDA platform
Receives Acknowledgment of
Registration and indicated :Acknowledgement Letter
User Profile on eMDA platform
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.3 - 1.2.1 High level procedure: Inspection
High level procedure Summary illustrating the relationships of the Inspection process:
Inspection
Importer e-MDA Platform

Inspection (From System Actors)
GSA Inspector Ghana

(From Business Actors) Standards Authority
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 1.2.2 Process Flow Steps: Inspection

Process Flow illustrating the steps and relationships of the Inspection process:
Inspection 1. Importer submits declaration on e-MDA platform.
2. Importer prints provisional approval permit from e-MDA platform.
3. Importer presents provisional permit with accompanying CCVR or
Certificate of Compliance (CoC) to inspector for commodity inspection.
4. Inspector reviews Certificate of Analysis/Certificate of Compliance (CoC)
against applicable standards.
If there is no Certificate of Conformity:

The inspector takes a sample product for lab testing against
the applicable standard.
An invoice for processing and testing fee is issued to the
importer.
Importer pays invoice value.
A certificate of analysis (COA) is issued to the importer.
5. Inspector carries out visual inspection of product label and assessment
of relevant quality attributes at the point of entry.
6. Inspector may take random samples of product for verification and
review the rating of brand, exporter and importer depending on the
quality status of brand and the risk assessment rating of the Importer
and Exporting country
7. If inspection is ok, Inspector endorses relevant documents and final
approval is issued on e-MDA platform. If inspection is not ok, GSA issues
a non-conformity report and writes customs that the products should
either be destroyed or re-exported to the country of origin.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 1.2.3 Process flow Diagram: Inspection

Process flow Diagram showing activities in the Inspection process for the Import Procedure:
Inspection
Importer e-MDA Platform Inspector
Start Receives Provisional

Approval Permit with CCVR
or Certificate of Analysis
Submits Declaration Saves Declaration
Permit
:Certificate of Analysis
Prints Provisional
Approval Permit
:CCVR
:Provisional Approval Reviews Certificate of

Permit Analysis/Certificate of
Compliance (CoC) against
applicable standards
Present Provisional
Approval Permit with CCVR Does the Certificate conform?
or Certificate of Analysis
Yes No
Permit Takes a sample product for Carries out visual Inspection of
lab testing against the product label and assessment
:Certificate of Analysis applicable standard of relevant quality attributes
at the point of entry
:CCVR
Issues Invoice for
Processing and testing fee Takes random sample of product
for verification and review the
rating of brand, exporter and
importer depending on the quality
Recieves Processing :Processing and
status of brand and the risk
and testing fee Testing Fee
assessment rating of the Importer
and Exporting Country
:Processing and
Testing Fee Issues Certificate of Analysis
Pays Invoice Value

Receives Certificate of Analysis

Does the Inspection Ok?
:Certificate of Analysis Yes No
Endorses relevant documents Issues a Non-Conformity

Report
Issues Final Approval :Report [Non Conformity]
Final Approval
Writes customs that the
products should either be
destroyed or re-exported to
Final Approval Issued the country of origin
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 1.3 Permit to Import African Textile Print

4.3 - 1.3.1 High level procedure: Permit to Import African Textile Print
High level procedure Summary illustrating the relationships of the Permit to Import African Textile
Print process:
Permit to Import African Textile Print
Representative of
Representative of
Representative of GRA Registrar General
Department GSA
Customs Division (from Business Actors) (from Business Actors)
Representative of
Representative of Ghana Police Service
Ministry of Trade (from Business Actors)
and Industry
Vetting Committee
(from Business Actors) Representative of
Representative of Textile Workers Union
Importers Association (from Business Actors)
Representative of
all local Textile
Importer Manufacturer
Permit to Import (from Business Actors)
African Textile Print
Ghana
Standards Authority
GSA Standard Officer/ GSA GSA GSA Inspector

Technical Officer Executive Director Chairman/Secretary (From Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 1.3.2 Process Flow Steps: Permit to Import African Textile Print
Process Flow illustrating the steps and relationships of the Permit to Import African Textile Print
process:
Permit to Import African Textile 1. Importer writes an Application Letter to the GSA Executive Director
Print accompanied with a sample of the African Textile Print.
2. Chairman/Secretary distributes an image of the sample African Textile
Print to the vetting committee members to confirm the design of the
print is not an imitation and sends sample African Textile Print to the lab
for assessment of relevant quality attributes.
3. The Lab receives the sample for quality evaluation.
4. If quality attributes and product label are ok and vetting committee
members do not object to the design, a permit to import is issued to the
importer else, the application is rejected.
5. The Importer continues with clearing process as stated in section 4.2.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 1.3.3 Process flow Diagram: Permit to Import African Textile Print
Process flow Diagram showing activities in the Permit to Import African Textile Print process for
the import procedure:
Permit to Import African Textile Print
Eporter Executive Director GSA Head FCEPD Inspector EU Food and Veterinary Office
Start
Receives image sample
African Textile Print to confirm
the design of the print is not
an imitation
Writes an Application Letter Receives Application Letter Distributes an image of the
accompanied with a sample accompanied with a sample sample African Textile Print :African Textile
of the African Textile Print of the African Textile Print Print Sample
:Application Letter :Application Letter :African Textile

Print Sample
:African Textile :African Textile
Print Sample Print Sample
Receives sample African
Textile Print for assessment
of relevant quality attributes
:African Textile
Print Sample
Does quality attributes and

product label are ok? and
Vetting Committee Members
do not object on the design
Yes No
Issues Application
Import Permit is rejected
Receives Permit to Import :Import Permit
:Import Permit
Continues with clearing

process as stated
in section 4.2
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 2 EXPORT PROCEDURE

4.3 - 2.1.1 Sub process: Exporter Registration
4.3 - 2.1.1.1 High level procedure: Exporter Registration
High level procedure Summary illustrating the relationships of the Exporter Registration process:
Exporter GSA Registration

Exporter Registration Officer
Ghana
Standards Authority
4.3 - 2.1.1.2 Process Flow Steps: Exporter Registration

Process Flow illustrating the steps and relationships of the Exporter Registration process:
Exporter Registration 1. Exporter submits completed registration form to the Registration Officer.
2. Registration Officer receives completed registration form and issues an
Acknowledgement letter.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 2.1.1.3 Process flow Diagram: Exporter Registration

Process flow Diagram showing activities in the Exporter Registration process for the Export
Procedure:
Exporter Registration Officer
Start
Submits Completed Receives Completed

Registration Form Registration Form
:Filled Registration Form :Filled Registration Form
Writes Acknowledgment Letter

indicating Registration Number
Writes Acknowledgment Letter :Acknowledgment

indicating Registration Number Letter
:Acknowledgment Letter
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 2.1.2 Sub process: Fish Facility Registration

4.3 - 2.1.2.1 High level procedure: Fish Facility Registration
High level procedure Summary illustrating the relationships of the Fish Facility Registration
process:
Fish Facility Registration
EU Food and Exporter

Veterinary Office Fish (from Business Actors)
Facility Registration
Ghana
GSA Standards Authority
GSA Inspector
Lab Scientist
GSA Head Fish Control GSA

and Export Project Executive Director
(FCEP) Department
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 2.1.2.2 Process Flow Steps: Fish Facility Registration

Process Flow Diagram illustrating the activity steps and relationships of the Fish Facility Registration
process:
Fish Facility Registration 1. Exporter writes an application letter addressed to the Executive Director
Ghana Standards Authority.
2. Head FCEPD writes fish exporter acknowledging receipt of letter, stating
the approval process and requirements that the exporter will have to
meet.
3. Exporter submits filled application form attaching
Hazard Analysis and Critical Control Point (HACCP) manual
Best Practices Manual
Evidence of payment of fees
Evidence of purchase of the Fishery Products Regulation (FPR)
Layout of processing plant
Establishment and Cold Room

4. Head FCEPD verifies layout against Fishery Products Regulation (FPR). If
requirements are met, GSA approves the plan for construction to begin.
Else, layout is rejected.
5. On completion of the construction of facility, exporter informs GSA in
writing for an onsite inspection to be carried out.
Establishment, Cold Room and Vessels

6. Inspector inspects the exporters facility based on the provided hazard
document and requirements in the Fishery Products Regulations.
7. Inspector provides inspection report to the exporter.
8. If facility meets applicable standard, facility is approved and an approval
number is issued to the exporter in writing. Else, an inspection report is
issued to exporter.
Facility Approved
9. The Executive Director writes the EU Food and Veterinary Office for EU
approval. Approval is received form FVO.
10. The Exporter is then added to the list of fish Exporters.
FCEPD writes the exporter-conveying letter of approval and
EU number.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 2.1.2.3 Process flow Diagram: Fish Facility Registration

Process flow Diagram showing activities in the Fish Facility Registration process for the Export
Procedure:
Fish Facility Registration
Eporter Ghana Standards Authority EU Food and Veterinary Office

Executive Director GSA Head FCEPD Inspector
Start Writes Acknowledgment

receipt of letter, stating the Receives Notification
approval process and
requirements that the
exporter will have to meet
:Application Letter
Writes an Application Letter Inspects exporters facility
based on the provided
:Acknowledgment Letter hazard document and
requirement
:Application Letter
Receives Filled Application
Form and Supporting Does the facility meets
Documents applicable standard?
Receives
Acknowledgment Letter
:Filled Application Form Yes No

:Application Letter
Facility is Sends
Receives approved Inspection
Acknowledgment Letter Report
:Filled Application Form Establishment & Establishment, Cool

Cool Room Room &Vessels :Report
[Inspection Report]
:Best Practices Manual
Verifies layout Notify for
:Hazard Analysis and against Fishery Inspection
Critical Control Point Products
(HACCP) Manual Regulation
:Evidence of Payment of Issues Approval Number

Fees Does it meets all
requirements?
:Layout of Processing
Plant :Approval Number
Yes No
:Evidence of purchase
of the Fishery Products
Regulation (FPR)
Approves the plan for Layout is
construction to begin rejected
Notifies on completion of the

facility for onsite inspection
by writing
Receives Notification for

Inspection
Receives Approval Number

Receives Approval Letter
:Approval Number Writes for EU Approval

:Approval Letter
:Approval Letter
Application is approved
Receives Conveying Letter of
Approval and EU number
Writes Conveying Letter of Adds Exporter to the List of

Approval and EU number Fish Exporters
:Conveying Letter of
Approval
:Conveying Letter of
Approval
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 2.2 Export Certification

4.3 - 2.2.1 Sub process: Product Export Certification
4.3 - 2.2.1.1 High level procedure: Product Export Certification
High level procedure Summary illustrating the relationships of the Product Export Certification
process:
Product Export Certification
Exporter
Product
Export Certification
Ghana
Standards Authority
GSA
GSA Inspector Lab Scientist
Liaison Officer GSA

Executive Director
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 2.2.1.2 Process Flow Steps: Product Export Certification

Process Flow illustrating the steps and relationships of the Product Export Certification process:
Product Export Certification 1. Exporter communicates its intention to export manufactured goods
either to the Executive Director Ghana Standards Authority in writing or
via WhatsApp message or a phone call to a liaison officer.
2. A GSA inspector inspects the exporters premise and sends product
sample to the laboratory at Accra for testing.
3. If product meets the requirement of the importing Country, a Certificate
of Export is issued to exporter. If requested for, a test report is also given.
4. If Product does not meet the requirements of the importing countries
regulation, the test report is issued to the exporter if requested for, but
the said product cannot be exported.
Product Export Certification
2016 Edition
Exporter Ghana Standards Authority
GSA Executive Director Liaison Officer Inspector Laboratory

Procedure:
Start
MINISTRY OF FINANCE
Communicates its intention

GOVERNMENT OF GHANA
Sends WhatsApp message Receives WhatsApp

to export manufactured
or make a phone call message or phone call
goods by writing
Inspects Exporters Premise

Receives Exporters intention
:Application Letter to export manufactured goods
by writing
Sends Product
sample for testing
:Application Letter
Receives Product Sample

Product Sample
for testing
Does the product meets

applicable Standards?
Yes No

Issues Export Certificate Issues Test Report stating
that the product cannot be
exported
:Export Certificate
:Report
[Test Report]
4.3 - 2.2.1.3 Process flow Diagram: Product Export Certification
Receives Export Certificate Sends Export Certificate
:Export Certificate
Finish
Process flow Diagram showing activities in the Product Export Certification process for the Export
Page 140 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 2.2.2 Sub process: Fish Export Certification

4.3 - 2.2.2.1 High level procedure: Fish Export Certification
High level procedure Summary illustrating the relationships of the Fish Export Certification
process:
Fish Export Certification
Exporter
Fish
Export Certification
Liaison Officer Ghana

Standards Authority
GSA
GSA Lab Scientist
Executive Director
GSA Inspector GSA Head Fish Control

and Export Project
(FCEP) Department
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.3 - 2.2.2.2 Process Flow Steps: Fish Export Certification

Process Flow illustrating the steps and relationships of the Fish Export Certification Process:
Fish Export Certification 1. Exporter communicates its intention to export fish to the HEAD FCEPD
(Fish Control and Export Project Department) in writing or via WhatsApp
message or a phone call to a liaison officer.
2. A GSA inspector inspects the exporters facility and issues inspection
report. Samples drawn are sent to the laboratory at Accra for testing
where necessary.
3. Laboratory report is received
4. If consignment meets applicable requirements, HOD FCEP approves
a Health Certificate to be issued to exporter. Else the consignment is
rejected.
Fish Export Certification
2016 Edition
Exporter Ghana Standards Authority
HEAD FCEPD Liaison Officer Inspector Laboratory Scientist HOD FCEP procedure:
Start
MINISTRY OF FINANCE
GOVERNMENT OF GHANA
Communicates its intention

Sends WhatsApp message Receives WhatsApp
to export manufactured
or make a phone call message or phone call
goods by writing
Inspects Exporters Facility

Receives Exporters intention
:Application Letter to export manufactured goods
by writing
:Application Letter Issues Sends Product

Inspection Report sample drawn
for testing Receives Product Sample
drawn for testing
:Report Receives Laboratory Report

Receives Inspection Report Product Sample Performs Testing
[Inspection Report]
Does the Consignment

:Report Issues Laboratory Report meets applicable
[Inspection Report] requirements?
:Report Yes No
[Laboratory Report]

Approves Rejects
Health Certificate Consignment
4.3 - 2.2.2.3 Process flow Diagram: Fish Export Certification
:Health Certificate
Sends Approved
Receives Health Certificate
Health Certificate
:Health Certificate
Finish
Process flow Diagram showing activities in the Fish Export Certification Process for the Export
Page 143 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 Narcotics Control Board
Mission
To implement provisions of existing legislation and international conventions on narcotics, psychotropic
substances and precursor chemicals, through enforcement and control, education and preventive measures,
as well as treatment and rehabilitation of drug addicts. This is achieved through a motivated workforce and
effective local and international collaboration to fight the drug menace in Ghana efficiently.
Vision
To become a reference drug law enforcement agency of excellence in Africa.
The Narcotics Control Board was established by the Government of Ghana in 1990 as a result of
the rising incidence of drug abuse in the country and the threatening dimensions that illicit drug
dealing had taken internationally.
The Board is an agency under the Ministry of Interior. It is the agency concerned with the
formulation and enforcement of narcotics laws in the country. The boards work is aimed at
preventing the use, import, and export of narcotics.
Objective
In line with the United Nations guidelines in tackling the drug problem under the Comprehensive
Multidisciplinary Outline (CMO), the Boards main functions are centered on:
1. Enforcement and Control MeasuresAimed at reducing narcotic drugs in the society at

large, by arrests and prosecution of cultivators, traffickers, peddlers and users and thus
control the supply of narcotic drugs to the minimum.
2. Education and Prevention Measures Aimed at educating the general public and in
particular target groups like the youth, workers, parents, law enforcement personnel on
the harmful effects of drug abuse and the dangers inherent in drug abuse; so that those
persons who have not taken to drug abuse would be sensitized on the need to lead a
drug-free life.
3. Treatment, Rehabilitation and Social Re-integrationMeasures aimed at encouraging

those who have become addicted to drugs seek treatment at appropriate canters.
These drug addicts after overcoming the drug addiction would go through a process for
rehabilitation and social re-integration.
4. Coordinating Functions: The multi-disciplinary approach to combating the drug

problem requires that the Narcotics Control Board liaises with governmental and non-
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
governmental organizations which have anything to do with drug abuse in all aspects;
and direct all their efforts towards a common objective of fighting the drug war in line
with the United Nations Comprehensive Multi-disciplinary Outline (CMO).
Address: Opp. CSIR, Airport Residential Area P. O. BOX M42, Accra, Greater Accra Region
Tel: +(233) 302 76 1065 Fax: +(233) 302 76 1018
Email: info@nacob.gov.gh Website: www.mint.gov.gh/narcotics.htm
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.4 - 1.1.1 High level procedure: Importer Registration
High level procedure Summary diagram illustrating the relationships of the Importer Registration
process:
Importer
PCFESU Officer NACOB PCFESU Inspection Officer

Precursor Control & (from Business Actors)
Forensic Examination
Support Unit (PCFESU)
PCFESU Desk Officer PCFESU Unit Head

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 1.1.2 Process flow Steps: Importer Registration

Importer Registration 1. Importer writes an application letter or comes in person with evidence
of company registration.
2. Desk Officer provides Importer an Importer Registration Form to fill.
3. Importer fills Importer Registration Form and submits back to Desk
Officer.
4. Inspection Officer schedules a time for inspection.
5. Inspection Officer inspects importer premises.
6. If inspection outcome is OK, Importer Registration is approved by Unit
Head.
7. If inspection outcome is negative, Importer Registration is declined by
Unit Head
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Procedure:
Importer NACOB (Precursor Control & Forensic Examination Support Unit)
Desk Officer Inspection Officer Unit Head
Start
Writes and Goes in person

Application Letter with Evidence of
Company Registration
:Application Letter
:Evidence of
Receives Application Letter Schedules time for Inspection
:Application Letter
Inspects Importer Premise
Provides Registration
Form to fill
Prepares Inspection Report
Fills Registration Form :Registration Form

:Report Does the Inspection
[Inspection Report] Outcome Ok?

Yes No
Submit Filled Registration Form Receives Filled

Registration Form
Approves Importer Rejects Importer
Registration Registration

Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 1.2 Permit Application

4.4 - 1.2.1 Sub process: Import Authorization
4.4 - 1.2.1.1 High level procedure: Import Authorization
High level procedure Summary diagram illustrating the relationships of the Import Authorization
process:
NACOB
Pen Online
Importer
Import
Authorization
Seller
NACOB
NACOB NACOB
(Precursor Control & Executive Secretary
Forensic Examination (from Business Actors)
Support Unit)
NACOB PCFESU Officer NACOB Executive

(Precursor Control & (from Business Actors)
Secretary Registry
Forensic Examination (from Business Actors)
Support Unit Head)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 1.2.1.2 Process flow Steps: Import Authorization

Process Flow illustrating the steps and relationships of the Import Authorization process:
Import Authorization 1. Importer writes an application letter (attaching pro-forma invoice)
addressed to the Executive Secretary requesting for Import
Authorization and submits at the registry
2. The Registry officer sends it to the office of the Executive secretary
who records and sends to the deputy Executive Secretary in charge of
Enforcement and control.
3. Deputy Executive Secretary approves and sends to the head of
precursor.
4. Officer approves transaction on PEN Online.
5. Officer prepares Import Authorization.
6. Importer pays permit fee to the Accountant and is issued a Payment
Receipt.
7. Importer picks up Import Authorization from Head PCFESU.
2016 Edition
Importer Registry Officer Executive Secretary Deputy Executive Secretary NACOB Officer PEN Online Accountant
procedure:
Start
MINISTRY OF FINANCE
Writes an Application
GOVERNMENT OF GHANA
Receives an Application
Letter attaching Pro-forma Letter attaching Pro-forma Records
Invoice addressed to Approves Application
Invoice requesting for Application Letter
Executive Secretary Import Authorization

for Import Authorization
Sends Application Sends Approved Approves

:Application Letter :Application Letter Letter Application to the head Transaction Online Transaction Approved
of precursor
:Proforma Invoice :Proforma Invoice
Prepares Import
Authorization
Forwards Application Letter
Submits at the with Proforma Invoice
Registry
Makes Payment :Import Authorization

Receives Permit Fees Payment
4.4 - 1.2.1.3 Process flow Diagram: Import Authorization
Picks up
Import Authorization :Payment Receipt
from Head PCFES
Finish
Process flow Diagram showing activities in the Import Authorization process for the import
Page 151 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 1.2.2 Sub process: Permit to Clear

4.4 - 1.2.2.1 High level procedure: Permit to Clear
High level procedure Summary diagram illustrating the relationships of the Permit to Clear
process:
Permit to Clear
Seller
Importer
Permit to Clear
NACOB
Pen Online
NACOB (from Business Actors)
NACOB
Executive Secretary
NACOB NACOB
Accountant (Precursor Control &
(from Business Actors) Forensic Examination
Support Unit)
NACOB NACOB
(Precursor Control & (Precursor Control &
Forensic Examination Forensic Examination
Support Unit Head) Support Officer)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 1.2.2.2 Process flow Steps: Permit to Clear

Process Flow illustrating the steps and relationships of the Permit to Clear process :
Permit to Clear 1. Importer writes an application letter attaching supporting documents
addressed to the Executive Secretary requesting for Permit to Clear.
2. Executive Secretary minutes the application letter to the Unit Head
PCFESU.
3. Unit Head PCFESU approves the request.
4. Officer prepares Permit to Clear.
5. Importer pays permit fee to the Accountant and is issued a Payment
Receipt.
6. Importer picks up Permit to Clear from Head PCFESU.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 1.2.2.3 Process flow Diagram: Permit to Clear

Process flow Diagram showing activities in the Permit to Clear process for the import procedure:
Permit to Clear
Importer Executive Secretary Unit Head PCFES PCFES Officer Accountant
Start
Writes an Application Receives an Application

Letter attaching Supporting Letter attaching Supporting
Documents requesting for Documents requesting for
Permit to Clear Permit to Clear
:Application Form :Application Letter
:Supporting :Supporting
Documents Documents Receives Minuted
Application Letter
:Minuted Application Letter
:Minuted Application Letter
Approves the Request Prepares Permit to Clear
Forwards Minute
Application Letter
Makes Payment :Permit to Clear Receives Payment
Picks up Permit to Clear :Payment Receipt

from PCFES Head
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 1.3 Chemical Release

4.4 - 1.3.1 High level procedure: Chemical Release
High level procedure Summary diagram illustrating the relationships of the Chemical Release
process:
Chemical Release
Importer
(from Business Actors) NACOB
Chemical Release Field Officer
GRA
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 1.3.2 Process flow Diagram: Chemical Release

Process Flow illustrating the steps and relationships of the Chemical Release process:
Chemical Release 1. Customs Officer directs Importer to NACOB desk for clearance.
2. Field Officer demands from Importer the NACOB-issued Permit to Clear.
If the chemical is Ephedrine, Norephedrine and Pseudoephedrine the
Field Officer demands for FDA permit to clear.
3. If Permit to clear is valid, Field Officer endorses Permit to clear for release.
Else, Field Officer blocks release of chemical.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 1.3.3 Process flow Diagram: Chemical Release

Process flow Diagram showing activities in the Chemical Release process for the import procedure:
Chemical Release
GRA Customs Officer Importer NACOB
Desk Officer Field Officer
Start
Directs Importer on Receives Customs Direction

Clearance
Receives Importers Demands for NACOB

Proceeds for Clearance
Clearance Form Issued Permit to Clear
Sends NACOB-Issued
Permit to Clear
Does the Chemical name is

Ephedrine, Norephedrine and
:NACOB Permit to Clear Pseudoephedrine?
Yes No
Sends FDA Permit to

Demands for FDA ReceivesNACOB
Clear
permit to Clear Permit to Clear
Receives FDA
:FDA Permit to Clear
Permit to Clear
:NACOB Permit
:FDA Permit to Clear
to Clear
Does the Permit to Cear

Valid?
Yes No
Endorses Permit to Blocks release of

Clear for release Chemical
:Endorsed Permit to Clear
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.4 - 2.1 Exporter Registration
4.4 - 2.1.1 High level procedure: Exporter Registration
High level procedure Summary diagram illustrating the relationships of the Exporter Registration
process.
Exporter
NACOB
Exporter (from Business Actors)
Registration
NACOB Exporter
Registration System
NACOB DESK
OFFICER
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 2.1.2 Process flow Steps: Exporter Registration

Process Flow illustrating the steps and relationships of the Exporter Registration process for the
export procedure:
Exporter Registration 1. Exporter writes an application letter or comes in person with evidence of
company registration.
2. Desk Officer provides Exporter an application form to fill.
3. Exporter fills the application form and submits back to Desk Officer.
4. Desk Officer takes passport photograph and fingerprint impression of
Company Owner or Representative.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 2.1.3 Process flow Diagram: Exporter Registration

Process flow Diagram showing activities in the Exporter Registration process for the export
procedure:
Exporter NACOB Desk Officer
Start
Writes and Application Goes in person with

Letter Evidence of Company Registration
:Application Letter :Evidence of

:Application Letter
Provides Registration Form to fill
Submit Filled Registration Form :Filled Registration Form
Takes Passport Photograph of

Company Owner or Representative
Captures fingerprint of Company

Owner of Representative
Registers Exporter
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 2.2 Export Declaration

4.4 - 2.2.1 High level procedure: Export Declaration
High level procedure Summary diagram illustrating the relationships of the Export Declaration
process.
Export Declaration
Exporter
Scanner Service
Export Provider
Declaration (from Business Actors)
Police
NACOB
NACOB NACOB DESK

Agent OFFICER
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 2.2.2 Process flow Steps: Export Declaration

Process Flow illustrating the steps and relationships of the Export Declaration process for the
Export Procedure:
Export Declaration 1. Agent picks up an Export Declaration Form (EDF) at the Security Check
Desk (SCD) and fill.
2. Agent submits EDF at Security Desk.
3. Desk Officer vets and input into the system Instruction to dispatch the
goods and calls SCD to verify.
4. Conducts physical examination of the consignment for narcotics and
other contraband.
Physical Examination Failure:

5. The consignment is reported to the appropriate security agency.
Physical Examination Success:

6. If OK, the consignment is referred to Scanning.
Scanning Success:
7. Release goods for export.
Scanning Anomaly:
8. Desk Officer takes sample for field testing.
NACOB Officer interrogates the Exporter and Agent.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 2.2.3 Process flow Diagram: Export Declaration

Process flow Diagram showing activities in the Export Declaration process for the Export Procedure:
Export Declaration
Exporters Agent Security Check Desk Desk Officer NACOB Officer
Start
Picks up an Export
Issues Export Declaration Form
Declaration Form
Fills Export Declaration :Export Declaration Form

Form
:Filled Export Declaration Form

Vets Export Declaration Form
Submits Filled Export Inputs Instruction to dispach

Declaration Form :Filled Export Declaration Form
the goods into the system
Conducts physical examination of

Calls Security Check Desk
the consigment for narcotics and
to verify
other contraband
Does the Physical examination

succesful?
Yes No
Refers Consigment for Report the Consignment to

Scanning appropiate Security Agency
Scans the Consigment
Does the Scanning Succesful?
Yes No
Notify Desk Officer to take Takes Sample for Field Interrogates the Exporter
Releases goods for Export and Agent
sample for field testing Testing
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 3 TRANSIT PROCEDURE

4.4 - 3.1 Re-Exportation Permit
4.4 - 3.1.1 High level procedure: Re-Exportation Permit
High level procedure Summary diagram illustrating the relationships of the Re-Exportation Permit
process.
Exporter
(from Business Actors) MOFARI
Re-Exportation (from Business Actors)
Permit
MOFA Risk
Department
NACOB
NACOB NACOB
Importer Database Agent
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 3.1.2 Process flow Steps: Re-Exportation Permit

Process Flow illustrating the steps and relationships of the Re-Exportation Permit process for the
transit procedure:
Re-Exportation Permit 1. Exporter writes an application letter attaching supporting documents
addressed to the Executive Secretary requesting for Re-Exportation
Permit.
2. For Importers not in NACOB Importer database, NACOB writes to
the Research Department of Ministry of Foreign Affairs and Regional
Integration requesting for the Importers details.
3. MOFARI writes NACOB with a Report of Findings.
4. Upon receipt of report, a Re-Exportation Permit is prepared if the
findings are positive. If the report findings are negative, NACOB declines
the request for permit.
5. Exporter pays permit fee to the Accountant and is issued a Payment
Receipt.
Exporter picks up the Re-Exportation Permit.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.4 - 3.1.3 Process flow Diagram: Re-Exportation Permit

Process flow Diagram showing activities in the Re-Exportation Permit process for the transit
procedure:
Exporter NACOB MOFARI Risk

Department
Executive Secretary NACOB Officer Accountant
Start
Writes an Application Letter Writes an Application Letter Does Importers detail

attaching Supporting attaching Supporting is in Importer Database?
Documents requesting for Documents requesting for
Re-Exportation Permit Re-Exportation Permit
Yes No
Receives Request
Letter
Writes Request
Letter for the
:Supporting Documents :Supporting Documents Checks Importers
Importers details
Record
:Request Letter Sends Report of

Findings
Receives Report :Report

of Findings [Report Findings]
:Report
[Findings Report]
Does the findings

are positive?
Yes No
Declines the
Request for Permit
Prepares Re-Exportation
Permit
Makes Payment :Re-Exportation Permit
Receives Payment
Issues Payment
Receipt
Picks up the :Payment Receipt

Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 PLANT PROTECTION AND REGULATORY SERVICES

DIRECTORATE
Mission
To provide services in order to safeguard quality and plants of crop from losses by pests and diseases.
Vision
To render efficient, environmentally safe and economically sustainable plant protection and regulatory services
that will be meeting the requirements of the clientele and thus contributing to increased food and raw material
production.
The Plant Protection and Regulatory Services Directorate (PPRSD) is one of the Technical Directorates
of the Ministry of Food and Agriculture established in 1965 by an Act of Parliament: Prevention and
Control of Pests and Diseases of Plants Act, 307 now replaced by Plants and Fertilizer Act, 2010 (Act
803). The PPRSD is the National Institution with the mandate and capacity to organize, regulate,
implement and coordinate the plant protection services needed for the country in support of
sustainable growth and development of Agriculture. The national plant protection policy is
Integrated Pest Management, (IPM).
Objective
To contribute to sustainable reduction of crop losses caused by pests and diseases, currently
estimated at 30-50%, to about 10-15%, with substantially reduced use of hazardous
chemicals.
The Directorate is structured into four Divisions namely:
Crop Pests & Disease Management Division

Ghana Seed Inspection and Certification Division (GSID)
Pesticide and Fertilizer Regulatory Division
Plant Quarantine Division
Tel: + 233 (0) 243 30 5049

Email: ppdghana@gmail.com/ info@gcap.org.gh Website: www.e-agriculture.gov.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1 IMPORT HIGH LEVEL PROCEDURE

4.5 - 1.1.1 Sub Process Description
4.5 - 1.1.1.1 High level procedure: Importer Registration
High level Procedure Summary diagram illustrating the relationships of the Importer Registration
process:
Importer
(from Business Actors) Importer Registration
PPRSD (GSID) PPRSD Accountant

PPRSD Plant Quarantine PPRSD Head of

Desk Officer Division | Ghana Plant Quarantine
Seed Inspection Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.1.1.2 Process Flow Steps: Importer Registration

Importer Registration 1. Importer fills the registration form and submits it with the supporting
documents:
Certificate of Incorporation and/or Registration of Business
name
The form which specifies the principal activity of business (e.g.
Forms A, C or 3)
2. The Desk Officer accepts filled registration form and supporting
documents.
3. Desk Officer verifies the documents by first assessing the originals before
keeping the photocopies.
4. Head of Plant Quarantine Division either approves or rejects the
application.
5. The Importer makes payment at the Accounts Office and is issued a
payment receipt by the accountant.
If approved, the Desk Officer issues the Importer a Registration
Certificate else a compliance directive is issued to the Importer.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.1.1.3 Process flow Diagram: Importer Registration

procedure:
Importer PPRSD Desk Officer Head of Plant Quarantine Division Accountant
Start
Fills Registration Form
:Registration Form
Submits Filled Registration

Form with attached
supporting documents Receives Filled Registration
Form with supporting
documents
Approves or rejects
:Filled Registration Form Application
:Certificate of :Filled Registration Form

Incorporation Does the Application
Approved?
:Form A & C
Yes No
Verifies the documents by
first looking at the originals
before keeping photocopies Approves Rejects
the Application the Application
Issues
Makes Payment
Receives Payment
Issues Registration Certificate :Payment Receipt
Recieves
Registration Certificate :Registration Certificate
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.1.2 Sub Process Description: Fertilizer Registration

4.5 - 1.1.2.1 High level procedure: Fertilizer Registration
High level Procedure Summary diagram illustrating the relationships of the Fertilizer Registration
process.:
Fertilizer Registration
MOFA Honourable
Minister
Importer
Fertilizer
Registration
Researcher
Public / Private
PPRSD Laboratory
PPRSD Fertilizer (from Business Actors) (from Business Actors)
Technical Committee
PPRSD PPRSD Inspector Head PFRD

Desk Officer (From Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.1.2.2 Process Flow Steps: Fertilizer Registration

Process Flow illustrating the steps and relationships of the Fertilizer Registration process:
Fertilizer Registration 1. Applicant writes an application addressed to the Minister of Food and
Agriculture
I. Declaring the intention to register the company (as a
Manufacturer or Importer) and the fertilizer product(s). The
letter must indicate the country of origin of the product(s) and
purpose of importation.
II. For import permit to bring fertilizer samples for laboratory
analysis.
2. Applicant pays import permit fee.
3. PPRSD issues import permit to applicant.
4. Applicant submits the following items to PPRSD:
I. Fertilizer samples;
II. Dossier of the product: Certificate of Analysis and Material
Safety Data Sheet (MSDS;
III. Label of the product(s).
5. Desk Officer acknowledges the receipt of applications and Dossier by
PPRSD.
6. PPRSD Conducts verification of dossier content:
I. Laboratory Analysis to verify guaranteed nutrient element(s)
at the expense of the applicant.
II. Bio-efficacy or Field trials to prove effectiveness of the
product(s).
7. PPRSD submit Laboratory Analysis Result and Bio-efficacy or Field trial
Report to Fertilizer Technical Committee.
8. Fertilizer Technical Committee either approves or refuses registration.
Approved
9. Applicant pays registration fee and obtains Payment Receipt from the
Accountant.
10. Desk Officer obtains a copy of the Payment Receipt and issues Fertilizer
Registration Certificate to the Applicant.
Rejected
Application is rejected.
Fertilizer Registration
2016 Edition
Importer MOFA Laboratory PPRSD Desk Officer Fertilizer Technical Committee Accountant
procedure:
Start
Writes an Application addressed Issues Import Permit

to the Minister of Food and
Agriculture
MINISTRY OF FINANCE
:Import Permit
:Application Letter Receives Application
GOVERNMENT OF GHANA
Declares the intention to Register the Acknowledge the receipt

Receives the Documents

company (as a Manufacturer or of Applications and Dossier
Importer) and the fertilizer product(s)
Conducts verification of
For Import Permit, send Fertilizer dossier content
Receives Fertilizer Sample
Samples for Laboratory Analysis Receives the Reports
Verifies guaranteed nutrient element(s)

Pays Import Permit Fee at the expense of the Applicant Approves or refuses
registration
Uses Bio-Efficacy or Field trials to prove
Receives Import Permit effectiveness of the product(s) Does the Application
approve?
Submits Laboratory Analysis Result
:Import Permit and Bio-efficacy or Field trial Report
Yes No Receives Payment
Submits Fertilizer Samples, Dossier

of the product: Certificate of Analysis Issues
:Laboratory Analysis Approves Rejects Payment Receipt
and Material Safety Data Sheet Result Registration Registration
(MSDS, Label of the product(s).
:Report [Field Trial]
:Payment Receipt
:Certificate :Dossier of
of Analysis the Product

:Material
:Fertilizer
Safety
Sample
Data Sheet
4.5 - 1.1.2.3 Process flow Diagram: Fertilizer Registration
Receives a copy
of Payment Receipt
Pays Registration Fee

:Payment Receipt
Receives Fertilizer Issues Fertilizer

Registration Certificate Registration Certificate
Finish
Process flow Diagram showing activities in the Fertilizer Registration process for the Import
Page 173 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.1.3 Sub Process Description: Seed Dealer Registration

4.5 - 1.1.3.1 High level procedure: Seed Dealer Registration
High level Procedure Summary diagram illustrating the relationships of the Seed Dealer
Registration process.
Seed Dealer Registration
Seed Dealer
Seed Dealer (From Business Actors)
Registration
PPRSD (GSID)
PPRSD PPRSD Inspector

Desk Officer PPRSD Head (From Business Actors)
(from Business Actors) GSID

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.1.3.2 Process Flow Steps: Seed Dealer Registration

Process Flow illustrating the steps and relationships of the Seed Dealer Registration process:
Seed Dealer Registration 1. Applicant obtains an application form from GSID.
2. Applicant completes application form and submits to Desk Officer.
3. Inspector schedules facility for inspection.
4. Inspector inspects facility and submits report to Head GSID.
5. Head GSID either approves or rejects application
Approved
6. Desk Officer issues Account copy of the Seed Dealer Certificate to the
Applicant.
7. Applicant pays processing fee and certificate fee; and obtains Payment
Receipt from the Accountant.
8. Desk Officer obtains a copy of the Payment Receipt and issues Seed
Dealer Certificate to the Applicant.
Rejected
9. Application is rejected.
10. Applicant makes corrections and informs GSID.
Inspector re-inspects facility and continues application processing.
Seed Dealer Registration
2016 Edition
Applicant GSID: Desk Officer Inspection Officer Head GSID Accountant
procedure
Start
Schedule facility Receives Report

Obtains an Application Form Issues Application Form
for Inspection
MINISTRY OF FINANCE
Approves or refuses
Fills Application Form :Application Form Inspects facility registration
GOVERNMENT OF GHANA
:Filled Application Form Submits Report Does the Application

approve?
Submits Application Form Receives Application Form

:Report Yes No
[Inspection Report]
Approves Rejects
Receives account copy of Issues Account copy of the

Seed Dealer Certificate Seed Dealer Certificate
Pays Processing
Receives Payment
and Certificate fee
:Payment Receipt
Obtains a copy

of Payment Receipt
:Payment Receipt
4.5 - 1.1.3.3 Process flow Diagram: Seed Dealer Registration
Issues Seed Dealer Certificate
Receives
:Seed Dealer Certificate
Seed Dealer Certificate
:Seed Dealer Certificate
Finish
Process flow Diagram showing activities in the Seed Dealer Registration process for the Import
Page 176 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.1.4 Sub Process Description: Producer Registration

4.5 - 1.1.4.1 High level procedure: Producer Registration
High level Procedure Summary diagram illustrating the relationships of the Producer Registration
process:
Producer Registration
Producer Field Technician

(From Business Actors) (From Business Actors)
PPRSD (GSID) PPRSD Head

(from Business Actors) GSID
PPRSD PPRSD Inspector

Desk Officer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.1.5 Process Flow Steps: Producer Registration

Process Flow illustrating the steps and relationships of the Producer Registration process :
Producer Registration 1. Applicant writes to the Head GSID of the intention to produce a class of
seed.
2. Applicant pays for the chosen class of seed.
3. Desk Officer provides the following documents to Applicant
I. Payment Receipt
II. Registration form for Seed Producer
III. Application form for Field inspection
4. Applicant submits completed application form to Desk Officer.
5. Desk Officer schedules facility for inspection.
6. Inspector inspects facility and writes inspection report with
recommendation in the Inspection Booklet. A Field Report (copy of the
inspection result) is given to the Applicant.
7. Inspector submits inspection report to Head GSID.
8. Head GSID either approves or rejects application.
Approved
9. Desk Officer issues Producer Certificate to the Applicant.
Rejected
11. Applicant makes corrections and informs GSID. Application processing is
continued
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.1.5.1 Process flow Diagram: Producer Registration

Process flow Diagram showing activities in the Producer Registration process for the Import
procedure
Applicant Head GSID Desk Officer Inspector Officer
Start
Writes an Application
stating intention to produce
a class of seed
:Application Letter Receives Application Letter
Pays for the chosen class :Application Letter

of seed
Provides the
following documents
:Payment Receipt
:Registration Form
Submits completed
:Application Form
Application Form
:Filled Application Form Schedules facility

Inspects facility
for Inspection
Writes Inspection Report

with recommendation
:Report
[Inspection Report]
Receives Inspection Report Submits Inspection Report
Approves or rejects
Application
No Yes
Approves Rejects
the Application the Application Issues Producer Certificate
Receives Producer Certificate :Producer Certificate
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.2 Plant Importation Permit Application

4.5 - 1.2.1 Sub Process Description: Permit for the Importation of Regulated Articles, Plant
and plant Products
4.5 - 1.2.1.1 High level Procedure: Permit for the Importation of Regulated Articles,
Plant and plant Products
High level Procedure Summary diagram illustrating the relationships of the Permit for the
Importation of Regulated Articles, Plant and plant Products process.
Permit for the Importation of Regulated Articles Plant and Plant Products
Importer MOFA MOFA Honourable

Permit for the Importation
Minister
of Regulated Articles Plant (from Business Actors)
and Plant Products
PPRSD Plant Quarantine

Division | Ghana
Seed Inspection
PPRSD Accountant
PPRSD PPRSD Director PPRSD Deputy

Desk Officer (from Business Actors) Director
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.2.1.2 Process Flow Steps: Permit for the Importation of Regulated Articles,
Process Flow illustrating the steps and relationships of the Permit for the Importation of Regulated
Articles, Plant and plant Products process:
Permit for the Importation of 1. The Importer writes an application letter to the Honourable Minister
regulated articles, Plant and Food and Agriculture stating intent to import by indicating the Product
Plant Products name, Port of entry, Suppliers details and the quantity to be imported.
The Minister forwards the application to the Director PPRSD.
2. The Director forwards the application to the
Plant Quarantine Division (PQD) if plant related for advice.
Ghana Seed Inspection Division (GSID) if seed related for
advice.
3. The Deputy Director [PQD|GSID] reviews the application and its
supporting documents:
Application Letter
Commercial Invoice
4. DD PQD|GSID conducts the Pest risk analysis.
5. The DD PQD|GSID submits recommendations to the Director PPRSD.
6. The Director PPRSD either approves or rejects the application.
7. If approved, the Desk Officer PQD|GSID issues the Plant Importation
Permit (Accounts Copy) to the applicant.
8. The Importer makes payment at the Accounts Office and receives the
payment receipt from the Accountant.
9. The Desk Officer issues Plant Importation Permit (Importers Copy) to the
Importer.
Permit for the Importation of Regulated Articles Plant and Plant Products
2016 Edition
Importer MOFA
Honourable Minister PPRSD
PPRSD Director Plant Quarantine Division Ghana Seed Inspection Division PPRSD Deputy Director [PQD|GSID] Desk Officer PQD | GSID Accountant
Start
Receives the Application
:Application
Writes an Application Letter Receives an Application Letter
MINISTRY OF FINANCE
stating intent to Import by stating intent to Import by

Indicating the Product name, Indicating the Product name,
GOVERNMENT OF GHANA
Port of Entry, Suppliers Port of Entry, Suppliers Does the Plan related for
details and the quantity details and the quantity Advice?
to be imported to be imported
Yes No
Review the Application and

the Supporting Documents
Forwards the Forwards the
to PQD to GSID
Forwards the Application
Receives the :Application Letter
Application Issues the Plant Importation
Receives the Permit (Accounts Copy)
Receives Plant Importation :Application :Commercial Invoice
Application
Permit (Accounts Copy)
:Application
:Account Copy
Receives Recommendation Conducts the Pest Risk [Plant Importation Permit]
:Application
Report Analysis
:Account Copy
[Plant Importation Permit]
:Report
Submits Recommendation Recives Payment
[Recommendation Report]
Report
Plant and plant Products process for the Import procedure:
Makes Payment
Approves or rejects the Issues

Application Payment Receipt
:Report
[Recommendation Report]
Receives
Payment Receipt
Reject Approve :Payment Receipt
:Payment Receipt Rejects Approves

Issues Plant
Receives Plant Importation Permit
Importation Permit
:Plant :Plant Importation

Importation Permit Permit
Finish
4.5 - 1.2.1.3 Process flow Diagram: Permit for the Importation of Regulated Articles,
Process flow Diagram showing activities in the Permit for the Importation of Regulated Articles,
Page 182 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.2.2 Sub Process Description: Fertilizer Import Permit

4.5 - 1.2.2.1 High level Procedure: Fertilizer Import Permit
High level Procedure Summary diagram illustrating the relationships of the Fertilizer Import
Permit process.
PPRSD Director
Importer PPRSD
Fertilizer Import
Permit
DD Pesticide
MOFA Honourable MOFA and Fertilizer
Minister (from Business Actors)
Regulatory Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.2.2.2 Process Flow Steps: Fertilizer Import Permit

Process Flow illustrating the steps and relationships of the Fertilizer Import Permit process:
Fertilizer Import Permit 1. The Importer submits an application for Fertilizer Import Permit through
the Hon. Minister of Food and Agriculture. The following details should
be indicated in the application;
Name of fertilizer product
Quantity (tonnes)
Country of origin
Intended use or purpose
2. The Minister receives the application and forwards it to Director, Plant
Protection and Regulatory Services Directorate (PPRSD) for advice.
3. The application is assessed by PPRSD and a recommendation is given to
either give the permit or not.
4. If recommendation is OK, the Importer is invited to pay the Fertilizer
Import Permit fee at the PPRSD.
5. The letter of recommendation is forwarded back to the Minister of Food
and Agriculture for approval.
6. If approved, the permit is granted by the Minister of Food and
Agriculture and issued to the Importer.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.2.2.3 Process flow Diagram: Fertilizer Import Permit

Process flow Diagram showing activities in the Fertilizer Import Permit process for the Import
procedure:
Importer MOFA
Honourable Minister PPRSD
PPRSD Director PPRSD Head Office
Start
Submits an Application to Apply Receives an Application to Apply Receives Application

for a permit to import fertilizer for a permit to import fertilizer
indicating Name of Fertilizer, indicating Name of Fertilizer,
Quantity (tonnes), Country of Quantity (tonnes), Country of
origin and Intended use or purpose origin and Intended use or purpose :Application Letter
:Application Letter :Application Letter Assesses the Application
Forwards the Application

for Advice Gives Recommendation
to give the permit or not

Is the Recommendation ok?
:Payment Receipt Yes No
Invites to pay Rejects

Makes Payment the Fertilizer Application
Import Permit fee
Receives Payment
Receives
Recommendation Letter
:Recommendation Letter
:Payment Receipt
Does the Recommendation

Letter Approved? Forwards Letter of
Recommendation
for Approval
Yes No
:Recommendation Letter
Grants Rejects
the Permit the Permit
Issues
Import Permit
Receives Import Permit :Import Permit
:Import Permit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.2.3 Sub Process Description: GCNet Approval

4.5 - 1.2.3.1 High level procedure: GCNet Approval
High level Procedure Summary diagram illustrating the relationships of the GCNet Approval
process:
GCNet Approval
Importer
(from Business Actors) e-MDA Platform
GCNet Approval
PPRSD
PPRSD PPRSD Accountant

Desk Officer (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.2.3.2 Process Flow Steps: GCNet Approval

Process Flow illustrating the steps and relationships of the GCNet Approval Process:
GCNet Approval 1. The Importer accesses the Trader Section of the eMDA platform and
makes the appropriate declaration attaching scanned copies of the
following documents to the MDA application on the eMDA.
Bill of Lading/Air waybill
Commercial Invoice or Packing list
2. The system automatically generates processing fees to be paid by the
applicant.
3. Importer pays processing fee at the PPRSD Head office.
4. Accountant receives payment and issues receipt.
5. Desk Officer
Does payment on the GCNET system using the issued receipt
Approves the application via the eMDA platform.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.2.3.3 Process flow Diagram: GCNet Approval

Process flow Diagram showing activities in the GCNet Approval process for the Import procedure:
GCNet Approval
Importer eMDA Platform PPRSD
PPRSD Accountant PPRSD Desk Officer
Start
Accesses the Trader Section Makes the appropiate

of the eMDA platform Declaration
Attaches scanned copies

of the following Documents
:Bill of lading/Airway Bill
:Commercial Invoice
:Fertilizer Import Permit Saves Supporting Documents
Automatically generates
Processing Fees
Pays Processing Fees :Processing Fees
Receives Payment
Makes Payment using the

:Payment Receipt
Issued receipt
Receives Payment
Approves the Application
Application is Approved
:Approved Application
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.3 Goods Inspection

4.5 - 1.3.1 High level procedure: Goods Inspection
High level Procedure Summary diagram illustrating the relationships of the Goods Inspection
process.
Goods Inspection
Importer GRA
(from Business Actors) Customs Division
Goods Inspection (from Business Actors)
PPRSD PPRSD
Phytosanitary Inspector
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.3.2 Process Flow Steps: Goods Inspection

Goods Inspection 1. The Importer/Agent calls for inspection by notifying Phytosanitary
Inspectors at the Port.
2. Importer submits the Phytosanitary Certificate and other documents
accompanying the consignment to a Phytosanitary Inspector for
documentary and identity check.
3. Phytosanitary Inspector if satisfied with the documents conducts risk-
based inspection.
4. Phytosanitary Inspector may take samples for Laboratory Analysis.
5. Report on Phytosanitary Certificate is issued to the Importer.
6. The Laboratory Analysis result determines the next line of action.
I. If the consignment contains no pest of quarantine concerned
or the laboratory result is satisfactory, goods is released to the
Importer.
II. If not satisfactory, the goods will have to be seized or
quarantined.
7. The Importer/Agent takes the Report on Phytosanitary certificate to GRA
Customs Division for further Clearance.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Process flow Diagram showing activities in the Goods Inspection process for the Import procedure:
Goods Inspection
Importer Phytosanitary Inspector Laboratory GRA Customs Division
Start
Receives Call for

Calls for Inspection
Inspection notification
Submits Phytosanitary
Certificate and other
documents accompanying
the consignment
Receives Phytosanitary
Certificate and other
Documents
:Phytosanitary Certificate
:Other Documents :Phytosanitary Certificate
:Other Documents
Conducts Receives Product Samples

Risk-Based Inspection
Conducts Laboratory
Does the Inspection Analysis
Satisfactory?
Yes No
Takes Samples for Rejects

Laboratory Analysis the Application
Issues
Receives
Does Laboratory Analysis

:Phytosanitary Certificate Result Satisfactory?
Receive the Phytosanitary

Report for Clearance
Yes No
Takes the Phytosanitary :Report

Releases Seizes or quarantine
Report for further Clearance [Phytosanitary Report]
the Goods the Goods
Releases the Goods
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.4 Inspection and Certification of Seeds

4.5 - 1.4.1 High level procedure: Inspection and Certification of Seeds
High level Procedure Summary diagram illustrating the relationships of the Inspection and
Certification of Seeds process:
Inspection and Certificate of Seeds
Seed Dealer
Inspection
and Certificate of
Seeds
PPRSD Sampler PPRSD (GSID) PPRSD Head

Region GSID
PPRSD Laboratory
Technologist (Region)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 1.4.2 Process Flow Steps: Inspection and Certification of Seeds

Process Flow illustrating the steps and relationships of the Inspection and Certification of Seeds
process:
Inspection and Certification of 1. Sampler visits the facility and obtains samples of seed.
Seeds 2. Sampler completes Sample Request Form.
3. Sampler submits Submitted Samples and Sample Request Form to the
laboratory.
4. Laboratory Technologist submits Test Result to Head GSID.
5. Head GSID either approves or rejects certification.
Approved
6. Applicants pay fees.
7. GSID issues Seed Certificate and Payment Receipt to the Applicant.
Rejected
8. Applicant is informed the product cant be used as seed.
Inspection and Certificate of Seeds
2016 Edition
Sampler PPRSD Applicant
Facility Laboratory Technologist Head GSID
Start
Visits the Facility Obtains samples of Seed

Receives Test Result
MINISTRY OF FINANCE
the Import procedure:

GOVERNMENT OF GHANA
Completes Sample Seed Samples

Request Form :Test Result
:Sample Request Form

Approves or rejects
Recives Submitted Samples
Certification
and Sample Request Form
Submits Submitted Samples

and Sample Request Form
Does the Application
Submitted Samples Approved?

Submitted Samples
Yes No
Conducts the test Approves Rejects

Application the Application
Submit test Results

:Test Result
Receives Payment Pay Fees
Issues Seed Certificate Receives Seed Certificate

and Payment Receipt and Payment Receipt
4.5 - 1.4.3 Process flow Diagram: Inspection and Certification of Seeds
:Seed Certificate
:Seed Certificate
:Payment Receipt
:Payment Receipt
Finish
Process flow Diagram showing activities in the Inspection and Certification of Seeds process for
Page 194 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.5 - 2.1.1 High level procedure: Exporter Registration
High level Procedure Summary diagram illustrating the relationships of the Exporter Registration
process:
Exporter PPRSD
Plant Quarantine
Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 2.1.2 Process Flow Steps: Exporter Registration

Process Flow illustrating the steps and relationships of the Exporter Registration process for the
Export procedure:
Exporter Registration 1. Exporter/Agent fills the registration form and attaches the following
Certificate of Incorporation or Registration of Business name
The form which specifies the principal activity of business (e.g.
Forms A, C or 3)
GEPA Certificate
List of out-grower (cultivated crops)
Ghana Investment Promotion Certificate for Foreign
Companies
2. The Desk Officer accepts filled Registration form and supporting
documents.
3. The Desk Officer verifies the documents by first looking at the originals
before keeping photocopies.
4. The Head of PQD either approves/rejects the application.
5. The Importer makes payment and receives receipt.
6. If approved, PPRSD issues a Registration Certificate else a compliance
directive.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

procedure:
Exporter Desk Officer Head of Plant Quarantine Division Authorized Dealer Bank
Start
Fills Registration Form Receives Filled Registration Approves or rejects

Form with supporting Application
documents
:Registration Form
Does the Application
:Filled Registration Form Approved?
Attaches the Supporting

Documents :Supporting Documents
Yes No
:Filled Registration Form Approves Rejects

Verifies the documents by
the Application the Application
first looking at the originals
:Certificate of before keeping photocopies
Incorporation
Issues
:Form A & C Compliance Directive
:GEPA Certificate
:List of Hatch Grower
:Ghana Investment
Promotion Certificate for
Foreign Companies

Form with attached
supporting documents
Makes Payment
Receives Payment
Issues Payment Slip
:Payment Slip
Receives Payment Slip
:Payment Slip Issues Registration Certificate
Recieves
Registration Certificate
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 2.2 Application for Phytosanitary Certificate

4.5 - 2.2.1 High level procedure: Application for Phytosanitary Certificate
High level Procedure Summary diagram illustrating the relationships of the Application for
Phytosanitary Certificate process:
Application for Phytosanitary Certificate
Exporter PPRSD
Application for
Phytosanitary
Certificate
PPRSD
Phytosanitary Inspector
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 2.2.2 Process Flow Steps: Application for Phytosanitary Certificate

Process Flow illustrating the steps and relationships of the Application for Phytosanitary Certificate
process:
Application for Phytosanitary 1. The Exporter submits a request either by writing an application letter to
Certificate PPRSD, sending a mail or making a call.
2. Officer schedules inspection time.
3. On inspection date, the Exporter submits the following supporting
documents to the phytosanitary inspector:
Way bill
Packing list
Import Permit from Importing Country
Plant Quarantine Declaration form
4. The Phytosanitary Inspector (PI) validates all documents.
5. The PI fills plant quarantine declaration form.
6. The Inspector randomly takes sample(s) for risk-based inspection.
7. If the consignment contains no pest of quarantine concerned a
Phytosanitary Certificate is issued else goods are rejected.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 2.2.3 Process flow Diagram: Application for Phytosanitary Certificate

Process flow Diagram showing activities in the Application for Phytosanitary Certificate process
for the export procedure:
Application for Phytosanitary Certificate
Exporter PPRSD
PPRSD Officer Phytosanitary Inspector
Start
Submits a request writing Request by sending a

and Application Letter mail or making a call
Receives application Letter Schedules Inspection time
:Application Letter
Submit supporting
Documents on Inspection
date
Receives Supporting
Documents
:Bill of lading/Airway Bill :Packing List
:Import Permit from :Plant Quarantine :Supporting Documents

Importing Country Declaration Form
Validates all Supporting

Documents
Fills Plant Quarantine

Declaration Form
:Plant Quarantine
Declaration Form
Randomly takes sample(s)

for risk-based inspection
Does the consignment

contains no pest of
quarantine concerned?
Yes No
Issues
Receives Phytosanitary Certificate Good are rejected
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 2.3 Wood Packaging Materials (ISPM No 15)

4.5 - 2.3.1 High level procedure: Wood Packaging Materials (ISPM No 15)
High level Procedure Summary diagram illustrating the relationships of the Wood Packaging
Materials (ISPM No 15) process:
Wood Packaging Materials (ISPM No 15)
PPRSD
Desk Officer
Plant Quarantine PPRSD Inspector

ISPM No 15 Division (From Business Actors)
Operator Wood Packaging (from Business Actors)
(from Business Actors) Materials
PPRSD Head of PPRSD Accountant

Plant Quarantine (from Business Actors)
Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 2.3.2 Process Flow Steps: Wood Packaging Materials (ISPM No 15)
Process Flow illustrating the steps and relationships of the Wood Packaging Materials (ISPM No
15) process:
Wood Packaging Materials (ISPM 1. Applicant submits completed application form with supporting
No 15) documents to Desk Officer.
2. Applicant pays processing fee.
3. Accountant issues Payment Receipt.
4. Desk Officer schedules facility for inspection.
5. Inspector inspects facility and submits report to Head PQD.
6. Head PQD either approves or rejects treatment.
Approved
7. Applicant pays stamp fee and certificate fee and obtains Payment
Receipt from the Accountant.
8. Desk Officer obtains a copy of the Payment Receipt and issues Wood
Packaging Materials Certificate to the Applicant.
Rejected
10. Applicant makes corrections and informs PQD.
11. Inspector re-inspects facility and continues application processing.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.5 - 2.3.3 Process flow Diagram: Wood Packaging Materials (ISPM No 15)
Process flow Diagram showing activities in the Wood Packaging Materials (ISPM No 15) process
for the export procedure:
Wood Packaging Materials (ISPM No 15)

Applicant PPRSD
Desk Officer Accountant Inspector Head PQD
Start
Submits completed
Application form with
Receives completed Application
Form and Supporting documents
:Filled Application Form
:Filled Application Form

Inspects Facility Receives Inspection Report
:Supporting Documents Receives Payment
Issues Payment Receipt Approves or rejects treatment

Submits Report
Pay Processing Fee
:Report Does the Application Approved?

:Payment Receipt
[Inspection Report]
Yes No
Schedules facility for Inspection
Approves Rejects
Pay Stamp and Certificate Fee
Receives Payment
Receives Payment Receipt :Payment Receipt
:Payment Receipt Obtains a copy of the

Payment Receipt
:Payment Receipt
Issues Wood Packaging

Material Certificate
Receives Wood Packaging :Wood Packaging

Material Certificates Materials Certificate
:Wood Packaging
Materials Certificate
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 VETERINARY SERVICES DIRECTORATE
Mission
To ensure a stable animal health situation through the provision of quality animal health care services by
both public and private sector veterinary practitioners to enhance livestock, poultry and companion animals
production and productivity.
Vision
The vision of the Veterinary Services Directorate is to create an animal health system which provides quality
animal health services to enhance livestock production and productivity.
Veterinary Services Directorate is one of the Technical Directorates of the Ministry of Food and
Agriculture. The Directorate is responsible for animal health service delivery in Ghana.
Objective
1. Protect public health by controlling animal diseases communicable to human beings

2. Provide animal health services for the national livestock in order to further the expansion
of the livestock and poultry industries in the country
3. To alleviate suffering among animals.
4. Protect the health and safety of pet and zoological animals.
Functions of Veterinary Directorate
Some of the functions of the directorate include:
a. To assist in the formulation of sound animal health policies that will provide congenial
animal health environment for increase livestock production.
b. To ensure the timely availability of reliable and relevant data on animal health
information for efficient management decision
c. To strengthen institutional capacity for improved animal health management and
services delivery.
d. To improve farmer and public knowledge of animal disease and encourage their
participation in animal disease prevention and control activities.
e. To ensure protection of public health through controlling diseases communicable from
animals to human beings.
f. To ensure that meat and other products of animal origin are safe for human
consumption
g. VSD helps to regulate imports of meat and animal products by ensuring that such
products come from countries certified by the OIE to be disease-free.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
h. Control of movement of animals by ensuring that only healthy animals are permitted to
be moved from one area to another to prevent disease transfer.
i. To ensure that all animal coming into the country are quarantined and only those found
healthy are allowed passage into the country.
Tel: + 03 021 77 6015 / 77 6021

Email: vsdghana@gmail.com Website: www.e-agriculture.gov.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.6 - 1.1.1 High Level Procedure: Importer Registration
High Level Procedure Summary illustrating the relationships of the Importer Registration process.
Importer Importer
Registration
MOFA VSD
VSD VSD Director

Registration Officer (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 1.1.2 Process Flow Steps: Importer Registration

Importer Registration 1. Applicant writes Director VSD on intention to register as an importer
stating the categories of products to be imported and attaching
supporting documents.
2. Applicant pays registration fee.
3. Registration officer issues payment receipt.
4. Registration Officer logs applicants information.

Procedure:
Applicant VSD Director Registration Officer
Start
Writes an Application Letter Receives an Application

on intention to register as Letter on intention to register
an importer stating the as an importer stating the
categories of products to be categories of products to be
importd with attaching imported with attaching
supporting documents supporting documents
:Supporting Documents :Supporting Documents
Receives Registration Fee
:Payment Receipt
Logs Applicants Information
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 1.2 Permit Application

4.6 - 1.2.1 Sub process: Application for Import Permit
4.6 - 1.2.1.1 High Level Procedure: Application for Import Permit
High Level Procedure Summary illustrating the relationships of the Application for Import Permit
process.
Application for Import Permit
Commissioner
Importer Application for CEPS (GRA Customs)
(from Business Actors) Import Permit (from Business Actors)
MOFA Honourable MOFA VSD Director

Minister (from Business Actors)
APD Director
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 1.2.1.2 Process Flow Steps: Application for Import Permit

Process Flow illustrating the steps and relationships of Application for Import Permit process:
Application for Import Permit Meat & Poultry Product:
1. The Importer writes an application letter to the Honourable Minister
Food and Agriculture stating intent to import, products to be imported,
the quantity to be imported and the country of origin.
2. The Minister forwards the application to the Director VSD for advice.
3. The Director VSD evaluates the application and makes recommendation
to the Minister for further action.
4. The Minister receives the recommendation and make action.
5. If the application is approved, an Approval Letter to import is issued to
the Applicant and a copy is sent to
The Director, VSD - Ministry of Food and Agriculture;
The Director, APD - Ministry of Food and Agriculture;
The Commissioner GRA-Customs Division.
6. Otherwise, the decision is communicated to the Applicant.
Other Products:
7. The Applicant writes an application letter to the Director VSD stating
intent to import, products to be imported, the quantity to be imported
and the country of origin.
8. The Director VSD evaluates the application.
If the application is approved, an Approval Letter to import is issued to
the Applicant.
Application for Import Permit
2016 Edition
Importer MOFA Comissioner CEPS (GRA Customs)
MOFA Honourable Minister VSD Director APD Director
Receives Application Letter Receives Application Letter

Start
:Application Letter
Import Procedure:
:Application Letter
MINISTRY OF FINANCE
Forwards Application Letter Evaluates the Application

GOVERNMENT OF GHANA
For Meat & Poultry Product For Other Products

Prepares
Receives Recommendation Report
Recommendation Report
Writes an Application Letter Writes an Application Letter
stating intent to import, stating intent to import,
products to be imported, the products to be imported, the :Recommendation Report
quantity to be imported and quantity to be imported and
:Recommendation Report
the country of origin the country of origin
Sends
Recommendation Report
Does the Report Satisfactory?
:Application Letter
:Application Letter
Yes No
Is the Application Approved?
Rejects the Application

Yes No
Communicates the decision

to Applicant
Issues Rejects
Approval Letter Application
4.6 - 1.2.1.3 Process flow Diagram: Application for Import Permit
:Approval Letter
Receives a copy of Receives a copy of Receives a copy of

:Approval Letter Sends copy of Approval Letter Approval Letter Approval Letter
Issues Approval Letter
Approval Letter
:Approval Letter :Approval Letter :Approval Letter

Finish
:Approval Letter :Approval Letter
Process flow Diagram showing activities in the Application for Import Permit process for the
Page 210 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 1.2.2 Sub Process: Permit to Clear

4.6 - 1.2.2.1 High Level Procedure: Permit to Clear
High Level Procedure Summary illustrating the relationships of the Permit to clear process.
Permit to Clear
e-MDA Platform MOFA VSD

Permit
to Clear
Declarant
Importer Agent
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 1.2.2.2 Process Flow Steps: Permit to Clear

Process Flow illustrating the steps and relationships of the Permit to Clear process:
Permit to Clear 1. The Importer/Agent submits declaration via the eMDA platform.
2. VSD receives and reviews the submitted Consignment Document
(declaration).
3. VSD issues a provisional approval and the Consignment Document
status changes to query (Status: QY - Query).
4. The Importer/Agent prints the Provisional Approval Consignment
Document, attaches the following supporting documents and brings
them to the VSD Office and makes payment at the Veterinary Office:
BOL/Airway Bill
Packing list
Commercial Invoice
International Animal Health Certificate
5. VSD receives all hard copy documents and validates them.
6. Once all requirements are met, the application is approved on eMDA
Portal and the status of the application is updated to Approved on the
eMDA platform.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 1.2.2.3 Process flow Diagram: Permit to Clear

Process flow Diagram showing activities in the Permit to Clear process for Import Procedure
Permit to Clear
Importer eMDA Platform VSD
Start Receives Declaration Receives Submitted

Declaration Form notification
Submits electronically
Saves Declaration Reviews the submitted
Consignment Document
Submits a Declaration (declaration)
<< flow >>
Notify on Declaration
Submission << flow >> Issues Provisional Approval
Prints Provisional Approval
Permit :Application Changes the Application
[QY = Query] to query
Submits Provisional Approval

Permit with Supporting Receives Provisional Approval
Documents Permit with Supporting
Documents
:Provisional :International Animal

Approval Permit Health Certificate
:Packing List :Provisional Approval

:Commercial Invoice
Permit
:Bill of lading/Airway :Supporting Documents

Bill
Makes Payment Receives Payment
Payment Receipt
Validates all the Documents
Payment Receipt Does all documents meet

requirements?
Yes No
:Application [Approved] Approves Application Rejects Application
Updates the Application

status
Application Status changed

to Final Approved
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 1.2.3 Goods Inspection

4.6 - 1.2.3.1 High Level Procedure: Goods Inspection
High Level Procedure Summary illustrating the relationships of the Goods Inspection process:
Goods Inspection
Importer VSD Director

Goods (from Business Actors)
Inspection
GRA BNI VSD

Customs Division
Veterinary Staff
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 1.2.3.2 Process Flow diagram: Goods Inspection

Goods Inspection Inspection at Seaports
1. The Importer/Agent prints the Approved Consignment Document and
takes to the port for clearance.
2. The Veterinary Staff validates the Approved Consignment Document
and inspects the goods.
3. If all conditions are met, the Importer is cleared and the Permit is
endorsed.
4. Importer/Agent takes the endorsed Permit to GRA-Customs for final
release.
Inspection at the Airport:

5. The Importer/Agent prints the Approved Consignment Document and
takes to the port for clearance.
6. The Veterinary Staff validates the Approved Consignment Document
and inspects the goods.
7. Veterinary Staff conducts examination and endorses the Approved
Consignment Document.
Live animal:
8. Veterinary Staff attests the animal landed in good health.
9. Importer pays Inspection of live animal fees at the airport.
10. VSD issues Importer a Payment Receipt and an Attestation Report.
11. A Movement Permit is issued to the driver stating the transport route.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 1.2.3.3 Process flow Diagram: Goods Inspection

Process flow Diagram showing activities in the Goods Inspection process for Import Procedure
Goods Inspection
Importer Sea Port Veterinary Staff GRA Customs Division Airport
Start Validates the Consignment Document

Receives Approved
Inspects the goods

Prints Approved :Consignment Document
Consignment Document [Approved]
Does it meets all conditions?
:Consignment Document
[Approved]
Receives
Yes No
Takes the document Endorsed Permit
to port for clearance
Clears Importer Rejects Permit :Endorsed Permit

Inspection at
the Seaports
Inspection at Endorses Permit
the Airport Releases Goods
Receives Endorsed Permit :Endorsed Permit

Finish
:Endorsed Permit
Takes Endorsed Permit Receives Goods

for clearance Examination Notification
Receives Approved
Validates the
:Consignment Document
Inspects the goods [Approved]
is the goods Live Animal? Notifies for examination
Yes No
Pays Inspection of live Attest the animal Conducts

animal fees at the airport landed in good health Examination
Endorses Approved
Recieves Payment Receipt Receives Payment
and Attestation Report
:Consignment
Issues Payment Receipt Document [Endorsed]
and Attestation Report
:Payment Receipt
:Report :Payment Receipt

[Attestation Report]
:Report
[Attestation Report]
Receives the
Movement Permit
Issues Movement Permit to the driver stating the route they can pass
:Movement Permit
:Movement Permit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.6 - 2.1.1 High Level Procedure: Exporter Registration
High Level Procedure Summary illustrating the relationships of the Exporter Registration process.
Exporter
Exporter
Registration
VSD Director
VSD
Registration Officer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Process Flow illustrating the steps and relationships of the Exporter Registration process:
Exporter Registration 1. Applicant writes Director VSD on intention to register as an exporter
stating the categories of products to be exported and attaching
supporting documents.
2. Applicant pays registration fee.
3. Registration officer issues payment receipt.
4. Registration Officer logs applicants information

Procedure:
Exporter VSD
VSD Director Registration Officer

Start
Writes an Application Letter Receives an Application

on intention to register as Letter on intention to register
an exporter stating the as an exporter stating the
categories of products to be categories of products to be
exported with attaching exported with attaching
supporting documents supporting documents
:Supporting Documents :Supporting Documents
Receives Registration Fee
:Payment Receipt
Logs Applicants Information
:Payment Receipt
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 2.2 Health Certificate Application

4.6 - 2.2.1 High Level Procedure: Health Certificate Application
High Level Procedure Summary illustrating the relationships of the Health Certificate Application
process.
Health Certificate Application
Exporter Health MOFA VSD

Certificate Application
4.6 - 2.2.2 Process Flow diagram: Health Certificate Application

Process Flow illustrating the steps and relationships of the Health Certificate Application process:
Health Certificate Application 1. The Exporter submits the application letter to VSD stating what they
want to export.
2. The Exporter attaches the below supporting documents:
Importing Country requirement
CITES Certificate
3. VSD receives the application and supporting documents.
4. A laboratory analysis is conducted on the Animal to ensure no trace of
disease.
5. If all requirements are met then a Health Certificate is issued else
compliance directive.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.6 - 2.2.3 Process flow Diagram: Health Certificate Application

Process flow Diagram showing activities in the Health Certificate Application process for the
Export Procedure:
Health Certificate Application
Exporter VSD
Submits an Application Receives an Application

Letter stating what they want Letter stating what they want
to export with Supporting to export with Supporting
Document Document
:Importing Country :Supporting Documents

Requirement
:CITES Certificate
Conducts Laboratory
Analysis on the Animal to
ensure no trace of disease
Does the Laboratory Analysis

meet all requirements?
Yes No
Issues Health Certificate Issues Compliance Directive
:Health Certificate
Receives Health Certificate
:Health Certificate
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 Ghana Revenue Authority
Mission
To mobilise revenue for national development in a transparent, fair, effective and efficient manner. We will
achieve this through:
Professional and friendly client services

Promotion of voluntary compliance
Application of modern technology
Effective border protection
A well trained, disciplined and highly motivated staff.
Vision
To be a world class revenue administration recognised for professionalism, integrity and excellence.
The Ghana Revenue Authority (GRA) was established by an Act of Parliament, Act 2009 (Act 791)
merging the three revenue agencies that is the Customs, Excise and Preventive Service (CEPS),
the Internal Revenue Service (IRS), the Value Added Tax Service (VATS) and the Revenue Agencies
Governing Board (RAGB) Secretariat into a single Authority for the administration of taxes and
customs duties in the country.
GRA has been established to:
Integrate Internal Revenue Service (IRS) and Value Added Tax Service (VATS) into domestic
tax operations on functional lines.
Integrate the management of Domestic Tax and Customs
Modernise Domestic Tax and Customs operations through the review of processes and
procedures with ICT as the backbone
GRA has three main divisions. They are:
1. Customs Division (CD)

2. Domestic Tax Revenue Division (DTRD)
3. Support Services Division (SSD)
The Customs Division is responsible for collection of Import Duty, Import VAT, Export Duty,
Petroleum Tax, Import Excise and other taxes.
The Customs Division also ensures the protection of revenue by preventing smuggling. This is done
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
by physically patrolling the borders and other strategic points, examination of goods, and search
of premises, as well as documents relating to the goods. As a frontline institution at the countrys
borders, Customs Division also plays a key role in surmounting external aggression and maintains
the territorial integrity of Ghana. Customs Division is part of the countrys security network.
In addition to these functions, Customs Division performs agency duties on behalf of other
government organizations and Ministries by seeing to the enforcement of laws on import and
export restrictions and prohibitions
Objective
1. Provide a holistic approach to tax and customs administration;

2. Reduce administrative and tax compliance cost and provide better service to taxpayers;
3. Promote efficient collection of revenue and the equitable distribution of tax burden and
ensure greater transparency and integrity.
4. Ensure greater accountability to Government for the professional management of tax
administration;
5. Improve information linkage and sharing of information among the Divisions of the
Authority;
6. Provide a one-stop service for taxpayers for the submission of returns and payment of
taxes;
7. Provide common tax procedures that enable tax payers to be governed by a single set of
rules: and
8. Provide for other matters related to the improvement of revenue administration.
Functions
In order to achieve the above objects, the Authority has been charged to perform the following
functions:
a. Assess and collect taxes, interest and penalties on taxes due to the Republic with
optimum efficiency;
b. Pay the amounts collected into the Consolidated Fund unless otherwise provided by
this Act and other Acts;
c. Promote tax compliance and tax education;
d. Combat tax fraud and evasion and co-operate to that effect with other competent
law enforcement agencies and revenue agencies in other countries;
e. Advise District Assemblies on the assessment and collection of their revenue;
f. Prepare and publish reports and statistics related to its revenue collection;
g. Make recommendations to the Minister on revenue collection policy; and
h. Perform any other function in relation to revenue as directed by the Minister or
assigned to it under any other enactment.
Tel: +233-(0)302-675701-10, +233-(0)302-686106, +233-(0)302-684363

Fax: +233-(0)302-681163
Email: info@gra.gov.gh Website: www.gra.gov.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.7 - 1.1 Manifest Processes
4.7 - 1.1.1 Sub process: Manifest Procedure
4.7 - 1.1.1.1 High level procedure: Manifest Submission
High level procedure summary diagram illustrating the relationships of the Manifest Submission
process:
Manifest Submission
Customs Shipping Line Agent

Investigation Unit (from Business Actors)
Manifest Submission
Authorised Bank
GRA
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.1.1.2 Process flow Steps: Manifest Submission

Process flow illustrating the steps and relationships of the Manifest Submission process:
Manifest Submission 1. Manifest Integration Unit receives the electronic copy of the manifest via
the Ghana Customs Management System (GCMS).
2. Manifest Integration Unit receives hard copy of the manifest from the
Boarding seat.
3. The Hard copy of the manifest is used to validate the electronic manifest
to ensure that both copies contain the same information.
4. If there is any discrepancy, the Shipping Line/Agent is notified.
5. At times the shipping lines/Agent submits additional or supplementary
manifest to the MIU.
6. MIU confirms the actual date when the master manifest was submitted
by crosschecking the hardcopy of the manifest with the electronic copy.
7. If supplementary manifest is submitted late a penalty fee of 100GHC is
charged per Bill of lading.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.1.1.2.1 Process flow Diagram: Manifest Submission

Process flow Diagram showing activities in the Manifest Submission process for the Import
Procedure:
Manifest Submission
Ghana Customs Management System Manifest Integration Unit Shipping Line/Agent Authorised Dealer Bank
Start
Receives the
Sends electronic
<< Flow >> electronic copy of
copy of the manifest
the manifest
Receives hard copy of the

manifest from Boarding Seat
:Manifest
[Hard Copy]
Validates Manifest hard copy

against the electronic copy
Is there any discrepancy? Receives Discrepancy

notification
No Yes
Submits Additional or
supplementary manifest
Notifies for
discrepancy
Receives
Suplementary :Manifest
Manifest [Supplementary]
Confirms the actual date when

the master manifest was submitted
by crosschecking the hardcopy of
the manifest with the electronic copy
Makes payment fo penalty Receives payment fo penalty

fee of 100GHC is charged per fee of 100GHC is charged per
Is there any Supplementary Bill of lading Bill of lading
Manifest submitted?
No Yes
Manifest is Pays late penalty fee of

submitted 100GHC is charged per
Bill of lading :Payment
Receipt
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.1.1.3 Seaport Manifest Amendment

4.7 - 1.1.1.3.1 High Level Procedure: Manifest Amendment
High Level Procedure summary diagram illustrating the relationships of the Manifest
Amendment process:
Manifest Amendment
Importer Shipping Line Agent

Authorised Bank
Manifest Amendment
GRA
Customs Division
Customs Manifest Integration Unit

Investigation Unit (MIU)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.1.1.3.2 Process flow Steps: Manifest Amendment

Process flow illustrating the steps and relationships of the Manifest Amendment process:
Manifest Amendment 1. Importer/Agent goes to the Shipping Line/Agent to submit an
amendment.
2. Shipping Line/Agent submits application to make an amendment to the
MIU.
3. The amendment request is submitted to the MIU.
4. MIU escalates this to the Customs Investigation Unit.
5. Customs investigation unit investigates and submit their findings
electronically and route it back to the MIU
6. MIU uses the information received by the CIU to either accept to process
the amendment or reject amendment.
7. When the amendment is processed the penalty fee is been paid by the
Shipping line/Agent.
8. If the discrepancy is as a result of a genuine mistake, it is referred to the
sector commander who approves and gives a waiver. The manifest is
amended by Customs.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.1.1.3.3 Process flow Diagram: Manifest Amendment

Process flow Diagram showing activities in the Manifest Amendment process for the Import
Procedure:
Manifest Amendment
Importer Shipping Line/Agent GRA Customs Division Authorized Dealer Bank

MIU CIU Sector Commander
Start
Submits Amendment Receives Amendment Receives Amendment Receives Amendment

request Escalation
:Amendment Submits Applicaton to

make an amendment Escalates the Amendment Investigates the
Amendment
:Application :Amendment
[Amendment]
Receives report of Submits Report of

findings electronically findings electronically
Uses the information

received to either accept
to process or
reject amendment
Is the Amendment
processed?
Yes No
Pays Penalty Rejects

Fee Amendment
Makes paument
for Penalty Fee
Receives Payment
for Penalty Fee
Is the discrepancy is as a
result of a genuine mistake
Receives Amendment
Yes No
:Payment Receipt
:Amendment
Rejects the Refers

Application Amendment
to Approve Approves Amendment
and gives a waiver
:Amendment Amends Manifest
:Manifest [Amended]
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.1.1.4 Consolidator Authorization

4.7 - 1.1.1.4.1 High Level Procedure: Consolidator Authorization
High Level Procedure summary diagram illustrating the relationships of the Consolidator
Authorization process:
Shipping Line Agent Customs

Investigation Unit
Consolidator Authorization (from Business Actors)
Consolidator GCNET
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.1.1.4.2 Process flow Steps: Consolidator Authorization

Process flow illustrating the steps and relationships of the Consolidator Authorization process:
Consolidator Authorization 1. The Consolidator submits application to the Sector Commander
requesting for access to the GICCS system to submit House way bill.
2. Customs receives application and investigates. Ensures that the
consolidator has previously been submitting break down.
3. Customs confirms and verify that the consolidators name is in the list
submitted by GPHA and the approved list presented by the association.
4. If all condition is satisfied, the Sector Commander (Assistant
Commissioner) liaises with the GCNET and gives approval.
4.7 - 1.1.1.4.3 Process flow Diagram: Consolidator Authorization

Process flow Diagram showing activities in the Consolidator Authorization process for the Import
Procedure:
Consolidator Sector Commander GCNET
Start
Investigates the Application

Submits Application
requesting for
access to the GICCS system
to submit House Waybill Ensures that the consolidator has
previously been submitting break down
:Application Confirms and verifies that the

Consolidators name is in the
list submitted by GPHA
Does all condition are satisfied
No Yes
Agrees with Sector

Rejects Application Liaises with the GCNET Commander on Approval
Gives Approval
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Sub process: Airport Manifest Procedure

4.7 - 1.1.1.5 Airport Manifest Submission
4.7 - 1.1.1.5.1 High Level Procedure: Airport Manifest Submission
High Level Procedure summary diagram illustrating the relationships of the Airport Manifest
Submission process:
Shipping Line Agent GRA

Airport Manifest Submission Customs Division

Ground Handling Operators

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.1.1.5.2 Process flow Steps: Airport Manifest Submission

Process flow illustrating the steps and relationships of the Airport Manifest Submission process:
Airport Manifest Submission 1. Tally completed by the landing officer and Ground Handling Operator
2. The Ground Handling Operator capture the information into the system
and send the electronic copy of the manifest to the Manifest seat
3. The landing officer generate the rotation number and write it on the
hardcopy of the manifest
4. The hard copy of the manifest is sent from the landing seat to the
Manifest seat
5. The Manifest officer profile the electronic copy of the manifest and tag
all the ambiguous descriptions e.g. General goods, Various goods etc
6. The Manifest officer can also profile the hard copy of the Manifest
4.7 - 1.1.1.5.3 Process flow Diagram: Airport Manifest Submission

Process flow Diagram showing activities in the Airport Manifest Submission process for the Import
Procedure:
Consolidator Sector Commander GCNET
Start
Completes Tally Captures the information into the system
Receives the
Sends electronic
<< Flow >> electronic copy of
copy of the manifest
the manifest
Generates the rotation number
Receives hard copy of

Write Rotation Number generated Manifest
on the hard copy of the Manifest
Profiles the electronic

Sends Hard copy Manifest copy of the manifest
:Manifest Tags all the ambiguous

[Hard copy] descriptions
Profiles the hard copy

of the Manifest
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.1.1.6 Airport Manifest Amendment

4.7 - 1.1.1.6.1 High Level Procedure: Airport Manifest Amendment
High Level Procedure summary diagram illustrating the relationships of the Airport Manifest
Amendment process:
Importer Authorised Bank

Customs Ground Handling Operators

Investigation Unit (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.1.1.6.2 Process flow Steps: Airport Manifest Amendment

Process flow illustrating the steps and relationships of the Airport Manifest Amendment process:
Airport Manifest Amendment 1. Application for the manifest amendment is submitted to the Sector
Command
2. The Sector Commander approves the application
3. The process is refer to the manifest seat
4. The Applicant is given a Penalty fee to pay
5. The applicant makes payment at the bank
6. Ground Handling Operator (Aviance) request header
7. The process is booked in the manifest amendment register
4.7 - 1.1.1.6.3 Process flow Diagram: Airport Manifest Amendment

Process flow Diagram showing activities in the Airport Manifest Amendment process for the
Import Procedure:
Applicant Sector Commander Manifest Seat Authorized Dealer Bank Ground Handling Operator
Start
Submits application
for Amendment
:Application Receives application

[Amendment] for Amendment
Approves Application
Refers the Process Receives the Process
Issues Penalty Fee
Receives Payment Invoice :Payment Invoice
Makes Payment for

Receives Payment for
Penalty Fee Request for header
Penalty Fee
Books the process in

Issues Payment Slip
Manifest Amendment
Register
:Payment Slip
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.2 Boarding Seat Clearance

4.7 - 1.2.1 Sub Process Description: Ship Inward Clearance
4.7 - 1.2.1.1 High Level Procedure: Ship Inward Clearance
High Level Procedure summary diagram illustrating the relationships of the Ship Inward
Clearance process:
Shipping Line Agent BNI

GRA Boarding Seat

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.2.1.2 Process flow Steps: Ship Inward Clearance

Process flow illustrating the steps and relationships of the Ship Inward Clearance process:
Ship Inward Clearance 1. Shipping Line/Agent inform Customs on the arrival of the Vessel.
2. Customs Officer goes on board and request for the Ship Report Inward
from the Master of the vessel.
3. The Master of the Vessel gives the Ship Report Inward to the Customs
officer.
4. Customs Officer checks all information on the document such as the ship
stores, crew list crew declaration list, cargo list, last port of call etc.
5. Customs Officer performs physical examination of the Ship store.
6. If satisfy with the report, Customs Officer records the information on the
Ship Blue book.
7. Customs registers the Vessel in the Inward report register to rotate the
ship as they arrive.
8. BNI request for this document and Customs share it with them.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.2.1.3 Process flow Diagram: Ship Inward Clearance

Process flow Diagram showing activities in the Ship Inward Clearance process for the Import
Procedure:
Shipping Line/Agent GRA Customs Officer Master of Vessel NBI
Start
Notifies the arrival of the Vessel Receives Vessel Arrival notification
Request for the Ship Report Inward Sends the Ship Report Inward
Receives the Ship Report Inward :Report [Ship Report Inward]
Checks all information on the document

such as the ship stores, crew list crew
declaration list, cargo list, last port of
call, etc.
Performs Physical examination

of the Ship store
Does the report Satisfactory?
No Yes
Rejects the Records the information

Report on the Ship Blue Book
Registers the Vessel in the

Inward report register to Requests for (Inward
rotate this ship as they Report Register) document
arrive
Sends Inward Report

Register
:Register [Inward Report] Receives Inward

Report Register
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.2.2 Sub Process Description: Ship Outward Clearance

4.7 - 1.2.2.1 High Level Procedure: Ship Outward Clearance
High Level Procedure summary diagram illustrating the relationships of the Ship Outward
Clearance process:
Shipping Line Agent National Security

GRA Boarding Seat

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.2.2.2 Process flow Steps: Ship Outward Clearance

Process flow illustrating the steps and relationships of the Ship Outward Clearance process
Ship Outward Clearance 1. Shipping Line/ Agent obtain, complete and submit Customs form C42
and ship advice in order to clear the Vessel to the Bonding Seat office.
2. The Customs officer receives document, verifies and validates it.
3. If satisfactory, Customs release the ship and issue an outward clearance
certificate else a compliance directive is issued.
4. The rotation number is also generated.
4.7 - 1.2.2.3 Process flow Diagram: Ship Outward Clearance

Process flow Diagram showing activities in the Ship Outward Clearance process for the Import
Procedure:
Shipping Line/Agent GRA Customs Officer
Start
Obtains Customs Form C42 Issues Customs Form C42
Completes Customs Form C42 :Report [Ship Report Inward]
:Customs Form C42 [Filled]
Submits Filled Customs Form C42 Receives Filled Customs Form C42
:Customs Form C42 [Filled]
Validates and Verifies the document
No Yes
Issues Compliance Releases the Ship

Directive
Issues Outward
Clearance Certificate
:Outward ClearanceCertificate
Generates Rotation Number
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.3 Landing Seat Process

4.7 - 1.3.1 Goods Tallying
4.7 - 1.3.1.1 High Level Procedure: Goods Tallying
High Level Procedure summary diagram illustrating the relationships of the Goods Tallying
process:
Goods Tallying
Air Line NACOB

Goods Tallying
Ground Handling
Operators National Security
Scanning
Company GRA
Customs Division Customs Tally Officer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.3.1.2 Process flow Steps: Goods Tallying

Process flow illustrating the steps and relationships of the Goods Tallying process:
Goods Tallying 1. The Ground handling company offload the pallet and takes it to the
scanning area.
2. The pallet is position for scanning and scanned.
3. If the scan result is abnormal, the goods are jointly examined by
Government Agency such as BNI, NACOBS, National security, Customs
etc.
4. If the scan result is normal, the pallet is moved to the Air side.
5. Customs tally officer and the Ground Handling Operators staffs breaks
bulk.
6. Customs tally officer tallies the good and compare the information
(quantity, description etc) of each good with the detail on the manifest
received.
7. Customs tally officer endorses copy of manifest and Ground handling
company also endorses her copy.
8. Customs and Ground handling company countersigns each other copy.
9. The Ground Handling company move the cargo that are manifested to
the right section in the warehouse
10. Goods that are not manifested are detained and brought to the landing
seat.
11. The landing seat takes the goods to the state warehousing.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.3.1.3 Process flow Diagram: Goods Tallying

Process flow Diagram showing activities in the Goods Tallying process for the Import Procedure:
Goods Tallying
Government Agency (BNI, NACOBS,
Ground Handling Operator Scanning Officer National Security / GRA Customs) Customs Tally Officer Landing Seat
Start
Offloads the pallet
Breaks bulk with Ground

Handling Operator
Takes the Pallet to the Position the Pallet for
scanning area scanning
Tallies the goods

Scans the Pallet
Receives Joint
Examination notification
Compares the information
(quantity, description, etc) of
Does the scan normal? each good with the detail on
the manifest received
Performs joint
examination of goods
Yes No
Endorses copy of
Manifest
Moves the pallet Notifies for joint
to the Air Side examination
:Manifest
Endorses her Manifest copy
[Endorsed]
:Manifest
[Endorsed]
Countersigns each Manifest

with Customs Tallying Officer
Countersigns each Manifest

with Customs Tallying Officer
Moves the cargo that are

manifested to the right section
in the warehouse
Does the goods

are manifested?
No Yes
Receives the goods

Detains the Moves the
goods goods to the
Landing Seat
Takes the goods to the
state Warehousing
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.3.2 Pre Entry Clearance

4.7 - 1.3.2.1 High Level Procedure: Pre Entry Clearance
High Level Procedure summary diagram illustrating the relationships of the Pre Entry Clearance
process:
Pre Entry Clearance
Air Line Ground Handling

Operators
Pre Entry Clearance
Importer GRA Ghana Customs

Management System
Partnered Government
Agency
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.3.2.2 Process flow Steps: Pre Entry Clearance

Process flow illustrating the steps and relationships of the Pre Entry Clearance process :
Pre Entry Clearance 1. The Agent /importer submit application letter to the Sector Commander
requesting for a pre-entry clearance.
2. The Sector Commander approves the application.
3. Agent submits documents such as: the Airway bill, Invoice, Packing List,
Permit and Declaration to the Compliance seat.
4. The Compliance officer (customs) validates and refers the declaration to
the landing seat.
5. The Landing seat receives the application and attached supporting
documents.
6. Agent request the Ground Handling Operator to position the cargo for
examination
7. The Landing officer examines the package/goods and if satisfied
endorses the declaration.
8. The regulating agency examines the goods and endorses the permit for
clearance.
9. The Landing officer enters his remark and release the declaration in the
GCMS.
10. The Agent meet the Ground Handling Operator to collects his goods and
pays handling charges.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.3.2.3 Process flow Diagram: Pre Entry Clearance

Process flow Diagram showing activities in the Pre Entry Clearance process for the Import
Procedure:
Pre Entry Clearance
Agent/Importer GRA Customs Division Landing Seat/Officer Ground Handling Operator Regulating Agency
Sector Commander Compliance Officer
Start
Submits Application Receives Application Letter

Letter requesting for a requesting for a pre-entry
pre-entry clearance clearance
:Application Letter Approves the Application
Submits Supporting
documents such as: the :Application
Airway Bill, Invoice, [Approved]
Packing List, Permit
Receives the Supporting Receives the application

:Bill of lading/ documents and attached supporting
Airway Bill documents
:Packing List
Validates the documents
:Commercial :Application Receives the request to
Invoice Examines the goods
position the cargo for
:Supporting
:Import Permit examination
Documents
Refers the Declaration
Endorses the Permit

Examines the for Clearance
package/goods
:Clearance Permit
Does the examination [Endorsed]
satisfactory?
Yes No
Issues
Endorses the Compliance
Declaration Directive
:Declaration
[Endorsed]
Collects goods with Enters his remark and

Ground Handling releases the declaration
Operator in the GCMS
Pays Handling charges Receives Handling charges
:Payment Receipt
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.7 - 1.4.1 Manufacturer Registration
4.7 - 1.4.1.1 High Level Procedure: Manufacturer Registration
High Level Procedure summary diagram illustrating the relationships of the Manufacturer
Manufacturer Registration
Manufacturer Authorised Bank

GRA
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.4.1.2 Process flow Steps: Manufacturer Registration

Process flow illustrating the steps and relationships of the Manufacturer Registration process:
Manufacturer Registration 1. The Manufacturer submit application letter to the Customs Assistant
Commissioner/Sector Commander of stating the following:
Name and address of the Manufacturer
Banker
Number of staff
Name of Directors
List of Machinery and function of each
Raw material to produce the finished product
Finished product
Site plan/Block plan
Statement of composition
2. The Sector Commander referred the application to the Chief Collector
Manufacturing.
3. The Chief collector manufacturing assigns a resident officer and an area
supervisor to conduct a survey.
4. The Resident officer submits the survey report together with the
directional map of the factory to the Chief collector.
5. The Chief collector receives report and if satisfied grants permission to
process application.
6. The application is forwarded to the sector commander for approval.
7. The Sector commander grants approval and advices applicant to pay
licensing fee
8. The Applicant pays licensing fee.
9. The OIC Manufacturing prepares the certificate and forwards it to the
chief collector and sector commander to endorse.
10. The certificate is issued to the Manufacturer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.4.1.3 Process flow Diagram: Manufacturer Registration

Process flow Diagram showing activities in the Manufacturer Registration process for the Import
Procedure:
Manufacturer Sector Commander Manufacturing Chief Collector Resident Officer Authorized Dealer Bank OIC Manufacturing
Start
Submits Application
Receives Application Letter Receives the Application
Letter containing the
containing the Manufacturers
Manufacturers Conducts the survey
details and products
details and products
:Application
Refers the Application Submits the Survey Report
:Application with the Directional Map
Letter Assigns a Resident Officer and of the factory
and Area Supervisor to
conduct a survey
:Report
[Survey Report]
Receives the Survey Report :Factory
with the Directional Map of Directional Map
the factory
Does the Report Satisfactory?
No Yes
for approval Issues
Grants Permission to
Compliance
process Application
Directive
Grants Approval
for approval
Receives Payment Advices to pay
Advice Licensing Fee
:Application
for Licensing Fee for Licensing Fee
Prepares the
Issues Payment Slip Certificate
:Payment Slip :Certificate

[Manufacturing
License]
Forwards the
Receives the Certificate Certificate for
endorsement
Endorses the Certificate
:Certificate
[Endorsed Manufactoring]
Receives the
Endorsed
Issues the Certificate
Manufacturing
Certificate
:Certificate
[Endorsed
Manufacturing]
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.4.2 Customs House Agent Licensing Registration

4.7 - 1.4.2.1 High Level Procedure: Customs House Agent License Registration
High Level Procedure summary diagram illustrating the relationships of the Customs House
Agent License Registration process:
Customs House Agent Renewal License Registration
Applicant SSNIT
Customs House Agent (from Business Actors)
Renewal License Registration
Registrar General
Ghana Police
(From Business Actors) Department
Customs House Agent GRA Customs Legal

Customs Division Department Unit
Customs Commissioner Customs

Investigation Unit
Customs Policy &

Program Unit
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.4.2.2 Process flow Steps: Customs House Agent License Registration
Process flow illustrating the steps and relationships of the Customs House Agent License
Customs House Agent License 1. Applicant submits application for Customs Agent Licensing to the
Registration Schedule Supervisor, Policy and Programs through the Registrar
(Delegate) at the Customs Registry at the Head Office.
2. The Schedule Supervisor, Policy and Programs forwards the request to
the policy &Program Officer
3. The Customs (Policy & Program) officer receives application, reviews
and validate the document received:
The application is validated with the relevant association database
(GIFF, CUBAG & FFAG) to confirm the association membership
The application is validated with the Registrar General database to
confirm the Certificate of Incorporation
The application is validated with the Social Security and National
Insurance Trust (SSNIT) database to confirm SSNIT Clearance
The application is validated with the Ghana Revenue Authority
(Domestic Tax) database to confirm the TIN
4. If satisfactory, the Application is accepted else a compliance directive is
given.
5. If the application is accepted, Customs notifies the applicant and send an
inspection notice indicating the list of availability day to the applicant.
6. The Agent confirms the inspection date
7. The Custom Inspection Officer conducts the Inspection and submits the
inspection report to the Head of Customs (Policy & Program Unit).
8. Customs Policy & Program unit send the Inspection report and Agents
application to the Customs Investigation unit who interface with Ghana
police in order to obtain the Police clearance.
9. The Customs Investigation unit forwards the request to the Ghana Police.
10. The Ghana Police complete the background checking on the Company,
Directors and Staff.
11. The report of their findings is reported to Customs Investigation unit
12. The Customs Investigation unit sends the Police report to Customs Policy
and Procedure unit.
13. The Customs Policy and Procedure unit forwards the Police clearance
report to the Customs Investigation Unit and finally return it to the
Custom Policy & Program unit.
14. The application is accepted or rejected if there is an issue with the police
clearance
15. The application is forwarded to the Legal Department
16. Head of the Legal Department receives applicants file from P&P for
study and further action
17. Schedule Supervisor invites the Company Directors for discussions
regarding the application.
18. The Applicant is given a recommended bond amount to be paid at the
State Insurance Company (SIC).
19. Applicant brings bond documents from the SIC, back to the Legal
Department.
20. Schedule Supervisor studies bond document to see if it meets
requirements ,
21. if satisfactory , Schedule Supervisor prepares operators license
22. Legal Department forwards license to the Commissioner for
endorsement and embossment
23. Once the License is ready, it is, together with the applicants file sent back
to P&P for onward delivery to the applicant.
24. P&P receives the license and forward it to the Agent
Customs House Agent License Registration
2016 Edition
State Insurance
Applicant GRA Customs Division Ghana Police Company
Schedule Supervisor, Inspection Investigation Head/Legal
Head/Policy & Program Officer Commissioner
Policy and Programs Officer Unit Department
Start
Receives Application :Application Reviews and Validates the document
Receives the
Submits an Application Receives an Validates the Validates the Validates the Inspection
Validates the document
for Customs Agent Application document with document with document with Report and
with the relevant
Licensing through the for Customs the Ghana the Social Security the Registrar Agents
association database
MINISTRY OF FINANCE
Registrar (Delegate) at Agent Licensing Revenue Authority and National General database Application
(GIFF, CUBAG & FFAG)
the Customs Registry at through the (Domestic Tax) Insurance Trust (SSNIT) to confirm the
to confirm the
GOVERNMENT OF GHANA
the Head Office Registrar database to database to confirm Certificate of

association membership
(Delegate) at confirm the TIN SSNIT Clearance Incorporation Conducts Forwards Receives the
the Request Request
the Customs the

:Application Registry at the Inspection
Head Office Does the document Validation satisfactory?
Completes the
Yes No Submits background on
the the Company,
Forwards Directors and
Receives Application Inspection
the request Accepts the Application Issues Compliance Directive Staff
Acceptance notification Report Receives the
with an Inspection Police
notice indicating the Notifies for application acceptance and send an :Report Clearance
Sends Report
list of availability day inspection notice indicating the list of availability day [Inspection Report
of their
Report] findings
Invites the Company :Report
Confirms the
Directors for [Police Report]
Inspection date Receives the Inspection Report :Report
discussions regarding
[Police Report]
the application Returns the Receives
Sends the Inspection Report and Agents Application
Police Applicants
Receives Recommended Issues Recommended Clearance file
Bond amount to pay :Report [Inspection Report] :Application [Agents Application] Report
Bond amount to pay
Makes Payment
Sends Bond Documents Receives the Police Report Forwards the Police Clearance Report Receives

Studies bond document Recommended
to see if it meets Receives the Police Clearance Report Bond Payment
requirements
:Report [Police Report] Issue Payment
Does the Receipt
requirement met? Does the Police Report Ok? Receives
Bond :Payment
No Yes No Yes Receipt
Documents
Receives license
Rejects for endorsement
Prepares Rejects the Application Accepts the Application
Receives the License the and embossment
Operators
Application License Forwards the Application
Forwards :License
:License [Endorsed] license for [Endorsed]
endorsement
:License and Sends the
[Operations License] embossment Applicants file
Finish
Forwards the License :License [Endorsed] Receives the Applicants file and License and License
4.7 - 1.4.2.3 Process flow Diagram: Customs House Agent License Registration
Process flow Diagram showing activities in the Customs House Agent License Registration process
Page 251 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.4.3 Customs House Agent Licensing Renewal (Registration)

4.7 - 1.4.3.1 High Level Procedure: Customs House Agent Renewal License
Registration
Agent Renewal License Registration process:
Customs House Agent License Renewal Registration
Importer SSNIT
License Renewal Registration
Customs House Agent GRA Customs Legal

Customs Division Department Unit
Customs Commissioner Customs

Investigation Unit
Customs Policy &

Program Unit
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.4.3.2 Process flow Steps: Customs House Agent Renewal License Registration
Process flow illustrating the steps and relationships of the Customs House Agent Renewal License
Customs House Agent 1. The Manufacturer submit application letter to the Customs Assistant
Renewal License Registration Commissioner/Sector Commander of stating the following:
Name and address of the Manufacturer
Banker
Number of staff
Name of Directors
List of Machinery and function of each
Raw material to produce the finished product
Finished product
Site plan/Block plan
Statement of composition
2. The Sector Commander referred the application to the Chief Collector
Manufacturing.
3. The Chief collector manufacturing assigns a resident officer and an area
supervisor to conduct a survey.
4. The Resident officer submits the survey report together with the
directional map of the factory to the Chief collector.
5. The Chief collector receives report and if satisfied grants permission to
process application.
6. The application is forwarded to the sector commander for approval.
7. The Sector commander grants approval and advices applicant to pay
licensing fee
8. The Applicant pays licensing fee.
9. The OIC Manufacturing prepares the certificate and forwards it to the
chief collector and sector commander to endorse.
10. The certificate is issued to the Manufacturer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.4.3.3 Process flow Diagram: Customs House Agent Renewal License
Registration
Process flow Diagram showing activities in the Customs House Agent Renewal License Registration
process for the Import Procedure:
Customs House Agent Renewal License Registration
State Insurance
Importer GRA Customs Division Company
Schedule Supervisor,
Schedule Schedule Supervisor
Policy and Programs Cashier Officer Schedule Supervisor Legal Commissioner Secretary P&P
Start Outstation
Officer P&P P&P Head Office
Receives an
Submits an Application Receives Receives
Application for Customs Application Oustation
for Customs Agent Licensing Report together
Agent Licensing through the with Sector
through the Registrar :Application Commanders
Registrar (Delegate) (Delegate) at (Delegate)
at the Customs the Customs Recommendations
Registry at Registry at the
the Head Office Head Office Receives
Payment of
Forwards appropriate
the Request Registration
:Application
Renewal Fee
Forwards
Oustation
Report Issues
together Payment
Receives
with Sector Receipt
Application
Commanders with necessary
(Delegate) :Payment comments
Recommendations Receipt
Verifies that Company

:Report is in good standing
[Outstation Report] with Customs and a
Makes Payment
member of one of the
of appropriate
CHA Association (GIFF,
Registration
CUBAG or FFAG)
Renewal Fee Forwards
Application Writes to issue
with Comments bond, quoting Verifies furhter that
Receives
Bond Sum Applicant fulfills all
Letter to
Receives Application recommended by requirements for
:Application issue Bond,
with Comments Schedule Registration Renewals
quoting
Supervisor of P&P Bond Sum
Prepares Performance recommended
Report on the by Schedule
Receives Applicants Receives the Bond documents Supervisor
Performance operations for the of P&P
Report period under review Vets documents
Forwards Receives
:Report Does any error detected?
Application License and
[Performance Report] Undertaking
with necessary
Obtains bond comments Yes No
Submits Performance
based on the
Report :License
bond sum given Forwards Issues an
:Application undertaken to
the
documents the Applicant
Sends Bond as appropriate Signs
Documents License and
Receives the
Undertaking
documents Receives the
resubmitted
Receives Anomaly Sends Anomaly documents :License
detected with detected with
[Signed]
rejected rejected
Application for Application for Submits License and Vets the
corrections to corrections to Undertaking documents
Reproduces
be made be made copies of
Vets the the various
:License
documents documents
Takes Corrective
Measurese
Receives the Signs the bond and Distributes
Re-submit the documents undertaking the documents
Documents reproduced
as appropriate
Reproduces copies of
Updates Applicants
the various documents
records
Extends mandate of Submits the documents

operations reproduced
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.5 Pre- Clearance process

4.7 - 1.5.1 Sub Process: Customs House Agent Registration in PAARS
4.7 - 1.5.1.1 High Level Procedure: Customs House Agent Registration in PAARS
Agent Registration process:
Customs House Agent Customs House Agent

Registration in PAARS
GIFF Freight Forwarder Association FFAG

CUBAG
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.5.1.2 Process flow Steps: Customs House Agent Registration in PAARS
Process flow illustrating the steps and relationships of the Customs House Agent Registration in
PAARS process:
Customs House Agent 1. The Customs House Agent access the Ghana Trade Hub portal (www.
Registration in PAARS ghanstradinghub.com)
2. The agent complete the required information for the registration on
PAARS
3. The agent upload all the supporting document
4. The agent submit his application through the Portal
4.7 - 1.5.1.3 Process flow Diagram: Customs House Agent Registration in PAARS
Process flow Diagram showing activities in the Customs House Agent Registration in PAARS
Customs House Agent Ghana Trade Hub Portal
Start
Accesses the Ghana Trade Hub Portal Displays Home Page
Completes the required information

for the registration on PAARS
Uploads all the Supporting Documents
:Supporting Documents Saves Supporting Documents
Submits his/her Application
:Application Receives Application
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.5.2 Sub process: Issuance of CCVR

4.7 - 1.5.2.1 High Level Procedure: Issuance of CCVR
High Level Procedure summary diagram illustrating the relationships of the Issuance of CCVR
process:
Issuance of CCVR
Importer Partnered Government Agency

Issuance of CCVR (From Business Actors)
e-MDA Platform
Document Verification Classification Officer

Officer (from Business Actors)
Valuation Officer Quality Assurance Officer

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.5.2.2 Process flow Steps: Issuance of CCVR

Process flow illustrating the steps and relationships of the Issuance of CCVR process:
Issuance of CCVR 1. The self-declarant Importer/ Customs House Agent obtain an IDF on
behalf of the importer in eMDA portal.
2. The Agent submits the IDF into PAARS
3. The Agent log on to PAARS and complete all the necessary information
e.g. BL data
4. The Agent submit the completed IDF to Customs
5. The Documentary Verification officer receive the IDF and check
for completeness and accuracy based on the attached supporting
documents
6. The application can be rejected and returned back to the Agent in case
of mistakes or discrepancies.
7. If the application is accepted by the Documentary officer
8. The application is automatically assigned to a Classification officer.
9. The Classification officer can query and reject the transaction in case of
ambiguous or incomplete good description.
10. The Classification officer assesses and classifies the item(s) in the
transaction through the help of electronic Tariff database in PAARS.
11. The Classification officer submits the application and the PAARS
automatically assign the transaction to the Valuation officer.
12. The Valuation officer can query and reject the transaction in case of
ambiguous or incomplete good description.
13. The Valuation officer uses the valuation database to determine the unit
FOB of the line items, Freight and Insurance of the transaction.
14. The Valuation officer submits the transaction.
15. PAARS automatically assign the transaction to Quality Assurance officer
16. The Quality officer perform quality check on the transactions and submit
the transaction
17. A risk action is assigned to the transaction based on the risk profile
configured in the PAARS
18. CCVR is generated
Issuance of CCVR
2016 Edition
Importer/Customs
e-MDA Platform PAARS Customs House Agent
House Agent
Documents Verification Officer Classification Officer Valuation Officer Quality Assurance Officer
Start
Receives the IDF
Obtains an IDF on
Issues IDF Form
behalf of the importer
:IDF
Queries and reject the transaction Queries and reject the transaction
MINISTRY OF FINANCE
in case of ambiguous or incomplete in case of ambiguous or incomplete

Submits the IDF :IDF good description good description
GOVERNMENT OF GHANA
Receives the IDF Checks for completeness and

accuracy based on the attached
Does the transaction is Does the transaction is
Log on to PAARS System :IDF ambiguous or incomplete good ambiguous or incomplete good
Is there any discrepancy? description? description?
Completes all the

necessary information Receives the complete IDF
No Yes No Yes No Yes
Submits the :IDF [Completed]

complete IDF Accepts the Rejects the Assesses and Rejects the Uses Valuation Rejects the
Application Application classifies the item(s) Transaction database to Transaction
in the transaction determine the unit
Assigns the Application to a FOB of the line
Classification officer automatically items, Freight and
Submits the Insurance of the
Application transaction
Assigns Application to Valuation

Officer automatically Submits the
Transaction
Assigns the transaction to Quality Performs quality check

Assurance officer automatically on the transactions

4.7 - 1.5.2.3 Process flow Diagram: Issuance of CCVR
Submits the transaction

Assigns a risk action to the
transaction based on the risk
profile condigured in the PAARS
Generates the CCVR
:CCVR
Issues the CCVR
Finish
Process flow Diagram showing activities in the Issuance of CCVR process for the Import Procedure:
Page 259 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.5.3 Exemptions

4.7 - 1.5.3.1 High Level Procedure: Exemption
High Level Procedure summary diagram illustrating the relationships of the Exemption process:
Exemption
GRA Domestic Tax Ministry of Finance

(From Business Actors) Exemption (from Business Actors)
4.7 - 1.5.3.2 Process flow Steps: Exemption

Process flow illustrating the steps and relationships of the Exemption process:
Exemption 1. The applicant submit an application to the Ministry of Finance (MoF)
2. Approval granted by the MoF
3. Ministry of Finance inform GRA-Domestic Tax
4. GRA-Domestic Tax office approve and send a notification to Customs
5. The approval is provided to the applicant
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.5.3.3 Process flow Diagram: Exemption

Process flow Diagram showing activities in the Exemption process for the Import Procedure:
Exemption
Applicant Ministry of Finance GRA Domestic Tax GRA Customs
Start
Notifies the arrival of the Vessel
:Application Receives the Application
Grants Approval
Notifies for Approval Receives the Approval notification
Sends Approval Notification Receives Approval Notification
Receives Approval Sends the Approval
Finish
4.7 - 1.5.4 Authorization to operate Oil Depot

4.7 - 1.5.4.1 High Level Procedure: Authorization to operate Oil Depot
High Level Procedure summary diagram illustrating the relationships of the Authorization to
operate Oil Depot process:
GRA National Petroleum

Authorization to
Customs Division Authority
(from Business Actors) operate Oil Depot (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.5.4.2 Process flow Steps: Authorization to operate Oil Depot

Process flow illustrating the steps and relationships of the Authorization to operate Oil Depot
process:
Authorization to operate Oil 1. The National Petroleum Authority send letter of introduction to Customs
depot detailing the company name and confirming the company have been
licenced to be involve in petroleum business
2. The copy of the licence is attached with the letter
3. The oil company also apply to Customs
4. Customs request the business plan
5. Customs issue a letter of authorization to operate a depot
4.7 - 1.5.4.3 Process flow Diagram: Authorization to operate Oil Depot

Process flow Diagram showing activities in the Authorization to operate Oil Depot process for the
Import Procedure:
National Petroleum Authority GRA Customs Oil Company
Start
Sends Letter of introduction detailing Receives Letter of introduction detailing

the company name and confirming the company name and confirming
the company have been licensed to the company have been licensed to Applies to operate as Oil Depot
be involve in petroleum business be involve in petroleum business
with attached a copy of License with attached a copy of License
Request the Business Plan

:Letter [Letter of
Introduction]
Sends the Business Plan
:License
Issues a letter of authorization to
operate a depot
:Letter [Letter of Receives a letter of authorization

Authorisation] to operate a depot
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.6 Customs Laboratory Analysis

4.7 - 1.6.1 High Level Procedure: Customs laboratory Analysis
High Level Procedure summary diagram illustrating the relationships of the Customs laboratory
Analysis process:
Customs Laboratory Analysis
National Security
Container Terminal Shipping Line Agent

Customs Laboratory Analysis (from Business Actors)
GPHA Declarant Importer

JPCU
GRA Bonded Warehouses

Customs Division
Customs House Agent Customs Collections

or Stations
State Warehouse
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.6.2 Process flow Steps: Customs Laboratory Analysis

Process flow illustrating the steps and relationships of the Customs Laboratory Analysis process:
Customs Laboratory Analysis ANALYSIS
1. Sample advice is received and serial numbers are assigned to the
samples
2. Scheduled officer(s) analyses the sample as per the request on advice
and reports to the Supervisor
3. The Supervisor oversees the laboratory analysis, reviews the analytical
report from the schedule officer(s) and writes a remark to the AC
Laboratory
4. The AC does the overall review of the report and remarks, and issues
either a letter or memo or report to the Sector Commander/ OIC of the
station from which the samples were submitted.
DESTRUCTION
5. Memo directive is received.
6. Scheduled Laboratory officer/Resident officer of bonded warehouse,
together with relevant stakeholders supervises the safe disposal of
the goods, after which the Laboratory officer issues a destruction
certificate(Form No.213)
OTHER ASSIGNED FUNCTION(e.g. production monitoring of
factories upon request by the AC James town)
7. Scheduled officer performs function as directed and reports to the AC
Laboratory
8. AC Laboratory sends a report/memo to the person who made request.
2016 Edition
Customs House Agent Sector Commander Laboratory Officer Chemist Scientific Officer Supervisor AC Laboratory
Procedure:
Start Liaises with all Relevant
Stakeholders (Preventive
department, National Verifies and breaks
Security, JPCU, GPHA, Container seals
Container terminal, Shipping
Line, etc) for the sampling
Before Submission Before Submission Receives Application to be carried out Conducts Sampling
MINISTRY OF FINANCE
of Declaration of Declaration Receives Sample Label with a Sample Advice as appropriate Receives the
(Form No. 13) indicating the nature of test required Laboratory
GOVERNMENT OF GHANA
Receive Remarks
Grants the permission Analysis
Applies for Presents submitted Reseals the Container and Reports
permission to open declaration with all Opens Declaration, Reviews all necessary takes note of Seal Number
container for necessary input tabs/fields, and documentations before physically Does the overall
sampling, prior to documents required examining the consignment against the entered review of the
description of the goods and HS code Oversees the Report and Remarks
passing of Labels Sample approriately Laboratory
declaration with Sample Label Analysis
(Form No.200)
Conducts Examination at the same time Issues either a Letter or Memo or
:Declaration with all Relevant Agencies Report to the Sector Commander/
:Declaration
[Submitted] Reviews the OIC of the station from which the
Labels Sample approriately Analytical samples were submitted
Forwards Samples drawn from the with Sample Label Report
consignment to the Customs laboratory (Form No.200)
for analysis if required
Forward Sample Label with a Writes Remarks

If Letter of Sends a
Sample Advice (Form No. 13) Destruction Report/Memo to
Assigns Serial Number to the Samples indicating the nature of is issued the person who
test required made request
Analayses the Sample as per the Request on Advise

Receives Submitted
Declaration with all necessary
Sends the Laboratory Analysis Report input documents required

:Report [Lab Analysis Report]
Receive the Memo Directives

4.7 - 1.6.3 Process flow Diagram: Customs Laboratory Analysis
Supervises the safe disposal of the goods

togetherwith relevant stakeholders
Issues a Destruction Certificate
:Destruction Certificate
Finish
Process flow Diagram showing activities in the Customs Laboratory Analysis process for the Import
Page 265 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7 Clearance

4.7 - 1.7.1 Compliance
4.7 - 1.7.1.1 High Level Procedure: Compliance
High Level Procedure summary diagram illustrating the relationships of the Compliance process:
Compliance
Self-Declarant Importer
Compliance
Customs Compliance GRA Customs House Agent

Officer Customs Division (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.1.2 Process flow Steps: Compliance

Process flow illustrating the steps and relationships of the Compliance process:
Compliance 1. The Importer / Customs House Agent submit the hard copy of the
declaration with invoice, BL, Packing list, CCVR and other required permit
depending on the type of goods.
2. The Compliance officer receives document, verifies and validate the hard
copy of the declaration with the electronic copy in GCMS, crosscheck the
details of the supporting document (Invoice, BL & Packing list) with the
details on the declaration.
3. The Compliance officer also check the manifest information in order
to reconcile the consignee name, item description, weight, quantity,
Country of Origin, CPC, Regime code, FOB, Expiring date of the entry,
freight, insurance, detail of conveyance, exchange rate etc.
4. If satisfied okay:
a. The Compliance officer approves declaration for examination and
enters observation in the remark section of the GCMS.
b. The Compliance officer routes the declaration (BOE) on GCMS for
examination.
c. The GCMS automatically assigns an examination officer to the
entry and the name of the examination officer is written on the
hard copy of the entry.
d. For Gold Card, the Compliance officer approves declaration to the
preventive gate.
5. If not satisfied:
a. The Customs Compliance Officer queries or rejects the
declaration.
b. If queried, Agent is called to resolved discrepancy.
c. If rejected, the Agent resubmits another declaration.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.1.3 Process flow Diagram: Compliance

Process flow Diagram showing activities in the Compliance process for the Import Procedure:
Compliance
Self Declarant Importer/Customs House Agent Customs Complaince Officer GCMS
Start
Submits the hard copy of the declaration Receives the hard copy of the declaration
with invoice, BL, Packing list, CCVR and with invoice, BL, Packing list, CCVR and
other required permit depending on the other required permit depending on the
type of goods type of goods
Verifies and Validates the hard copy of

:Declaration the declaration with the electronic copy
in GCMS
:Commercial
Invoice
:Bill of lading/
Airway Bill Crosschecks the details of the supporting
document (Invoice, BL & Packing List) with
:Packing List the details on the declaration
:CCVR
Checks the manifest information in order to reconcite the consignee
name, item description, weight, quantity, Country of origin, CPC,
Regime code, FOB, Expirign date ot the entry, freight, insurance,
detail of conveyance exchange rate
Does it satisfactory?
No Yes
Queries or Rejects the Approves Declaration

declaration for examination
Does the Declaration Enters observation in the

Query? remark section of the GCMS
Yes No Assigns an Examination Officer to the entry and

Routes the declaration (BOE)
the name of the Examination Officer is written on
on GCMS for examination
the hard copy of the entry
Calls the Agent Agent resubmits

to resolve another Approves declaration to the
discrepancy Declaration preventive gate for Gold Card
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.2 Examination

4.7 - 1.7.2.1 Physical Examination
4.7 - 1.7.2.1.1 High Level Procedure: Physical Examination
High Level Procedure summary diagram illustrating the relationships of the Physical Examination
process:
Physical Examination
Freight Stations Self-Declarant Importer

Ground Handling Operators

Customs House Agent

(From Business Actors) GRA BNI
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.2.1.2 Process flow Steps: Physical examination

Process flow illustrating the steps and relationships of the Physical Examination process:
Physical Examination 1. The Customs House Agent submit hard copy of the declaration with all
the attached supporting documents invoice, BL, Packing list, CCVR and
other required permit depending on the type of goods to the Custom
Examination officer.
2. The Examination receives documents, verifies that the declaration
has been approved for examination and checks the remark of the
compliance officer for directives.
3. The Agent notifies Customs that the container has been positioned for
examination.
4. The Examination Officer goes to the field and conduct examination.
Examination can be conducted with BNI, Customs Planning and Policy,
RMIU Unit, Preventive/Enforcement unit and Examination unit.
5. The Examination officer examines the goods and crosschecks the details
of the Airway bill/BL with the physical consignment and ensures that
what is written on the declaration and manifest conforms to what was
physically brought in.
a. The Examination officer enters observation in the remark section
of the GCMS and the OIC Examination releases it on the system.
b. The Examination officer routes the examined declaration (BOE)
on GCMS to the preventive unit for release.
c. Endorses the hard copy of the entry and write the system
generated preventive officer /Enforcement unit officer that would
work on the declaration.
7. If not okay :
a. The Customs Examination Officer may query or raises an offence
report.
b. If an offence report is raised, the Importer submits a post entry
and makes payment.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.2.2 Process flow Diagram: Physical examination

Process flow Diagram showing activities in the Physical Examination process for the Import
Procedure:
Customs House Agent Examination Officer GCMS
Start
Submits the hard copy of the declaration

with attached all Supporting documents
invoice, BL, Packing List, CCVR and other
required permit depending on the type
of goods
:Declaration
Receives the documents
:Commercial
Invoice
:Bill of lading/
Airway Bill Verifies that the declaration has been
approved for examination
:Packing List
:CCVR
Checks the remark of the Compliance
Officer for directives
Notifies that the container has been

positioned for examination
Goes to the field and conducts examination with BNI, Customs

Planning and Policy, RMIU Unit, Preventive/Enforcement unit and
Examination Unit
Examines the goods
Crosschecks the details of the Airwaybill-BL with the physical

consignment and ensures that what is written on the declaration
and manifest conforms to what was physically brought in
No Yes
Queries or raises an Enters observation in the

Offence Report remark section of the GCMS
Does Offence Report Releases it on the system Releases declaration from the system
raised?
Yes No Routes the examined declaration

(BOE) on GCMS to the preventive
unit for release
Submits a post entry

Routes the examined declaration
Endorses the hard copy
(BOE) on GCMS to the preventive
of the entry
Issues Compliance Directive unit for release
Makes Payment
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.2.3 Examination (Non-Intrusive/Scanning)

4.7 - 1.7.2.3.1 High Level Procedure: Non-Intrusive/Scanning
High Level Procedure summary diagram illustrating the relationships of the Non-Intrusive/
Scanning process:
Non-Intrusive/Scanning
Ground Handling Operators Self-Declarant Importer

Customs House Agent

(From Business Actors) GRA Scanning Company
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.2.3.2 Process flow Steps: Non-Intrusive/Scanning

Process flow illustrating the steps and relationships of the Non-Intrusive/Scanning process:
Non-Intrusive/Scanning 1. The Scanning Company receives clearance documents submitted by the
Agent/self-declarant.
2. The Container/Pallet is position for scanning and is scanned.
3. If scanning report shows abnormal
a. The container/pallet is positioned for examination, the cargo is
partially unstuffed.
b. The Container/pallet is jointly examined by Customs, Scanning
Company,BNI ,NACOBS and National Security.
c. If examination result is okay:
I. At the seaport the declaration is approved and release in the
system to the preventive gate else it is detained.
II. At the Airport, the pallet is moved to the Airside for bulk
breaking.
4. If scanning reports shows normal
I. At the seaport the declaration is approved and release in the
system to the preventive gate
II. At the Airport, the pallet is moved to the Airside for bulk
breaking.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.2.4 Process flow Diagram: Non-Intrusive/Scanning

Process flow Diagram showing activities in the Non-Intrusive/Scanning process for the Import
Procedure:
Agent/Self-Delcarant Importer Scanning Company
Start
Submits Clearance documents Receives Clearance documents
Position Container/Pallet for scanning
Scans the Container/Pallet
Does the Scanning Report Shows normal?
No Yes
Position the container/pallet for examination
Carries out jointly Examination with

Customs, Scanning Comany, BNI, NACOBS
and National Security
Does the examination Result Ok?
Yes No
Detains the Cargo/Pallet
Approves Declaration at the Sea Port
Releases Declaration in the system to the

preventive gate
Moves the Pallet to Airside for bulk breaking

at the Airport
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.3 Preventive

4.7 - 1.7.3.1 High Level Procedure: Preventive
High Level Procedure summary diagram illustrating the relationships of the Preventive process:
Preventive
Freight Stations Self-Declarant Importer

Preventive
Customs House Agent

(From Business Actors) GRA
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.3.2 Process flow Steps: Preventive

Process flow illustrating the steps and relationships of the Preventive process:
Preventive 1. The Customs House Agent submit the endorsed hard copy of the
declaration and the attached supporting documents invoice, BL/Airway
bill, Packing list, CCVR and other required permit depending on the type
of goods to the Custom Preventive officer.
2. The Preventive Officer receives documents, verifies that the declaration
has been released from the system and checks all previous remarks
submitted on the entry for directives.
3. The preventive officer crosschecks all the details of all documents
received.
a. The preventive officer key in the vehicle no, details of the waybill
such as waybill no, date of issuance etc, enters observation
in the remark section of the GCMS and the OIC preventive/
enforcement unit issue final release in the system.
b. Endorses and stamps the hard copy of the entry and the waybill.
c. At the Airport, Customs enforcement officer are at the gate. They
check all the documents received the remark on the system,
sight the goods, finally release the consignment in the system to
ensure the right consignment is taken out.
1. If there is an issue
a. The Customs Examination Officer calls for a re-examination,
examination is conducted again and the observation is entered in
the system.
b. The entry is referred to the CCOB.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.7.3.3 Process flow Diagram: Preventive

Process flow Diagram showing activities in the Preventive process for the Import Procedure:
Preventive
Customs House Agent Customs Preventive Officer Customs Enforcement Officer
Start
Submits endorsed hard copy of the

declaration with attached Supporting
documents invoice, BL/Airway bill
bill/Waybill, Packing list, CCVR and other
required permit depending on the type
of goods
:Declaration
[Endorsed] Receives the documents
:Bill of lading/
Airway Bill
:CCVR Verifies that the declaration has been

released from the system
:Packing List
:Commercial Checks all previous remarks submitted

Invoice on the Entry for Directives
Crosschecks all the details of all

documents received
Sight the container/goods to

validate with the document
No Yes
Calls for a re-examination Key in the Vehicle No., detailsof the

waybill such as Waybill No., date of
issuance, etc. Enters observation in
the remark section of the GCMS
Conducts the
Examination again
Endorses and stamps the hard

copy of the Entry, Payment Receipt Checks all the documents received
Enters the Observation the remark on the system at the Airport
into system and the Waybill
Sights the goods

Refers the Entry to CCOD
Finally release the consignment in the system

to ensure the right consignment is taken out
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.8 Premises Examination

4.7 - 1.8.1 High Level Procedure: Premises Examination
High Level Procedure summary diagram illustrating the relationships of the Premises
Examination process:
Customs House Agent National Security

4.7 - 1.8.2 Process flow Steps: Premises Examination

Process flow illustrating the steps and relationships of the Premises Examination process:
Premises Examination 1. The Customs House Agent submits declaration with Invoice, BL, Packing
list and CCVR.
2. The Preventive officers join in performing examination of the container
at the importer premises.
3. If there is no issue with the container. The container is released on the
system.
4. If there is a problem, preventive officer will perform re-examination.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.8.2.1 Process flow Diagram: Premises Examination

Process flow Diagram showing activities in the Premises Examination process for the Import
Procedure:
Customs House Agent GRA Customs
Examination Officer Preventive Officer

Start
Submits Declaration with Invoice,

BL, Packing list and CCVR
:Declaration
[Endorsed]
:Bill of lading/
Airway Bill
:CCVR Receives the documents
:Packing List
:Commercial Invites to perform joint examination Receives examination invitation

Invoice
Performs joint examination with

Preventive Officer
Examines the Container at the

Importers Premises
Does National Security present?
Yes No
Breaks the Container Seal Container Seal cannot be broken
Is the any issues with

the Container?
No Yes
Releases the Enters the discrepancy

Container on details in the system
the system
Raises Customs
Finish Offence Report
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.9 Vehicle Registration and Clearance Process

4.7 - 1.9.1 Vehicle clearance
4.7 - 1.9.1.1 High Level Procedure: Vehicle Clearance
High Level Procedure summary diagram illustrating the relationships of the Vehicle Clearance
process:
Vehicle Clearance
Freight Stations Authorised Bank

Vehicle Clearance
Customs House Agent

Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.9.1.2 Process flow Steps: Vehicle Clearance

Process flow illustrating the steps and relationships of the Vehicle Clearance process:
Vehicle Clearance 1. The Customs House Agent submits declaration with the below invoice,
BL/Airway bill/ Land way bill, Packing list and CCVR.
2. Duty payment is made at the bank by the importer
3. The Customs House Agent presents the declaration at the Compliance
unit.
4. The Compliance officer verifies the declaration and reconcile with
manifest.
5. If satisfied, the compliance approves and release declaration for
examination.
6. The Physical examination officer examines the Vehicle and release the
declaration to the preventive gate if everything is okay
7. The AC in charge of Vehicle Park performs the final release of the Vehicle.
8. The Customs House Agent proceeds to the terminal to pay handling
charges to the terminal operator.
2016 Edition
Customs House Agent Sector Commander Laboratory Officer Chemist Scientific Officer Supervisor AC Laboratory
Start Liaises with all Relevant

Stakeholders (Preventive
department, National Verifies and breaks
Security, JPCU, GPHA, Container seals
Container terminal, Shipping
Line, etc) for the sampling
Before Submission Before Submission Receives Application to be carried out Conducts Sampling
MINISTRY OF FINANCE
of Declaration of Declaration Receives Sample Label with a Sample Advice as appropriate Receives the
(Form No. 13) indicating the nature of test required Laboratory
GOVERNMENT OF GHANA
Receive Remarks
Grants the permission Analysis
Applies for Presents submitted Reseals the Container and Reports
permission to open declaration with all Opens Declaration, Reviews all necessary takes note of Seal Number
container for necessary input tabs/fields, and documentations before physically Does the overall
sampling, prior to documents required examining the consignment against the entered review of the
description of the goods and HS code Oversees the Report and Remarks
passing of Labels Sample approriately Laboratory
declaration with Sample Label Analysis
(Form No.200)
Conducts Examination at the same time Issues either a Letter or Memo or
:Declaration with all Relevant Agencies Report to the Sector Commander/
:Declaration
[Submitted] Reviews the OIC of the station from which the
Labels Sample approriately Analytical samples were submitted
Forwards Samples drawn from the with Sample Label Report
consignment to the Customs laboratory (Form No.200)
for analysis if required
Forward Sample Label with a Writes Remarks

If Letter of Sends a
Sample Advice (Form No. 13) Destruction Report/Memo to
Assigns Serial Number to the Samples indicating the nature of is issued the person who
test required made request
Analayses the Sample as per the Request on Advise

Receives Submitted
Declaration with all necessary
Sends the Laboratory Analysis Report input documents required

:Report [Lab Analysis Report]
4.7 - 1.9.1.3 Process flow Diagram: Vehicle Clearance
Receive the Memo Directives
Supervises the safe disposal of the goods

togetherwith relevant stakeholders
Issues a Destruction Certificate
:Destruction Certificate
Finish
Process flow Diagram showing activities in the Vehicle Clearance process for the Import Procedure:
Page 282 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.9.2 Vehicle DVLA

4.7 - 1.9.2.1 High Level Procedure: Vehicle DVLA
High Level Procedure summary diagram illustrating the relationships of the Vehicle DVLA
process:
Vehicle DVLA
Self-Declarant Importer DVLA

Vehicle DVLA
Customs House Agent

Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.9.2.2 Process flow Steps: Vehicle DVLA

Process flow illustrating the steps and relationships of the Vehicle DVLA process:
Vehicle DVLA 1. The Customs House Agent submits declaration in order to obtain
registration for the vehicle.
2. The Customs officer verify the declaration in the GCMS to confirm that
the required taxes and duty have been duly paid
3. Customs endorse the physical copy of the declaration and release
Vehicle for DVLA registration.
4. The DVLA registers the Vehicle and writes the registration number at the
back of the hard copy of the declaration.
5. The Agent provides the necessary information about the registration as
feedback to Customs.
6. Customs enter the information into GCMS
4.7 - 1.9.2.3 Process flow Diagram: Vehicle DVLA

Process flow Diagram showing activities in the Vehicle DVLA process for the Import Procedure:
Vehicle DVLA
Customs House Agent GRA Customs Officer DVLA
Start
Submits Declaration in order to

obtain registration for the vehicle
:Declaration Receives the declaration
Verifies the declaration in the GMCS

to confirm that the required taxes and
duty have been duty paid
Endorses the physical copy of the

Declaration
Releases Vehicle for DVLA registration Registers the Vehicle
Provides the necessary information Writes the Registration Number at the

about the Registration as feedback back of the hard copy of the Declaration
Receives all the necessary information

about the registration as feedback
Enters Vehicles Registration

information into GMCS
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.9.3 Temporary Vehicle Importation

4.7 - 1.9.3.1 High Level Procedure: Temporary Vehicle Importation
High Level Procedure summary diagram illustrating the relationships of the Temporary Vehicle
Importation process:
Temporary Vehicle Importation

GRA
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.9.3.2 Process flow Steps: Temporary Vehicle Importation

Process flow illustrating the steps and relationships of the Temporary Vehicle Importation
process:
Temporary Vehicle Importation 1. Customs examine the vehicle upon arrival at the land border
2. Customs officer issue a checklist
3. The vehicle information is capture in the GCMS
4. The applicant is advised to make payment in the bank
5. The applicant submit the payment receipt for issuance of the TVI
(declaration)
6. The TVI is printed
7. Preventive officer capture the vehicle information into vehicle register
8. The declaration is released at the last gate by preventive officer
4.7 - 1.9.3.3 Process flow Diagram: Temporary Vehicle Importation

Process flow Diagram showing activities in the Temporary Vehicle Importation process for the
Import Procedure:
GRA Customs Division Importer Authorized Dealer Bank
Customs Officer Preventive Officer
Start
Examines the vehicle upon Receives Payment Advice

arrival at the land border
Issues a checklist Makes Payment Receives Payment
Captures vehicle information Issues Payment Receipt

into the GCMS
Submits the Payment Receipt for

:Payment Receipt
Advises Importer make Payment issuance of the TVI (Declaration)
Receives the Payment Receipt for

issuance of the TVI (Declaration)
:Payment Receipt Captures the vehicle information

into vehicle register
Releases Declaration at
the last gate
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.10 Bond

4.7 - 1.10.1 High Level Procedure: Bond
High Level Procedure summary diagram illustrating the relationships of the Bond process:
Bond
Importer Warehouse Operator

Bond
GRA
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.10.2 Process flow Steps: Bond

Process flow illustrating the steps and relationships of the Bond process:
Bond 1. Application is submitted to the Sector Commander
2. The Sector Commander refer the process to Warehouse seat
3. If Warehouse seat satisfy with the application, it is then forwarded to
Bond Seat.
4.7 - 1.10.3 Process flow Diagram: Bond

Process flow Diagram showing activities in the Bond process for the Import Procedure:
Bond
Importer Sector Commander Warehouse Seat
Start
Submits Application for Bond
:Application Letter Receives Application for bond
Refers the Application Process Receives the Application
Does the Application satisfactory?
No Yes
Rejects the Application Forwards the Application

to Bond Seat
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.11 Parcel Post

4.7 - 1.11.1 High Level Procedure: Parcel Post
High Level Procedure summary diagram illustrating the relationships of the Parcel Post process:
Parcel Post
Importer Ghana Post

Parcel Post
GRA
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.11.2 Process flow Steps: Parcel Post

Process flow illustrating the steps and relationships of the Parcel Post process:
Parcel Post 1. The importer/owner comes to the Ghana Post with the delivery notice in
order to claim his parcel
2. Ghana Post bring the parcel to the Customs counter for assessment of
duty and taxes
3. Custom officer assess the parcel
4. Importer/owner pay the appropriate duty and taxes
5. Custom release the parcel to the owner after confirmation of the duty
paid
4.7 - 1.11.2.1 Process flow Diagram: Parcel Post

Process flow Diagram showing activities in the Parcel Post process for the Import Procedure:
Parcel Post
Importer Ghana Post GRA Customs Officer Authorized Dealer Bank
Start
Takes Delivery Notice in order

to claim his parcel
:Delivery Note Collects Delivery Note
Sends the parcel for assessment Receives the parcel for assessment
of duty and taxes of duty and taxes
Pays the appropriate duty

Assesses the Parcel
and taxes
Receives the appropriate

tax and duty payment
Relases the Parcel Issues Payment Slip
:Payment Slip
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.12 Courier Seat

4.7 - 1.12.1 High Level Procedure: Courier Seat
High Level Procedure summary diagram illustrating the relationships of the Courier Seat process:
Courier Seat

Courier Seat
GRA Courier Company

Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.12.2 Process flow Steps: Courier Seat

Process flow illustrating the steps and relationships of the Courier Seat process:
Courier Seat 1. Courier bag come through the normal flight but DHL has their own flight
2. One master airway bill normally cover the Courier bag
3. Courier bag is broken into individual house bill by the Courier company
4. The parcel are categorise into:
Letter, document and small parcel
Items between $50 to $3000
Items above $3000 are processed through normal clearance process
i.e. obtain IDF and CCVR.
5. The Courier company manifest the house bill
6. The Examination officer examines the parcel.
7. Examination officer prepare the landing account
8. The landing account is submitted to Valuation officer for assessment of
duty and taxes
9. The agent pay the require duty and taxes at the bank
10. The agent present to Custom the duty payment receipt
11. The detail of the payment is recorded in a register
12. The parcel is released to the agent
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.12.2.1 Process flow Diagram: Courier Seat

Process flow Diagram showing activities in the Courier Seat process for the Import Procedure:
Courier Seat
Courier Company GRA Customs Division Importer Authorized Dealer Bank

Examination Officer Valuation Officer
Start
Courier bag comes Examines the Parcel

through the normal flight
Prepares the Landing account

One master airway bill
normally cover the Courier bag
Submits the Landing account Receuves the Landing account

Breaks Courier bag into
individual house bill
Assesses the tax and duty Pays the required duty and taxes Receives required duty
and taxes payment
Categorise the Parcel
Issues Payment Slip
Manifest the house bill
Presents Duty Payment Receipt :Payment Slip
Receives Duty Payment Receipt :Payment Slip

[Duty Payment]
Records details of the payment
Releases the Parcel
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.13 Head load

4.7 - 1.13.1 High Level Procedure: Head load
High Level Procedure summary diagram illustrating the relationships of the Head load process:
Head Load

Head Load
GRA Partnered Government

Customs Division Agency
GRA Ghana Customs

Management System
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.13.2 Process flow Steps: Head Load

Process flow illustrating the steps and relationships of the Head Load process:
Head load 1. The importer brings his good to the baggage area at the frontier
2. Customs examination officer examine the baggage and prepare the
landing account
3. The process is refer to the Valuation officer
4. The Valuation officer use the valuation database to determine the unit
FOB of the line items, Freight and Insurance of the transaction.
5. The Customs Data officer capture the information of the assessment into
GCMS
6. The importer pay the duty at the bank
7. If it is a restricted goods, the importer obtain the required permit from
Partnered Government Agency
8. Customs account section confirm the payment and endorse the
declaration
9. The Chief Collector at the baggage release the declaration to the
preventive officer at the gate
10. The preventive endorsed and release the declaration
Head Load
2016 Edition
Importer GRA Customs Division Authorized Dealer Bank
Examination Officer Valuation Officer Data Officer Account Officer/Chief Collector Preventive Officer
Start
Brings his good to the

Examines the baggage
baggage area at the frontier
MINISTRY OF FINANCE
Prepares the landing account

GOVERNMENT OF GHANA
Uses the valuation database

to determine the unit FBO of Captures the information of the

Refers the process
the line items, Freight and assessment into GCMS
Insurance of the transaction
Does the goods restricted?
No Yes
Obtain the required

Pays the duty permit from Partnered
Government Agency
4.7 - 1.13.3 Process flow Diagram: Head Load
Receives Duty Payment

Confirms the payment :Payment Receipt
Endorses the declaration
Releases the declaration Endorses the declaration
Releases the declaration
Finish
Process flow Diagram showing activities in the Head Load process for the Import Procedure:
Page 296 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.14 Normal Cargo Process at Frontier

4.7 - 1.14.1 High Level Procedure: Normal Cargo Process at Frontier
High Level Procedure summary diagram illustrating the relationships of the Normal Cargo
Process at Frontier process:

GRA Partnered Government

Customs Division Agency
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 1.14.2 Process flow Diagram: Normal Cargo Process at Frontier

Process flow illustrating the steps and relationships of the Normal Cargo Process at Frontier
process:
Normal Cargo Process at Frontier 1. Upon arrival of the goods at the border the importer/agent obtain and
complete form C68 which serve as the manifest and sometimes BL for
the declaration
2. The Customs House Agent submit declaration with invoice, form C68,
Packing list, CCVR and other required permit depending on the type of
goods on behalf of importer
3. The importer/agent pay the duty at the bank
4. The Compliance officer validate the hard copy of the declaration with
electronic copy in GCMS
5. The Compliance officer check the supporting document (Invoice, BL &
Packing list)
6. The Compliance office provide his comment in the remark section of the
GCMS
7. The Compliance officer release the declaration.
8. The GCMS automatic assign the application to Physical examination
officer
9. The Examination officer process the declaration by either perform
physical inspection or scan the goods through the fixed scanner
10. The result of the examination is captured and the Examination officer
release the declaration in the system
11. The declaration is return to Chief Collector Long Room
12. The Chief Collector Long Room validate and refer the declaration to
Chief Collector (Operations)
13. The Chief Collector Operations validate and refer the declaration to Chief
Collector Preventive
14. The Chief Collector Preventive validate and refer the declaration to
Preventive officers at the gate
15. The goods is finally released to the importer
2016 Edition
Customs House Agent GRA Customs Division Authorized Dealer Bank
Compliance Officer GMCS Examination Officer Chief Collector Long Room/Preventive Officer
Start
Import Procedure:
Obtains and completes form C68

which serve as the manifest and Receives the documents
sometimes BL for the declaration
MINISTRY OF FINANCE
GOVERNMENT OF GHANA
:Form C68 [Filled]

Submit Declaration with invoice,

Form C68, Packing list, CCVR and
other required permit depending
on the type of goods on behalf of
importer
:Declaration
:Form C68
:CCVR
:Commercial Invoice
:Packing List
Pays the duty

Receives Duty
Payment

Validates the hard copy of the
Issues Payment
declaration with electronic copy in GCMS
Receipt
Processes the Declaration by either Chief Collector Outdoor validates and refers
Checks the supporting documents Assigns the application to Physical :Payment Receipt
perform physical inspection or scan the the declaration to Chief Collector Preventive
(Invoice, BL & Packing List) examination officer
goods through the fixed scanner
4.7 - 1.14.3 Process flow Diagram: Normal Cargo Process at Frontier
Chief Collector Preventive validates and

Provides his comment in the Captures result of the examination refers the declaration to Preventive officers
remark section of the GCMS
Releases the Declaration Releases the goods to the Importer
Releases the Declaration
Finish
Process flow Diagram showing activities in the Normal Cargo Process at Frontier process for the
Page 299 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.7 - 2.1 Direct Export
4.7 - 2.1.1 High Level Procedure: Direct Export
High Level Procedure summary diagram illustrating the relationships of the Direct Export
process:
Direct Export
Customs House Agent NACOB

(From Business Actors) Direct Export (from Business Actors)
Ghana Standard Authority National Security

Scanning Company
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 2.1.2 Process flow Steps: Direct Export

Process flow illustrating the steps and relationships of the Direct Export process:
Direct Export 1. The Exporter apply to the Sector Commander
2. The Sector Commander upon approval refers the application to the
Export seat.
3. The Export seat vet the application including the supporting documents
and assign the Examination officer that will supervise the loading of the
goods into Container
4. The Examination officer supervise the loading of the goods into the
container and ensure the container is seal
5. The Exporter submit his declaration to Customs
6. The declaration is processed at Compliance
7. The Compliance officer assign the declaration to the Examination officer
8. The Examination officer perform external verification of the container
9. Some goods like Food, Fish, Wood and Wood products will go through
scan
10. If there is no discrepancy the Examination officer release the declaration
in the system
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 2.1.3 Process flow Diagram: Direct Export

Process flow Diagram showing activities in the Direct Export process for the Export Procedure:
Direct Export
Exporter GRA Customs Division
Sector Commander Exporter Seat Examination Officer Compliance Officer
Start
Applies for Direct Export Receives the Application Receives the Application
Refers the Application Vets the Application

:Application
upon approval including the Supporting
Supervises the loading of
Documents
the goods into the container
Assign the Examination

Officer that will supervise Ensures the Container
the loading of the goods is sealed
into Container
Submits Declaration
:Declaration Receives the Declaration
Proccess the Declaration
Assigns the Declaration to

the Examination Officer
Performs external
verification of the container
Scans if the goods if Food,

Fish, Wood and Wood products
Is there any discrepancy?
Yes No
Issues Releases the

Compliance Declaration in
Directive the system
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 2.2 Parcel Post

4.7 - 2.2.1 High Level Procedure: Parcel Post
High Level Procedure summary diagram illustrating the relationships of the Parcel Post process:
Parcel Post
Ghana Post Scanning Company

(from Business Actors) Parcel Post (From Business Actors)
GRA
Customs Division
4.7 - 2.2.2 Process Flow Steps: Parcel Post

Process flow illustrating the steps and relationships of the Parcel Post process:
Parcel Post 1. The Sender comes in with the parcel
2. The parcel is physically examined
3. The parcel pass through the scanning machine
4. The parcel is sealed and hand over to Ghana Post
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 2.2.3 Process flow Diagram: Parcel Post

Process flow Diagram Showing activities in the Parcel Post process for the Export Procedure:
Parcel Post
Exporter GRA Customs Scanning Company Ghana Post
Start
Go with the Parcel Receives the Parcel
Examines the Parcel physically Passes through the

Scanning Machine
Seals the Parcel
Transfers the Parcel Receives the Parcel
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 3 TRANSIT HIGH LEVEL PROCEDURE

4.7 - 3.1 Application for Transit Clearance
4.7 - 3.1.1 High Level Procedure: Application for Transit Clearance
High Level Procedure summary diagram illustrating the relationships of the Application for
Transit Clearance process:
Shipping Line Agent National Security

Application for
Transit Clearance
GCNET Customs House Agent

GRA (From Business Actors)
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 3.1.2 Process flow Steps: Application for Transit Clearance

Process flow illustrating the steps and relationships of the Application for Transit Clearance
process:
Application for Transit Clearance 1. Examination is conducted at the various terminal
2. Declaration is submitted
3. The goods are broken down into sub consignment and are loaded into
various trucks
4. At the transit yard Customs refer to the service provider to install Tracker,
Seal, Sticker for the vehicle in transit
5. Customs preventive verify the tracker, seal and sticker and endorsed the
hard copy of the declaration
6. The O/C in charge of the Transit yard verify the documents and endorse
the hard copy and assign the officer who will perform the routing
7. There are intervention point along the way, at each of this point, the
Customs officer make an input in the system to update and confirm the
status of the transaction
8. At destination the officer verify and input in the system for exit
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 3.1.3 Process flow Diagram: Application for Transit Clearance

Process flow Diagram Showing activities in the Application for Transit Clearance process for the
Transit Procedure:
Customs House Agent GRA Customs Division Insurance Company Transit Yard: OC
Examination Officer Preventive Officer Data Officer
Start
Submits a Declaration
with all relevant
documents attached
:Declaration
:Supporting
Documents
Sends a copy of
Declaration
:Declaration
Receives a copy of Declaration
[copy]
Conducts Goods Examination
Releases the goods
Escorts to the transit terminal Breaks Goods into

sub consignment
Supervises installation of Customs refer to the

the tracker, seal and attach Service provider to
the insurance sticker provider tracker for
the vehicle in transit
Endorse the hard copy of

the Declaration
Verifies the documents

:Declaration[endorsed] and endorses the hard
copy
Assigns the officer

who will perform the
enrooting
Sight the gate pass before Captures the detail of

allowing the Consignment sub consignment and
to leave the transit yard printed for the driver
Enters each intervention

point in the system to
update and confirm the
status of the transaction
At Exiting point, examines

the seal and input in the
system for exit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 3.2 Transit Cargo Registration

4.7 - 3.2.1 High Level Procedure: Transit Cargo Registration
High Level Procedure summary diagram illustrating the relationships of the Transit Cargo
Ghana Customs DVLA

Management System (from Business Actors)
(from Business Actors) Transit Cargo Registration
GCNET GRA
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 3.2.2 Process flow Steps: Transit Cargo Registration

Process flow illustrating the steps and relationships of the Transit Cargo Registration process:
Transit Cargo Registration 1. The applicant present the international driver licence to Customs Policy,
Monitoring and Program unit (PMP)
2. Customs capture the following information in the system
Truck Owners name
Vehicle number
Telephone
Address
3. Customs register the truck in GCMS
4.7 - 3.2.3 Process flow Diagram: Transit Cargo Registration

Process flow Diagram Showing activities in the Transit Cargo Registration process for the Transit
Procedure:
Applicant Customs Policy and Program Unit (P&P) GCMS
Start
Present the International Driver License
Captures the drivers information in to the system

:International Driver License (i.e Truck Owners name, Vehicle Number,
Telephone and an address)
Registers the truck Does the Application satisfactory?
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 3.3 Transhipment Clearance

4.7 - 3.3.1 High Level Procedure: Transhipment Clearance
High Level Procedure summary diagram illustrating the relationships of the Transhipment
Clearance process:
Transhipment Clearance
Warehouse Operator
GRA Customs House Agent

Customs Division
4.7 - 3.3.2 Process flow Steps: Transhipment Clearance

Process flow illustrating the steps and relationships of the Transhipment Clearance process:
Transhipment Clearance 1. From the bonded warehouse
2. Custom perform external verification to confirm the seal and container
number
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 3.3.3 Process flow Diagram: Transhipment Clearance

Process flow Diagram Showing activities in the Transhipment Clearance process for the Transit
Procedure:
Bonded Warehouse GRA Customs
Start
Stores Goods Performs external verification to confirm the seal and container number
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4 WAREHOUSE HIGH LEVEL PROCEDURE

4.7 - 4.1 Bonded Warehouse Registration
4.7 - 4.1.1 High Level Procedure: Bonded Warehouse Registration
High Level Procedure summary diagram illustrating the relationships of the Bonded Warehouse
Warehouse Operator Authorised Bank

Sector Commander GRA Assistan Commissioner

Customs Division (From Business Actors)
Resident Officer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.1.2 Process flow Steps: Bonded Warehouse Registration

Process flow illustrating the steps and relationships of the Bonded Warehouse Registration
process:
Bonded Warehouse Registration 1. The Warehouse Operator submits an application letter to the Assistant
commissioner Accra/Sector Commander of the port area where the
warehouse is located requesting to register a warehouse and attaches
the completely filled form C66.
2. The Sector Commander referred the application to the Warehouse seat.
3. Customs receives the application and issues a checklist of what is
required to the warehouse operator
4. The officer in charge of Warehouse verifies if the application meets the
requirement and if it does opens a file for the warehouse operator.
5. A Resident officer is assigned to carry out survey of the warehouse
6. The Resident officer submit his survey report which include: The number
of doors, Warehouse structure and basic requirement etc) and also
recommend the value of removal bond to be executed
7. If all condition is satisfactory met, the application is forwarded to the AC
Customs HQ for final approval
8. The AC writes to the applicant stating the status of the application. If
approved, the applicant is advised to submit bond execution and pay
licensing fee else a compliance directive.
9. The applicant pays the licensing fee
10. The detail of the warehouse is captured in the GCMS and a warehouse
license number is serially generated.
11. The Warehouse operator is issued a licence to operate and a Resident
officer is assigned to the Warehouse.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.1.3 Process flow Diagram: Bonded Warehouse Registration

Process flow Diagram Showing activities in the Bonded Warehouse Registration process for the
Import Procedure:
Assistant Comissioner/
Warehouse Operator Sector Commander Warehouse Seat Resident Officer AC Customs HQ Authorized Dealer Bank GMCS
Start
Submits an Application
Letter requesting to
register a warehouse
with attached the
Receives the
completely filled form C66
Application
:Application Letter Refers the Application
:Form C66 [Filled] Receives the Application
Receives the checklist Issues a checklist of

of what is required what is required
Verifies if the
application meets
the requirement
Does it satisfactory?
No Yes
Rejects the Opens a

Application file for the
Warehouse
Operator
Assigns Resident
officer to carry out
Carries out the survey
survey of the
warehouse
Submit Survey report
and also recommend
the value of removal
bond to be executed
Receives the Receives
:Report Application Licensing Fee
Receives the Survey
Report [Survey Report]
Writes to the Issues Payment Slip
Applicant stating
Does the report
the status of
satisfactory?
the application :Payment Slip Captures
Warehouse details
No Yes Does the Application
approved?
Generates Warehouse
License number serially
Rejects the Forwards
Application the Yes No
Application Issues License to
for final operate
approval Advises Issues
Applicant Compliance
to submit Directive :License
:Application bond [Warehouse License]
Receives Advice to submit
bond execution and pay execution
licensing fee and pay
Licensing Assigns Resident
fee Officer to Warehouse
Makes Payment
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.2 Warehousing of Imported goods

4.7 - 4.2.1 High Level Procedure: Warehousing of Imported goods
High Level Procedure summary diagram illustrating the relationships of the Warehousing of
Imported goods process:
Warehousing of Imported Goods
Warehouse Operator Warehouse Owner

Warehousing of
Imported Goods
Customs House Agent

GRA (From Business Actors)
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.2.2 Process flow Steps: Warehousing of Imported goods

Process flow illustrating the steps and relationships of the Warehousing of Imported goods
process:
Warehousing of Imported 1. The warehouse operator applies in writing to Customs Assistant
goods Commissioner/Sector Commander to warehouse his goods.
2. The Sector Commander approves the request
3. The Customs House Agent submits declaration (BOE) in the GCMS and
uploads all supporting document.
4. The Agent prints declaration and attaches all supporting document and
submit it to the compliance officer.
5. The Compliance officer conducts document verification
6. If satisfied, The Compliance officer inserts remark and approves the
declaration for examination.
7. The declaration is automatically assigned to the Examination officer.
8. The Agent takes the verified declaration and attaches all supporting
document and submit it to the Examination officer.
9. The examination officer conducts inspection and if satisfied, approves
the declaration for release at the preventive gate. Enters observation in
the remark section of the GCMS.
10. The preventive unit gate out the goods in the GCMS
11. The Agent obtains and submits a bond that can cover the value of the
goods.
12. Customs notify the port to release the goods.
13. Goods is transported from the port to the warehouse
14. The Resident officers at the warehouse receive the goods and examine
the goods to make sure the goods is as declared and gate in the
declaration.
15. The Resident officer insert a remark in the CGMS
16. The certificate of warehouse accompany the declaration is endorsed by
the Resident officer.
17. A copy of the certificate is returned to the port to confirm the receipt of
the goods.
Warehousing of Imported Goods
2016 Edition
Customs Assistant Warehouse:
Warehouse Operator Commissioner/Sector Commander
Customs House Agent GCMS Compliance Officer Examination Officer Preventive Officer Port Authority
Resident Officer
Start
Applies in writing to Submits Declaration (BOE)

warehouse his goods
MINISTRY OF FINANCE
:Declaration [BOE] Receives the Declaration

Warehouse Procedure:
:Application Letter Receives the Application

GOVERNMENT OF GHANA
Uploads all Supporting

Documents Receives the documents

Approves the Request
:Supporting Saves the Supporting Conducts Inspection

Documents Documents
Conducts Inspection
Prints Declaration Does it Satisfactory?

:Declaration [Printed] Yes No

Yes No
Receives the goods
Inserts Rejects the
:Declaration
remark Application Approves the Rejects the Examines the goods to
:Supporting Declaration for Application make sure the goods is
Documents release at the
Approves the as declared and gate in
preventive the declaration
Declaration for gate
Submits Verified examination
declaration and all Receives the Goods Inserts a remark in
Supporting documents Enters
Assigns to the Release Notification the GCMS
observation in
Examination the remark Gets out the goods
Officer section of the
:Declaration Transports Goods Endorses the Certificate

GCMS to Warehouse of Warehouse
:Supporting
Documents
:Warehouse Certificate
Releases the goods [Endorsed]
in the system
Obtains and Submits a
bond that can cover the Return a copy of the
value of the goods Receives a copy of the Endorsed Warehouse
4.7 - 4.2.3 Process flow Diagram: Warehousing of Imported goods
Endorsed Warehouse Certificate to confirm

Receives the bonds that Certificate the receipt of the goods
covers the value of goods
:Warehouse Certificate
Notifies the Port to [Endorsed Copy]
release the goods
Finish
Process flow Diagram Showing activities in the Warehousing of Imported goods process for the
Page 317 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.3 Ex-Warehousing Process

4.7 - 4.3.1 High Level Procedure: Ex-Warehousing of Goods
High Level Procedure summary diagram illustrating the relationships of the Ex-Warehousing of
Goods process:
Warehouse Operator Authorised Bank

Compliance Officer GRA Customs House Agent

Customs Division (From Business Actors)
Resident Officer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.3.2 Process flow Steps: Ex-Warehousing of Goods

Process flow illustrating the steps and relationships of the Ex-Warehousing of Goods:
Ex-warehousing of Goods 1. The Agent submits the declaration and attaches supporting document
with appropriate CPC code.
2. The Agent/Importer makes payment of appropriate duty and taxes at
the Bank.
3. The Agent submits the hard copy of the declaration and attaches
supporting document to the Compliance officer.
4. The compliance officer vets document and if satisfied enter remark
in the system. The system assigns a resident officer, the compliance
officer writes the name of the resident officer on the hard copy of the
declaration and gives it to the Agent
5. The Agent submits document to the Resident officer
6. Resident vets document and checks the good in the warehouse.
7. If satisfied, the resident Officer releases the good
Endorses the declaration and stamps it
Releases the goods and enter remark in the GCMS.
The transaction is also recorded in the warehouse register.
8. Else a compliant directive is given.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.3.3 Process flow Diagram: Ex-Warehousing of Goods

Process flow Diagram Showing activities in the Ex-Warehousing of Goods process for the
Customs House Agent GCMS Authorized Dealer Bank GRA Customs Division
Compliance Officer Resident Officer
Start
Courier bag comes

through the normal flight
:Declaration
:Supporting Receives the Declaration

Documents
Receives Payment of
appropriate duty and taxes
Makes Payment of
appropriate duty and taxes
Issues Payment Receipt Receives the documents Receives the documents
Submits the hard copy of the

Declaration and attaches :Payment Slip Vets the documents Vets the documents
Supporting documents
Does it Satisfactory? Checks the goods in the

Warehouse
:Declaration
:Supporting Yes No
Documents Does it satisfactory?
Assigns Resident Enters remark Rejects the

Officer in the system Application Yes No
Endorses the Rejects the

Declaration and Application
Writes the name of the Resident stamps it
Officer on the hard copy of the
Declaration and give it to Agent
:Declaration
[Endorsed & Stamped]
Submits the hard copy of the
Declaration and attaches
Supporting documents
Releases the goods
Submit the documents Enters remark

in the GCMS
Records Transaction into

Warehouse Register
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.4 Re-export from the Warehouse

4.7 - 4.4.1 High Level Procedure: Re-export from the Warehouse
High Level Procedure summary diagram illustrating the relationships of the Re-export from the
Warehouse process:
Customs House Agent Exporter

Re-export from
the Warehouse
Authorised Bank
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.4.2 Process flow Diagram: Re-export from the Warehouse

Process flow illustrating the steps and relationships of the Re-export from the Warehouse
process:
Re-export from the Warehouse 1. The warehouse operator applies to the AC/Sector Commander to Export.
2. The Agent submits declaration with appropriate CPC code.
3. The Resident officer raise a landing account
4. The Warehouse operator raises a bond to the equivalent of the duty.
5. The document is submitted to the AC for approval
6. If approval is granted by the AC, The application is refer to the bond seat
for confirmation of the bond.
7. The declaration is routed to the Compliance unit. The compliance officer
verifies declaration and the supporting documents (Invoice, Payment
receipt etc)
8. If satisfactory, the process is approved by the Compliance officer and the
system assigns a resident Officer.
9. The Warehouse operator submits document to the Warehouse Resident
officer
10. The Resident officer vets document and if satisfied releases the goods for
Re-export and record the transaction in the Warehouse register.
11. The Resident officer escorts the good to the point of exit.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.4.3 Process flow Diagram: Re-export from the Warehouse

Process flow Diagram Showing activities in the Re-export from the Warehouse process for the
Exporter GCMS GRA Customs Division

AC/Sector Commander Bond Seat Compliance Officer Warehouse Resident Officer
Start
Submits a Declaration
with all relevant
documents attached
:Application Receives the Application
Submits Declaration
with appropriate
CPC code
Receives the documents Receives the

:Declaration Receives Declaration
for approval Application for Receives the Declaration
Bond Confirmation
Raises a Landing
account Does document Verifies Declaration and the
approve? Routes the Declaration Supporting documents
(Invoice, Payment Receipt, etc)
Raises a bond to
the equivalent of
No Yes
the duty Does it Satisfactory?
Submits the
document for Rejects the Refers the Yes No
Approval Application Application
Approves the Rejects the

Declaration Application
Assigns a Resident
Submits document
Officer
Receives the document
Vets document
Yes No
Releases the Issues

goods for Compliance
Re-export Directive
Records the
transaction in
the Warehouse
Register
Escorts the
goods to the
Point of Exit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.5 State Warehouse

4.7 - 4.5.1 High Level Procedure: State Warehouse
High Level Procedure summary diagram illustrating the relationships of the State Warehouse
process:
State Warehouse
Resident Officer Customs House Agent

State Warehouse (from Business Actors)
4.7 - 4.5.2 Process flow Steps: State Warehouse

Process flow illustrating the steps and relationships of the State Warehouse process:
State Warehouse 1. All detained goods are move to the state warehouse
2. The goods are received by the Resident officer and capture into state
warehouse receipt.
3. The receipt is in duplicate (double sided), a copy is giving to the detainee
officer.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.5.3 Process flow Diagram: State Warehouse

Process flow Diagram Showing activities in the State Warehouse process for the Warehouse
Procedure:
State Warehouse
Customs House Agent Resident Officer Detainee Officer
Start
Moves all detained goods

Receives the goods
to the State Warehouse
Captures into State

Warehouse Receipt
:State Warehouse Receipt
Duplicates the Receipt
Sends a copy of Receipt Receives a copy of the Receipt
:State Warehouse Receipt [copy]
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.6 Auction

4.7 - 4.6.1 High Level Procedure: Auction
High Level Procedure summary diagram illustrating the relationships of the Auction process:
Auction
Customs House Agent National Security

Auction
Food and Drugs

Authority Port Health Authority
Environmental NACOB Press

Protection Agency (from Business Actors) (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 4.6.2 Process flow Steps: Auction

Process flow illustrating the steps and relationships of the Auction process:
Auction 1. The UCL submitted to Customs
2. The State warehouse profile the status of the goods in order to
understand the factors responsible for abandonment of the goods
3. Customs submit the UCL for publication in gazette
4. After 14 days if the agent does not come forward to clear the
consignment
5. Examination is conducted by the state warehouse officer
6. A sample is submitted for Customs laboratory in case of food item
7. Customs assess the value of the goods
8. The goods is published in the mart 3 times with reduction of 30%
4.7 - 4.6.3 Process flow Diagram: Auction

Process flow Diagram Showing activities in the Auction process for the Warehouse Procedure:
Auction
Customs House Agent GRA Customs State Warehouse Officer Customs Laboratory
Start
Submits Un-Cleared Cargo List (UCL)
Profiles the status of the goods in

order to understand the factors
:Un-cleared Cargo List Receives Un-cleared Cargo List
responsible for abandonment of
the goods
Submits the UCL for

publication in gazette
Conducts Examination if after 14
days if the agent does not come
forward to clear the consignment
Is it a Sample Food?
No Yes
Assesses the value of the goods
Submits Food
Publishes the goods in the Mart 3 Receives Food Sample
Sample
times with reduction of 30%
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 5 FREE ZONE HIGH LEVEL PROCEDURE

4.7 - 5.1 Registration of a Free Zone
4.7 - 5.1.1 High Level Procedure: Registration of a Free Zone
High Level Procedure summary diagram illustrating the relationships of the Registration of a Free
Zone process:
Agent Registration Ghana Free Zone Board

of a Free Zone
GRA
Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 5.1.2 Process flow Steps: Registration of a Free Zone

Process flow illustrating the steps and relationships of the Registration of a Free Zone process:
Registration of a Free zone 1. Ghana Free Zone Board notify Customs of a new free zone approved and
registered by them
2. Customs give approval to the applicant for authorization to import
3. A Resident officer is assigned to the Free zone by Customs
4.7 - 5.1.3 Process flow Diagram: Registration of a Free Zone

Process flow Diagram Showing activities in the Registration of a Free Zone process for the Free
Zone Procedure:
Ghana Free Zone Board GRA Customs
Start
Notifies Customs of a new free Receives new free zone

zone approved Approval Notification
Registers the Free Trade Zone
Receives approval for

Issues approval for authorization to import
authorization to import
Assigns Resident Officer to Free Trade Zone
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 5.2 Export of Goods from Free Zone

4.7 - 5.2.1 High Level Procedure: Export of Goods from Free Zone
High Level Procedure summary diagram illustrating the relationships of the Export of Goods from
Free Zone:
Export of Goods from Free Trade Zone
GRA Ghana Free Zone Board

Export of Goods
(from Business Actors) from Free Zone
Customs House Agent Free Zone Operator

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 5.2.2 Process flow Steps: Export of Goods from Free Zone
Process flow illustrating the steps and relationships of the Export of Goods from Free Zone
process:
Export of Goods from Free Zone 1. The Free Zone Board approve the application
2. The Resident officer examine the goods and prepare a landing account
for the goods to be exported
3. The Customs House Agents submit a declaration on behalf of the Free
zone operator to Customs
4. The declaration with the application letter is sent to the Sector
Commander stating the route, the type of goods, vehicle registration
number etc
5. The Sector Commander approve the application and refer it to the Chief
Collector (CC) Free zone
6. The CC Free zone refer the process to the bond seat
7. A bond is obtained by the Free zone operator to cover the duty
8. The process is refer to e-track system
9. The free zone operator proceed to meet the Resident officer
10. The Resident officer release the goods and record the transaction in the
Free zone register
Export of Goods from Free Zone
2016 Edition
Free Zone Board Resident Officer Customs House Agent GRA Customs Division Free Zone operator
Customs Officer Sector Commander Chief Collector (CC) Free Zone Bond Seat
Start
Approves the
Examines the goods Submits a Declaration Receives Declaration
Application
on behalf of the Free Zone
Free Zone Procedure:
Operator
MINISTRY OF FINANCE
Prepares a Landing Sends Declaration with the

GOVERNMENT OF GHANA
:Application account for the goods Application Letter stating Receives the Declaration Obtains bond to cover
with the Application Letter Receives the Application Receives the Application the duty
to be exported :Declaration the route, the type of goods,
vehicle registration number, etc
Refers the process Refers to E-Track System

:Declaration
:Application Proceeds to collect

Refers the Application
Letter the goods
Releases the goods
Records the transaction

in the Free Zone Register
Finish

4.7 - 5.2.3 Process flow Diagram: Export of Goods from Free Zone
Process flow Diagram Showing activities in the Export of Goods from Free Zone process for the
Page 332 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 5.3 Export for Home Consumption

4.7 - 5.3.1 High Level Procedure: Export for Home Consumption
High Level Procedure summary diagram illustrating the relationships of the Export for Home
Consumption process:
Free Zone Operator Export for Ghana Free Zone Board

Home Consumption
Customs House Agent GRA

Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.7 - 5.3.2 Process flow Steps: Export for Home Consumption

Process flow illustrating the steps and relationships of the Export for Home Consumption
process:
Export for home consumption 1. The Free Zone operator obtain the CCVR
2. The Free zone operator complete form 9A
3. The Resident officer examine the goods and prepare a landing account
4. The Customs House Agents submit a declaration on behalf of the Free
zone operator to Customs
5. The Compliance officer verify, validate and release the goods in GCMS
6. The free zone operator proceed to meet the Resident officer
7. The Resident officer release the goods and record the transaction in the
Free zone register
4.7 - 5.3.3 Process flow Diagram: Export for Home Consumption

Process flow Diagram Showing activities in the Export for Home Consumption process for the Free
Zone Procedure:
Free Zone Operator Resident Officer Customs House Agent Compliance Officer
Start
Obtains the CCVR Examines the goods
Submits Declaration on behalf

:CCVR Prepares a Landing account
of the Free Zone Operator
Completes Form 9A
:Declaration Receives the Declaration
:Form 9A
[Filled] Verifies the Application
Proceeds to collect goods Releases the goods in GCMS
Releases the goods
Records the transaction in

the Free Zone Register
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 Ghana Ports & Harbours Authority
Mission
To provide efficient port facilities and quality services to our clients and regulate logistics clusters in the port
Vision
To make the ports of Ghana the regional maritime hub and become the dominant oil and gas services in the
West African sub region.
The Ghana Ports and Harbours Authority (GPHA) was established under Ghana Ports and
Harbours Authority Law, 1986 (PNDC Law 160). The Authority is mandated to plan, build, develop,
manage, operate and control ports in Ghana.
The authority is responsible for the governance, maintenance and operation of the ports of
Ghana, principally the Port of Sekondi-Takoradi, and Port of Tema, and the Fishing Harbour at
Tema and operates in conjunction with a host of private service providers in the areas of vessel
handling, stevedoring, transfer, storage, receipt and delivery of containerized and general
cargoes. Others are safety, security and conservancy services. The GPHA also leases out plant and
equipment to a wide range of service providers.
Objective
1. To reduce the cost of doing business at the ports

2. To enhance port sector competitiveness by integrating stakeholders into strategy
development and implementation
3. To encourage sustained growth in ports industry
4. To generate more private capital for re-tooling and modernization.
5. To ensure that the GPHA is financially strong and self-sustaining
6. To operate an efficient organization that fosters an inclusive, transparent and team
oriented culture.
7. To provide safe and secure maritime environment for ships operating in the West African
sub-region.
Address: P. O. Box 150 Tema Greater Accra Region

Tel: +233 (0) 303 202631-39
Email: headquarters@ghanaports.net Website: www.ghanaports.gov.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.8 - 1.1 Business Service Registration
4.8 - 1.1.1 High level Procedure: Business Service Registration
High level procedure summary diagram illustrating the relationships of the Business Service
Business Service Registration
Importer
Ghana Ports & Applicant

Harbour Authority Business Service

Registration
Shipping Clearing and

Companies/Agencies Forwarding Agent
Port
Security Manager Freight Forwarders
Consolidator PMM Secretary

Port Monitoring Director of Port
Manager (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.1.2 Process Flow Steps: Business Service Registration

Process Flow illustrating the steps and relationships of the Business Service Registration process:
Business Service Registration 1. Applicant purchases Business Registration form A or B from Revenue
Section
2. If itss a new registration, the applicant presents an application and
Business Registration Form A with attached relevant documents to
Director of Port (DP).
3. DP acknowledges and forwards to PMM.
4. If renewal, the applicant submits the completed Business Registration
Form B with attached relevant documents to Port Monitoring Manager.
5. Port Monitoring Manager inspects the following documents and, if
accepted, PMM indicates type of business activity to PMMs Secretary
else the application is rejected.
Certificate of registration/Incorporation
Current Tax Clearance Certificate
Current SSNIT Clearance Certificate
GRA Customs Licence for Custom House Agent
Membership Certificate for Trade Association
6. PMMs Secretary enters details into Business Registration Software.
7. PMMs Secretary generates a payment advice and gives to the applicant
in addition to the other documents to pay at the Revenue Section.
8. Applicant makes payment and receives payment receipt from Revenue
Section.
9. Applicant resubmits documents together with the payment receipt to
PMMs Secretary.
10. PMMs Secretary enters receipt details into software.
11. Approval Letter and GPHA Operating Licence Certificate are issued and
signed by PMM with copies to the Port Security Manager.
12. PMMs Secretary then creates/updates files for the registered business.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.1.3 Process flow Diagram: Business Service Registration

Process flow Diagram Showing activities in the Business Service Registration process for the
Import Procedure:
Business Service Registration
Applicant Director of Port Port Monitoring Manager PMM Secretary Revenue Section Port Security Manager
Start
Purchase Business
Registration Form A or B Receive Payment
Revenue Section
Receive Payment receipt Issue payment receipt
Submit application and Receive business

supporting documents activity to be done
New Renewal
registration Registration
:Business Registration Generate payment
Form advice
:Certificate Receive documents Receive documents

Issue payment
:Tax Clearance advice to Applicant
Certificate Acknowledge documents Inspects and enter
and forward to PMM details into Business
:Trade Association Registration Software :Payment Advice
Certificate
:Certificate of if not if
Incorporation satisfactory satisfactory
:SSNIT Clearance
Certificate
:Membership Certificate Reject Documents
of Trade Association application are accepted
:Certification of
Business Registration PMM indicates
business activity
:GRA-Customs License to Secretary
for Customs House Agent
Receive payment
advice
Make Payment Receive Payment
Issue receipt
Receive payment
receipt :Receipt
Resubmits documents
Receive documents
and payment receipt
and payment receipt
to PMMs Secretary
Issue Approval letter

and Operational License
:Operational License
[Signed]
:Approval Letter
[Signed]
Receive Approval Create/Update

Letter and Operational file for the registered Receive copies
License business
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.2 Allocation of Container

4.8 - 1.2.1 High level Procedure: Allocation of Container
High level procedure summary diagram illustrating the relationships of the Allocation of
Container process:
Allocation of Container
Shipping Line Agent Inland Container Depot

GPHA Allocation Office GJT Central Data

(From Business Actors) Allocation of Container (from Business Actors)
Terminal One MPS

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.2.2 Process Flow Steps: Allocation of Container

Process flow illustrating the steps and relationships of the Allocation of containerprocess:
Allocation of container 1. Shipping line submits electronic manifest and Import Container List (ICL)
to GPHA Container Allocation Section (Voyage data) 72 hours before
vessel arrives
2. Allocation Office examines, corrects if necessary, approves ICL and
advices shipping line within 72hrs before vessel arrives.
3. Shipping Line forwards approved ICL to Terminal One, MPS, GJT Central
Data, Inland Container Depots (TCT, ACS, TBT, and APMT etc.) and creates
a Container Movement Request (CMR) for each freight station.
4. GJT Central data receives ICL and CMR number, prepares and submits
Electronic and Manual CMR to Customs for checks and approval.
5. Upon approval, GJT Central Data sends approved CMR to the following;
MPS(Pre-gate)
Terminal One
Logistics Section
Port Security Section
All Exit Gates
National Security, BNI etc.
6. Terminal One and MPS discharges imported containers, groups and
blocks stacks for ICDs/ Freight Stations.
7. ICD/Freight Station takes delivery of their respective containers on
notification from Terminal One and MPS.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.2.3 Process flow Diagram: Allocation of Container

Process flow Diagram Showing activities in the Allocation of Container process for the Import
Procedure:
Allocation of Container
Shipping Line Allocation Office Terminal One GJT Central Data Inland Container Depots MPS GRA Customs
Start
Submit electronic
manifest and Import
Container List to
Allocation Office
:Manifest [Electronic]
:Import Container List

Receive documents
Examine documents
Receive advise from Advise Shipping Line

Allocation Office
Receive ICL
Forward approved ICL Receive ICL
Receive ICL
Receive ICL
Create a Container
Movement Request
Send to GJT
Receive CMR
Central Data
Prepare and submit

electronic and manual Receive CMR
CMR to Customs
Give Approval
Receive Approved CMR Send Approved CMR
Send approved CMR

to MPS, Terminal One,
Logistics Section, Port
Security Section, Exit
gates, National
Security, BNI
Receive CMR Receive CMR
Take delivery of
Discharge imported Discharge imported
containers on
containers, groups and containers, groups and
notification from
block stacks for ICDs/ block stacks for ICDs/
Terminal One
Fright Stations Fright Stations
and MPS
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3 Vessel Management

4.8 - 1.3.1 Sub process: Vessel Booking
4.8 - 1.3.1.1 High Level Procedure: Vessel Booking
High Level Procedure summary diagram illustrating the relationships of the Vessel Booking
process:
Vessel Booking
Shipping Line Agent Chief Pilot

(from Business Actors) Vessel Booking (from Business Actors)
Signal Station Marine Operator

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.1.2 Process Flow Steps: Vessel Booking

Process Flow illustrating the steps and relationships of Vessel Booking process:
Vessel Booking 1. The Shipping Line/Agent fills and submits a booking application form.
2. The Harbor Master vets the submitted application form;
If the application meets requirements, it is approved.
If the application doesnt meet standard, it is rejected.
3. The Vessel detail is gazetted by the Harbor Masters outfit (Signal
Station).
4. The copies of the gazette are sent to the various stakeholders in the
morning.
4.8 - 1.3.1.3 Process flow Diagram: Vessel Booking

Process flow Diagram Showing activities in the Vessel Booking process for the Import Procedure:
Vessel Booking
Shipping Line/Agent Harbour Master
Start
Fill and submit booking application form
:Application Form [Booking] Receive application form
Verify application
Satisfactory Not Satisfactory
Application is approved Application is rejected
Vessel detail is gazzetted

by the Harbour Masters outfit
Copies of the gazzette are

sent to the various Stakeholders
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.2 Sub Process: Berth Allocation

4.8 - 1.3.2.1 High Level Procedure: Berth Allocation
High Level Procedure Summary diagram illustrating the relationships of the Berth Allocation
process:
Berth Allocation
Immigration EPA
GPHA GRA
Customs Division
Stevedore Berth Allocation Port

Health Authority
Stevedore Tally Clerk National Security

Ship Chandlers Plant Quarantine

MPS (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.2.2 Process Flow Steps: Berth Allocation

Process Flow illustrating the steps and relationships of Berth Allocation process:
Berth Allocation 1. The Chief Pilot and Signals station interact with the Stakeholders to
determine on the followings:
Expected completion /departure time of the Vessels in port.
Vessels at Anchorage for berthing, and
Expected Arrival time of Vessels
2. The Chief Pilot allocates berths based on the arrival draught, the type of
Cargo, and space availability.
3. The Chief Pilot announces the Marine orders for the next three (3) days.
4. The Berthing arrangement report/marine orders are generated by the
Chief Pilot.
5. All stakeholders (Immigration, National Security, Port Health, Customs
division, Plant Quarantine, EPA) involved are notified via email on the
berthing arrangements and the Marine orders.
6. Copies of the Marine Orders and berthing arrangement report are given
to the followings:
7. Pilots
8. Signal Station for Implementation
Berth Allocation
2016 Edition
Shipping
Chief Pilot: GPHA Stevedore Ship Chandlers MPS GPHA Immigration National Security Port Health Customs Division Plant Quarantine EPA Signal Station Pilots
Line/Agents
Start
MINISTRY OF FINANCE
Chief Pilot
interacts with
GOVERNMENT OF GHANA
Stakeholders
Receives Receives Receives Receives Receives Receives Receives Receives Receives Receives Receives Receives
Message from Message from Message from Message from Message from Message from Message from Message from Message from Message from Message from Message from
Chief Pilot Chief Pilot Chief Pilot Chief Pilot Chief Pilot Chief Pilot Chief Pilot Chief Pilot Chief Pilot Chief Pilot Chief Pilot Chief Pilot
Chief Pilot
allocate
berths
Chief Pilot
anounces
marine orders
for next 3
days
Chief Pilot
generates
berthing

4.8 - 1.3.2.3 Process flow Diagram: Berth Allocation
arrangement
report
Chief Pilot
sends
notification to
all stakeholders
via email
Process flow Diagram Showing activities in the Berth Allocation process:
Receive report Receive report

Receives Receives Receives Receives Receives Receives Receives Receives Receives Receives Receives
and Marine and Marine
marine orders marine orders marine orders marine orders marine orders marine orders marine orders marine orders marine orders marine orders marine orders
<< Flow >> order order
and berthing and berthing and berthing and berthing and berthing and berthing and berthing and berthing and berthing and berthing and berthing
arrangements arrangements arrangements arrangements arrangements arrangements arrangements arrangements arrangements arrangements arrangements
via mail via mail via mail via mail via mail via mail via mail via mail via mail via mail via mail
:Marine Implement Implement
orders order order
<< Flow >>
:Berthing
Arrangement
Report Finish Finish
Page 346 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.3 Sub Process: Vessel at Anchorage

4.8 - 1.3.3.1 High Level Procedure: Vessel at Anchorage
High Level Procedure Summary diagram illustrating the relationships of the Vessel at Anchorage
processes:
Vessel at Anchorage
Shipping Line Agent Billing Unit

(from Business Actors) Vessel at Anchorage (From Business Actors)
Port Security Chief Pilot Signal Station Harbour Master

Manager (from Business Actors)
GPHA
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.3.2 Process Flow Steps: Vessel at Anchorage

Process Flow illustrating the steps and relationships of Vessel at Anchorage process :
Vessel at Anchorage 1. The Master of the Vessel announces the ETA to signal station.
2. On dropping Anchor, the Master announces anchor position(Bearing
and distance from the main
3. Breakwater) and gives the coordinates (Latitude and Longitudes) to the
signal station for documentation.
4. The Signal station generates the anchorage form and gazettes the
vessel.
5. If vessels berth, Anchorage charges are added to Vessel handling
charges.
6. If the Vessel does not take berth but sails from the anchorage, the Signal
station completes the anchorage form for the Harbor master to sign for
billing.
7. The Billing unit raises the bill and sends the Invoice to the Shipping Line/
Agent.
8. Shipping Line/Agent makes payment and a receipt is issued.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.3.3 Process flow Diagram: Vessel at Anchorage

Process flow Diagram Showing activities in the Vessel at Anchorage process for the Import
Procedure:
Vessel at Anchorage
Master of the Vessel Signal Station Harbour Master Billing Unit Shipping Line Agent
Start
Receive coordinates
Generates anchorage form

Announces ETA to
gazette for vessel
Signal Station
:Anchorage Form
Announce anchor
position and give
:Gazette
coordinates to Signal
Station
Vessel does
Vessel berths not berth
Anchorage charges Sails from the

are added to vessel Anchorage
handling charges
:Anchorage Form Receive completed

[Completed] Anchorage form
Sign form for billing
Submit to Billing Unit
:Anchorage Form Receive signed

[Signed] Anchorage Form
Raises Bill
Send Invoice to
Shipping Line Agent
Receive invoice
:Payment Invoice
and make payment
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.4 Sub Process: Vessel Berthing

4.8 - 1.3.4.1 High Level Procedure: Vessel Berthing
High Level Procedure Summary diagram illustrating the relationships of the Vessel Berthing
process:
Vessel Berthing
Port Security Manager Clearing and

(from Business Actors) Forwarding Agent
Shipping Line Agent Port

(from Business Actors) Health Authority
Stevedore Vessel Berthing Harbour Master

GRA Marine Operator

Immigration Plant Quarantine Fire Service

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.4.2 Process Flow Steps: Vessel Berthing

Process Flow illustrating the steps and relationships of Vessel Berthing process:
Vessel Berthing 1. Signal Station informs harbor master/chief pilot of the pending
movement.
2. Signal station (Port Control) advises vessel(s) (at least 1 hour) prior to the
time to be at the Pilot boarding station (1 NM East of Main breakwater
head).
3. Signal Station (Port Control) informs the Duty Pilot and Maneuvering
Team of the Vessels berthing time.
4. Signal station (Port Control) monitors the vessels approach to the pilot
boarding position and advises the Duty Pilot.
5. Duty Pilot holds pre-movement meeting with the Maneuvering Team
and advises all parties to proceed to their respective location / position.
6. Pilot Boat conveys Duty Pilot to Pilot Boarding Station and Duty Pilot
perform pre-boarding checks.
7. If all is not well, Duty Pilot declines to board and advises vessels Master
on reason(s) for rectification.
8. Duty Pilot informs Signal Station on reason(s) for not boarding (for
record / log purposes) and returns to base
9. If all is well, Duty Pilot boards the Vessel and informs Signal Station of
boarding time.
10. Duty Pilot conducts Master Pilot exchange with Vessels Master.
11. Duty Pilot instructs Tug boats to position for engagement and informs
Beach Master / Mooring Men to position to get ready at the quay to
Moor the Vessel (Whilst conning vessel to intended berth).
12. Prior to arrival at intended berth, Duty Pilot requests Beach Master /
Mooring Gang on clearance and distance to intended berth.
13. Duty Pilot then updates vessels Master and berthing of the Vessel
commences.
14. Mooring Men receives first line of the Vessel (via heaving line or mooring
boat), and secures on the bollard, Duty Pilot records time as Berthing
time.
15. Mooring men receives remaining lines onto the bollards and Crew
secures Vessel at the Quay.
16. On completion of mooring operation, Duty Pilot releases Tug Boats and
Mooring Men to return to base.
17. Duty Pilot completes Vessel Movement Card (VMC) and hands over to
the Master of the Vessel.
18. The Master of the Vessel receives vets, endorses and stamps vessel
movement card, and hands over to the Duty Pilot.
19. Duty Pilot disembarks, moves to pilots office, logs Vessel Movements in
the Pilot Movement Book and submits VMC to the Log Office for logging.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.4.3 Process flow Diagram: Vessel Berthing

Process flow Diagram Showing activities in the Vessel Berthing process for the Import Procedure:
Vessel Berthing
Signal Station Chief Pilot Duty Pilot Manoeuvring Team Master of the Vessel Mooring Men
Start
Advises vessel
at 1 hour prior
to the time to Inform Chief Pilot Receive information Receive Vessels berthing time
be at the Pilot of pending on pending Receive Vessels
boarding movement movement berthing time
station
Hold pre-movement meeting
Inform Duty Pilot and with Manoeuvring Team
Manoeuvring Team of
the Vessels berthing time
Advise parties to proceed to their
respective location/position
Monitor the Vessels approach

to the pilot boarding position Performs pre-boarding checks
and advises the Duty Pilot
If all is not well If all is well
Declines to board and

advises Master of the Board vessel and inform
Vessel reasons for Signal Station of
rectification boarding time
Receive reasons Inform Signal Station of Conducts Master-Pilot

for not boarding reasons for not boarding exchange with Master
of the vessel
Instructs Tug boats to

position for engagement
Prior to arrival at
intended berth, Duty Inform Beach
Pilot requests Beach Master/Mooring Men Position at quay
Master/Mooring Gang to position at the quay to moor vessel
on clearance and to Moor the vessel
distance intended berth
Update Master of Receive first line

Vessel and berthing of of the vessel secure
the Vessel commences on the bollard
Record time as Berthing Time

Receive remaining
lines onto the
bollards and Crew
secures Vessel
at the quay
Release Tug boats and Mooring men return
to base on completion of Mooring operation
Receive completed
VMC
Complete Vessel Movement Card and hand
over to the Master of the Vessel Vets, endorse and
stamp VMC
:Vessel Movement Card :Vessel

[Completed] Movement Card
[Signed & Stamped]
Receive VMC Hand over to Duty Pilot
Log Vessel movements in the Pilot Movement

Book and Submit VMC to the Log Office
:Pilot Movement Book
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.5 Sub Process: Shifting from Berth to Berth

4.8 - 1.3.5.1 High Level Procedure: Shifting from Berth to Berth
High Level Procedure Summary diagram illustrating the relationships of the Shifting from Berth
to Berth process:
Mooring Gang Manoeuvring

(from Business Actors) Team
Harbour Master
(from Business Actors) Duty Pilot
Shifting from Berth to Berth (From Business Actors)
Signal Station Log Officer Clerk

(from Business Actors) Pilot (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.5.2 Process Flow Steps: Shifting from Berth to Berth

Process Flow illustrating the steps and relationships of Shifting from Berth to Berth process:
Shifting from Berth to Berth 1. The Harbour Master informs Signal Station (Port Control) about;
Vessel to be Shifted
Time for the Shifting
The re-allocated Berth, etc.
The Signal Station (Port Control) informs Master of the Vessel via VHF
and the Beach Master on above information
Signal Station (Port Control) then informs Manoeuvring Team and
Log Office on;
Name of Vessel
Allocated Berth
Shifting time
Vessel type
2. Log Office Clerk sends Vessel Movement Card (VMC) to Duty Pilot prior
to the appointed time.
3. Duty Pilot receives VMC and holds pre-movement discussion with the
Manoeuvring Team and advises Tug Masters to depart base for intended
movement
4. Duty Pilot departs base with Beach Master and Mooring Men for the
intended movement.
5. Pilot performs pre-boarding checks and informs Signal Station (Port
Control) of boarding time.
6. Duty Tug Boats closes in to attend to Vessel to be shifted
7. Duty Pilot conducts Master Pilot Information Exchange and advises
the Master of the Vessel to commence Unmooring operation.
8. Duty Pilot advises tug Masters to take their respective positions and
advises Master of the Vessel and mooring men to release the remaining
mooring ropes for the Vessel to be shifted to the required Berth.
9. Mooring Men receive the mooring ropes from the vessel as it arrives at
the required Berth and secure to the bollard
10. Duty Pilot releases the duty tug boats and Mooring Men, completes
Vessel Movement Card, and hands over to Vessels Master.
11. Master of the vessel receives, endorses and stamps vessel movement
card, and hands over to Duty Pilot.
12. Duty Pilot disembarks vessel, moves to pilots office, logs Vessel
Movements in the Pilot Movement Book and sends Vessel Movement
Card(s) to the Log Office for log purposes.
2016 Edition
Harbour Master Signal Station Log Office Clerk Duty Pilot Pilot Mooring Men Master of the Vessel Beach Master Manoeuvring Team
Procedure:
Start
Send information on;

Vessel to be Shifted,
Receive Information
Time for Shifting, The
MINISTRY OF FINANCE
Receive Information
re-allocated Berth, etc
Receive Information
GOVERNMENT OF GHANA

Name of Vessel,
Receive Information
Allocated Berth, Shifting
Time, Vessel type Receive Information Receive VMC and hold
pre-movement discussion
with Manoeuvring Team
Send Vessel Movement and advises Tug Masters
Card to the Duty Pilot to depart to base for
prior to appointed time intended movement
Depart with Beach Master Perform pre-boarding

and Mooring Men for the checks and inform Signal
intended movement Station of boarding time
Conduct Master-Pilot
information Exchange
and advise the Master of
the Vessel to commence
Unmooring operation
Complete Vessel
Movement Card and send

to Master of the Vessel
:Vessel Movement Receive, endorse and

Card [Completed] stamp VMC
:Vessel Movement Card

Receive VMC
4.8 - 1.3.5.3 Process flow Diagram: Shifting from Berth to Berth
[Endorse and Stamp]
Log Vessel Movements

in the Pilot Movement
Book
Receive VMC
Send VMC to the

Log Office
Finish
Process flow Diagram Showing activities in the Shifting from Berth to Berth process for the Import
Page 355 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.6 Sub Process: Shifting from Berth to Anchorage

4.8 - 1.3.6.1 High Level Procedure: Shifting from Berth to Anchorage
High Level Procedure Summary diagram illustrating the relationships of the Shifting from Berth
to Anchorage process:
Shifting from Berth to Anchorage
Mooring Gang Manoeuvring

(from Business Actors) Team
Harbour Master
(from Business Actors) Duty Pilot
Shifting from Berth to Anchorage (From Business Actors)
Signal Station Log Officer Clerk

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.3.6.2 Process Flow Steps: Shifting from Berth to Anchorage

Process Flow illustrating the steps and relationships of Shifting from Berth to Anchorage process:
Shifting from Berth to 1. HM informs the Signal Station (Port Control) about Vessel to be Shifted
Anchorage and time for the Shifting.
2. Signal Station (Port Control) informs Master of the Vessel via VHF and the
Agent on above information.
3. Signal Station (Port Control) then informs Chief Pilot and maneuvering
Team on the following;
Name of Vessel
Shifting time
Vessel type
4. Log Office Clerk sends Vessel Movement Card (VMC) to Duty Pilot prior
to the shifting time.
5. Duty Pilot receives the Vessel Movement Card and informs Signal Station
(Port Control) 20 minutes prior to the appointed time to get all parties
(Tug boats, Beach Master, Mooring men, pilot launch etc.) ready for
pending movement.
6. Duty Pilot then holds pre-movement discussions with maneuvering
Team and advises Tug Masters to depart base for intended movement.
intended movement
8. Duty Pilot performs pre-boarding checks and informs the Signal Station
(Port Control) of boarding time.
9. Duty Tug Boats closes in to attend to Vessel to be shifted.
10. Pilot conducts Master Pilot Information Exchange and advises the
Master of the Vessel to commence Unmooring operation.
11. Duty Pilot advises tug Masters to take their respective positions and
advises Master of the Vessel and mooring men to release the remaining
mooring ropes for the Vessel to be shifted out to the anchorage.
12. Once all lines / ropes are cleared and Vessel gets underway, Duty Pilot
then releases Mooring Men and advises Master of the Vessel to inform
his crew to prepare the pilot ladder on the appropriate (normally lee)
side.
13. Master of the Vessel maneuvers the vessel towards the entrance under
Duty Pilots advice and Duty Pilot hands over VMC to Master of the Vessel
and releases the tug boats (when it is deemed appropriate).
14. Master of the Vessel endorses and stamps VMC and hands over to Duty
Pilot and Duty Pilot disembarks vessel, moves to the Pilot Office, logs
Vessel Movements in the Pilot Movement Book.
15. Pilot sends Vessel Movement Card(s) to the Log Office for log purposes.
Shift from Berth to Anchorage
2016 Edition
Harbour Master Signal Station Log Office Clerk Duty Pilot Pilot Mooring Men Master of the Vessel Beach Master Manoeuvring Team
Start
Import Procedure:

Vessel to be Shifted,
Receive Information
Time for Shifting, The
MINISTRY OF FINANCE
Receive Information
re-allocated Berth, etc
Receive Information
GOVERNMENT OF GHANA

Name of Vessel,
Receive Information
Allocated Berth, Shifting
Time, Vessel type Receive Information Receive VMC and hold
pre-movement discussion
with Manoeuvring Team
Send Vessel Movement and advises Tug Masters
Card to the Duty Pilot to depart to base for
prior to appointed time intended movement
Depart with Beach Master Perform pre-boarding

and Mooring Men for the checks and inform Signal
intended movement Station of boarding time
Conduct Master-Pilot
information Exchange
and advise the Master of
the Vessel to commence
Unmooring operation
Complete Vessel
Movement Card and send

to Master of the Vessel
:Vessel Movement Receive, endorse and

Card [Completed] stamp VMC
:Vessel Movement Card

Receive VMC
[Endorse and Stamp]
Log Vessel Movements

in the Pilot Movement
4.8 - 1.3.6.3 Process flow Diagram: Shifting from Berth to Anchorage
Book
Receive VMC
Send VMC to the

Log Office
Finish
Process flow Diagram Showing activities in the Shifting from Berth to Anchorage process for the
Page 358 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4 Cargo Handling

4.8 - 1.4.1 Sub Process: Unloading/Discharging of General Cargo/Break bulk
4.8 - 1.4.1.1 High Level Procedure: Unloading/Discharging of General Cargo/Break
bulk
High Level Procedure Summary diagram illustrating the relationships of the Unloading/
Discharging of General Cargo/Break bulk process:
Unloading/Discharging of General Cargo/Break Bulk
Port Labour Unloading/Discharging Shore Handling Agent

of General Cargo/Break Bulk
Freight Forwarders Shipping Line Agent

GPHA Port Operation

Management System
Stevedore Tally Clerk Stevedore
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.1.2 Process Flow Steps: Unloading/Discharging of General Cargo/Break bulk

Process Flow illustrating the steps and relationships of Unloading/Discharging of General Cargo/
Break bulk process:
Unloading/Discharging of Before Discharging
General Cargo/Break bulk 1. Shipping line/Agent submits the following documents to the Stevedore
Stowage Plan
Hatch List
List of Specialized Cargo
2. Stevedore receives document
3. Stevedore pre-plans:
The vessel operation with the shipping line.
With concerned Shore handling companies for stacking space for
the cargo.
4. Stevedore move gears and equipment to berth 45 minutes before vessel
berths.
5. Stevedore has a pre-discharge meeting at the quay supervised by the
Stevedore Officer/supervisor with emphasis on the strategy for the
operations.
6. Pilot berths vessel and Vessel is cleared at berth by;
Port Health and other stakeholders (where necessary).
Customs
Immigration Service
General Cargo Discharging
7. Shipping line/Agent signals the Stevedore that the vessel has been
cleared.
8. The Stevedore officer/supervisor makes contact with the vessel
command and introduces himself appropriately.
9. Stevedore assess the safety of workers vis--vis the gangway and general
conditions on board the vessel.
10. The Stevedore together with the agent and the vessels representative
conduct a pre-discharge inspection of the cargoes when the Holds are
opened and also agree on a discharging strategy at a pre-discharge
meeting on board.
11. Where discrepant cargoes are found in stowage, it is documented and
signed by the vessels command before cargo work begins.
12. The condition of the ship machinery (cranes) must also be inspected by
the Stevedore crane operators and any defects reported, documented
and signed by the vessels command.
13. The Stevedore fasten safety net/gears on the discharging side of the
vessel.
14. Stevedore discharge the cargoes from vessel. and delivers directly or
indirectly
If delivery is direct:
15. Stevedore discharge cargoes directly onto receivers trucks or onto the
quay for Stevedore Forklift truck to transfer onto the receivers trucks.
16. The Stevedore and the Ship Agent Tally clerks tally the quantities of
cargo discharged onto each truck independently and states the trucks
number plate on the Landing tally Sheet.
17. The two tally clerks counter-sign at the end of the shift and exchange
copies.
18. The landing Tally sheets are then handed over to the record clerk.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

If delivery is Indirect:
19. At the end of shift Stevedore clerk prepares a General Cargo Interchange
Report (GCIR) officially handing over the cargo to the Shore Handling
Company.
20. Stevedore discharge cargoes onto the quay.
21. The Stevedore tally clerk and that of the Ship Agent tally the quantity on
the respective landing Tally Sheets (LTS).
22. Stevedore Forklift truck transfers cargoes onto the Trailer.
23. The Stevedore & Shipping Line Agent tally clerks counter-sign and
exchange copies as and when the LTS are completed or at the end of the
shift.
24. Trailer transfer the cargoes to the designated stacking lot.
25. Another Stevedore forklift truck offloads the cargo from the trailer to
stack under the instruction of duty stevedore stacking foreman.
26. A Stevedore stacking/transfer tally clerk check-counts all the cargoes
being stacked.
27. At the end of a shift, stacking clerk prepares a General Cargo Interchange
Report (GCIR) officially handing over the cargo to the Shore Handling
Company.
28. In both cases, at the end of the shift the duty Record Clerk prepares
Stevedore Timesheet in respect of all the cargoes discharged.
29. Record clerk ensures the vessel/agent signs the time sheet by the next
morning.
30. Record clerk submits signed Stevedore Time Sheets next morning to the
office.
31. Record clerk prepares Vessel Completion Report and submits to the
office.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.1.3 Process flow Diagram: Unloading/Discharging of General Cargo/Break

bulk
Process flow Diagram Showing activities in the Unloading/Discharging of General Cargo/Break
bulk process for the Import Procedure:
Unloading/Discharging of General Cargo/Break Bulk
Shipping Line Agent Stevedore Stevedore Tally Clerk Stevedore Record Clerk Shore Handlers
Start
Before Cargo
Loading Receives the Vessel documentations
Pre-plans vessel operations with the

Submit Vessel
shipping line and Shore handling
documents to Stevedore
companies for stacking space for cargo
Have pre-discharge meeting at quay

:Stowage Plan on the strategy for the operations
:Hatch List
:List of Specialized
Cargo
Assess the safety of workers vis-a-vis the gangway

and general conditions on board the vessel
General Cargo Loading
Tally Clerks and Prepare Stevedore
Start that of the agent Timesheet of all
Conduct pre-discharge inspection of cargoes Tally the tally the quantity the cargoes
and agree on a discharging strategy quantities of on the respective discharged
cargo discharged landing Tally
If discrepancies If no discrepancies onto each trucks Sheets
are found are found Ensure Vessel/
Agent sign the
Signal Stevedore that the timesheet
Tally Clerk Tally Clerks
vessel has been cleared
(Shipping Line & (Shipping Line &
Cargoes are found Crane Operator inspects Stevedore) Stevedore)
in stowage ship machinery counter sign at counter sign at Submit signed
the end of shift the end of shift Stevedore
and exchange and exchange Timesheet
Documentation is If defects If defects copies copies
signed by Vessels are found are not found
Prepare Vessel
command
Completion
Landing Tally
Check-counts all Report
Defects are reported, sheets are then
Discharge cargoes handed over the cargoes being
documented and signed from the vessel stacked
by vessels command to the record clerk :Vessel
Completion
Direct Indirect Report
Delivery Delivery Prepare a General Prepare a General
Cargo Interchange Cargo interchange :Stevedore
Report (GCIR) Report (GCIR) Timesheet
handing over the handling over the
Discharge cargoes Discharge cargo to the cargo to the
directly to the receivers cargoes onto Shore Handling Shore Handling
truck the quay Company Company Finish
:General Cargo :General Cargo

Interchange Interchange
Report Report
Receive General
cargo interchange
Report (GCIR)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.2 Sub Process: Unloading/Discharging of RORO Cargo

4.8 - 1.4.2.1 High Level Procedure: Unloading/Discharging of RORO Cargo
Discharging of RORO Cargo process:
Unloading/Discharge of RORO Cargo
Port Labour Unloading/ Shore Handling Agent

Discharge of RORO Cargo
Freight Forwarders Shipping Line Agent

GPHA Port Operation

Management System
Stevedore Tally Clerk Stevedore
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.2.2 Process Flow Steps: Unloading/Discharging of RORO Cargo

Process Flow illustrating the steps and relationships of Unloading/Discharging of RORO Cargo
process:
Unloading/Discharging Before Discharging
of RORO Cargo 1. Shipping line/Agent submits the following documents to the Stevedore:
Stowage Plan
Hatch List
2. Stevedore receives documents and pre- plans:
With Preferred dock labour company and details of transhipment and others
are also specified.
With concerned Car Terminal Operator (SCTL) for parking space for the
vehicles.
3. Stevedore has a pre-discharge meeting at the quay supervised by the Stevedore
Officer/supervisor with emphasis on the strategy for the operations.
RORO Discharging
4. The shipping Line/Agent signals the Stevedore that the vessel has been cleared.
5. The Stevedore makes contact with the vessel command and introduces himself
appropriately.
6. Stevedore assesses the safety of workers vis--vis the gangway/external ramp and
general conditions on board the vessel.
7. The stevedore together with the agent and vessels representative conduct a pre-
discharge inspection of the various decks to be worked with special attention to
vehicles to be discharged.
8. For vehicles without keys or with defects especially new ones must be
documented for endorsement by the vessel before discharge operations begin.
9. The Stevedore and the agent then stations one clerk each checking such
discrepant details from one deck to the other as discharge progresses.
10. Stevedore towing drivers roll-off/discharge vehicles from vessel through ramp.
11. Stevedore and Shipping Line representatives prepare Ramp tallies and signs on
board.
12. Stevedore tally clerks and Shipping Line clerk tally vehicles at the quay, counter-
sign and exchange copies.
13. Record clerk prepares Stevedore Time Sheet at the end of the shift.
14. Stevedore towing drivers drives vehicles to designated imported vehicles holding
area.
15. Record clerk prepares Vessel Completion Report and submits same to the office.
16. Vehicles are received by Stevedore stacking clerks, SCTL clerks, shipping line and
security guards.
17. Security Guards at holding areas in both cases receive vehicles and prepare
security condition report.
18. Stevedore stacking/receiving clerk and SCTL clerks record and arranges received
vehicles at the holding area.
19. Stevedore representative, SCTL Representative and Shipping line representative
prepare Vehicle condition reports and exchange copies and hand over vehicles to
SCTL. All receive the copies of the report.
20. Stevedore receiving clerks then prepares Vehicles Transfer Form which captures
the details of all the vehicles handed over to SCTL at the end of the transfer
operations.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.2.3 Process flow Diagram: Unloading/Discharging of RORO Cargo

Process flow Diagram Showing activities in the Unloading/Discharging of RORO Cargo process for
the Import Procedure:
Unloading/Discharging of RORO Cargo
Shipping Line Agent Stevedore Stevedore Tally Clerk Stevedore Record Clerk Security Guards SCTL Representative Stevedore Receiving Clerk
Start
Before Cargo
Discharge
Submit Vessel Receives the Vessel

documents to stevedore documentations
:Stowage Plan Pre-plans vessel

operations with the
shipping line,
:Hatch List Preferred dock
company and Car
:List of Specialized Terminal Operator
Cargo
Have pre-discharge
meeting at quay on
RORO Cargo Discharging
the strategy for the
operations
Start
Signal Stevedore that Assess the safety of

the vessel has been workers vis-a-vis the
cleared gangway and general
conditions on board
the vessel
Conduct pre-discharge
inspection of various
decks to be worked
and vehicles to be
discharged with
vessels representative
Record and arrange
received vehicles at
Vehicles without Vehicles with
the holding area
keys or with keys without
defects defects
Prepare Vehicle
condition report with
Documented for Prepare ramp talliles Stevedore
endorsement by with shipping line representative and
vessel clerk shipping line
representative
Documentation is Sign Ramp tallies on

signed by Vessels board Exchange copies
command with report Stevedore
representative and
shipping line
With Shipping Line
Prepare Vessel Receive vehicles and representative
Agent and Stevedore clerk tally vehicles at
clerk check the the quay, counter-sign Completion Report prepare security
discrepant details of and exchange copies and submit condition report Receive report
the vehicles
:Vessel :Security Prepare Vehicle

Completion Report Condition Report Transfer Form and
handover to SCTL
Receive Vehicle :Vehicle

Transfer Form Transfer Form
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.3 Sub Process: Unloading/Discharging of Containerised Cargo

4.8 - 1.4.3.1 High Level Procedure: Unloading/Discharging of Containerised Cargo
Discharging of Containerised Cargo process:
Unloading/Discharge of Containerised Cargo
Shipping Line Agent

(from Business Actors) Unloading/Discharge
of Containerised Cargo
Stevedore Tally Clerk Stevedore Stevedore Record Clerk

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.3.2 Process Flow Steps: Unloading/Discharging of Containerised Cargo

Process Flow illustrating the steps and relationships of Unloading/Discharging of Containerised
Cargo process:
Unloading/Discharging of Before Discharging
Containerised Cargo 1. Shipping line/Agent submits the following documents to the Stevedore
Stowage Plan
Hatch List
2. Stevedore receives documents.
Stevedore continues operation with Shipping Line
4. Stevedore has a pre-discharge meeting at the quay supervised by the
Stevedore duty officer with emphasis on the strategy for the operations.
Containerised Cargo Discharging
5. Shipping line/Agent informs the Stevedore that the vessel has been
cleared.
6. Stevedores assess the safety of workers vis--vis the gangway and
7. The Stevedore officer/supervisor makes contact with the vessel
8. The Stevedore officer/supervisor/Record Clerk request for the following
documents if its not already submitted by the shipping line;
Import Container List
Bay Plan
A List of Specialized Cargo, Out of gauge etc.
A list of reefer containers
A list of hazardous containers
Transhipment list, if applicable
9. The Stevedore officer/supervisor/Record Clerk together with the agent
and vessels representative conduct a pre-discharge inspection.
10. Any anomaly/container found discrepant are documented and signed
by the master of the vessel before cargo work begins.
11. The s of the ship machinery (cranes) must also be inspected by the
stevedore crane operators and any defects reported, documented and
signed by the master of the vessel.
12. Shipping Lines Dockers unlash and unplug all containers to be
discharged.
13. Stevedore discharge the containers from vessel onto the quay.
14. Stevedore Tally Clerk tallies containers and exchange copies with the
shipping line tally clerk.
15. Reach Stacker Operator picks the landed container and loads unto a
trailer.
16. The Tractor Operator transfers the container from the quay to the
Container yard.
17. Hazardous containers (class 1) are discharged for direct delivery onto
receivers trucks or otherwise transferred on Stevedore tractor/trailer to
the container yard and stacked at the designated hazardous cargo stack.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.3.3 Process flow Diagram: Unloading/Discharging of Containerised Cargo

Process flow Diagram Showing activities in the Unloading/Discharging of Containerised Cargo
Unloading/Discharging of Containerised Cargo
Shipping Line Agent Stevedore Stevedore Tally Clerk Stevedore Record Clerk
Start
Before Cargo
Discharge

documents to Stevedore documentations
Pre-plans vessel operations

with the shipping line,
:Stowage Plan
Preferred dock company and
Car Terminal Operator
:Hatch List
Cargo Have pre-discharge meeting
at quay on the strategy for
the operations
Container Cargo Discharging
Start
Assess the safety of workers vis-a-vis Request for the following

Signal Stevedore that the
the gangway and general conditions documents if not already submitted
on board the vessel
:Bay Plan
:List of Specialized Cargo,

Out of guage, etc
:List of reefer containers
:List hazardous containers
:Transhipment list,
if applicable
Discepant containers found are Conduct pre-discharge inspection

documented and signed are signed of various decks to be worked and
by the Master of the Vessel vehicles to be discharged with
vessels representative
Condition of the cranes is inspected

by Crane Operated and defects are
documented and signed
Discharge containers from vessel Tally containers and exchange copies

onto quay with Shipping Line Tally Clerk
Timeshee is prepared, signed

and submitted
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.4 Sub Process: Unloading/Discharging of Dry Bulk Cargo

4.8 - 1.4.4.1 High Level Procedure: Unloading/Discharging of Dry Bulk Cargo
Discharging of Dry Bulk Cargo process.
Shipping Line Agent

(from Business Actors) Unloading/Discharging
of Dry Bulk Cargo

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.4.2 Process Flow Steps: Unloading/Discharging of Dry Bulk Cargo process
Process Flow illustrating the steps and relationships of Unloading/Discharging of Dry Bulk Cargo
process:
Unloading/Discharging of Dry Before Discharging
Bulk Cargo 1. Shipping line/Agent submits the following documents to the Stevedore
Stowage Plan
Hatch List
2. Stevedore receives the documents.
3. Stevedore pre-plan:
Cargo details as well as preferred dock labour company.
Stevedore have a pre-discharge meeting at the quay supervised by
the duty Officer/supervisor with emphasis on the strategy for the
operations.
Bulk Cargo Discharging
4. Shipping line/Agent informs the Stevedore that the vessel has been
cleared.
5. The Stevedore officer/supervisor makes a contact with the vessel
6. Stevedore assesses the safety of workers vis--vis the gangway and
general condition on board the vessel.
7. The Stevedore officer requests for the following documents from the
vessel:
Hatch list
Stowage plan
8. The Stevedore officer/ supervisor/foreman and Record Clerk together
with the agent and vessels representative conduct a pre-discharge
inspection and agree on the discharge plan for the vessel.
9. Where discrepant cargoes/condition is found in stowage, it is
documented and signed by the vessel before cargo work begins.
10. The condition of the ship machinery (cranes) must also be certified
by the Stevedore crane operators and any defects reported and
documented.
11. Stevedore begins shipboard operations.
12. The Stevedore fixes the Grabs onto the Cranes and positions the hoppers
at the quay.
13. The Stevedore fastens tarpaulins on the discharging side of the vessel.
14. The Stevedore discharge the bulk grains onto the hoppers and onward
into receivers trucks at the quay-direct delivery.
15. The Port monitoring unit clerk(s) issues a Delivery tally sheet/Waybill for
the loaded truck to exit the port.
16. The loaded trucks are weighed and recorded at the receivers premises.
17. Stevedore record clerk prepares the Stevedore Time Sheet for the shift.
18. Stevedore record clerk receives the tonnage discharged for the shift the
next morning.
19. Stevedore record clerk ensures the Stevedore Time Sheets are signed
and dispatched.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.4.4.3 Process flow Diagram: Unloading/Discharging of Dry Bulk Cargo process
Process flow Diagram Showing activities in the Unloading/Discharging of Dry Bulk Cargo process
Shipping Line Agent Stevedore Port Monitoring Unit Clerk Stevedore Record Clerk
Start
Before Cargo
Discharge

documents to Stevedore documentations
Pre-plans vessel operations

with the shipping line,
:Stowage Plan
Preferred dock company and
Car Terminal Operator
:Hatch List
Cargo Have pre-discharge meeting
at quay on the strategy for
the operations
Bulk Cargo Discharging
Start
Assess the safety of workers vis-a-vis

the gangway and general conditions
on board the vessel
Request for the

following documents
:Hatch List
:Stowage Plan
Conduct pre-discharge inspection

of various decks to be worked and
vehicles to be discharged with
other Stevedore representatives
Discepant containers found are

documented and signed are signed
by the Master of the Vessel
Condition of the cranes is inspected

by Crane Operated and defects are
documented and signed
Perform shipboard operations Issue Delivery Tally sheet/Waybill Prepare Stevedore Timesheet
:Delivery Tally Sheet Receive the tonnage discharged

for the shift
Timesheet is received, signed Submit Timesheet

and submitted
:Stevedore Timesheet
[Prepared]
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5 Cargo Clearance/Delivery

4.8 - 1.5.1 Sub process: Payment of Terminal Charges
4.8 - 1.5.1.1 High Level Procedure: Payment of Terminal Charges
High Level Procedure Summary diagram illustrating the relationships of the Payment of Terminal
Charges process.
Billing Checker Bank Clerk

Billing Clerk
(from Business Actors) Clearing and
Payment of Terminal Charges Forwarding Agent
Data Checker GPHA Cashier

(from Business Actors) Data Monitoring Clerk (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.1.2 Process Flow Steps: Payment of Terminal Charges

Process Flow illustrating the steps and relationships of Payment of Terminal Charges process:
Payment of Terminal charges 1. Shipping line sends DO to the GICCS.
2. The Agent goes to the Information Desk Clerk with the Custom Entry
and Customs duty payment receipt. The clerk checks for presence of
container in Terminal Management System (TMS), presence of DO in the
system, DOs expiry date, delivery instruction and freight station.
3. The Information Desk Clerk validates the delivery order from the system
if okay approves, prints and directs the Agent to fill a form to indicate
when he/she will take the delivery.
4. The information Desk clerk attaches the filled out booking form to the
DO and Custom Entry and gives them to an assigning Clerk.
5. The assigning clerk submits DO to the assigned revenue billing clerk for
billing.
6. Billing Clerk inspects DO, Customs Entry, duty receipt, delivery
instruction and Bill of Lading and returns Agent to shipping line or
customs for amendments if it doesnt conform.
7. If it does conform, Billing Clerk processes applicable charges in the IMBS
according to GPHA Tariff and forwards to Bill Checker.
8. The Billing Checker validates Bill and posts transaction on IMBS to
generate CDI.
9. The Billing Checker prints out 4 copies of CDI (Bank, Accounts, Terminal,
and Customer copies) and forwards CDIs with DO, Entry and duty
payment receipt to GPHA cashier.
10. GPHA Cashier examines and forwards DO, CDIs, Entry and duty
payment receipt to Bank Clerk for payment by Agent.
11. Agent pays and Banking Clerk keeps the bank copy of the CDI and
forwards DO, duty payment receipt, Entry and three copies of CDIs back
to the GPHA Cashier.
12. GPHA cashier hands over the DO, CDI, Entry and duty payment receipt to
the data monitoring clerk who will compile the list of containers paid for
which should be positioned overnight for delivery the next day.
2016 Edition
Shipping Line Agent Information Desk Clerk Assigning Clerk Billing Clerk Bill Checker GPHA Cashier Bank Clerk Data Monitoring Clerk
Start
Submit Customs Entry

Import Procedure:
Send Delivery Order Receive Customs Entry Receive documents Receive documents Receive processed bill
and Customs duty
to GICS and Customs duty
payment Receipt
payment Receipt
MINISTRY OF FINANCE
Validate Bill and post

Submit documents to Inspect DO, Customs entry, transaction on IMBS
GOVERNMENT OF GHANA
Billing Clerk Duty Payment receipt,

Check for the presence of delivery Instruction and
the container in TMS, DO
Bill of Lading Generate CDI

in the system, IDD expiry
date, delivery instruction
If it doesnt If
and freight station
conform conforms Print copies of CDI and
forward to GPHA cashier
Fill booking form Print booking form

Returns to Process
Customs or applicable :Entry
Agent for charges in
Submit filled booking Received filled booking amendment IMBS :Cash Delivery
form form Invoice (CDI)
:Receipt
Attach filled booking form,
Do and Customs entry :Delivery Order
and submit to Assigning
Clerk
Receive Documents
Examine documents
Receive Documents
and forward to Bank Clerk

Make Payment
Receive Payment
Keeps Bank copy of CDI

Receive copies of CDI and send copies to GPHA
Cashier
4.8 - 1.5.1.3 Process flow Diagram: Payment of Terminal Charges
Receive Do, CDI, Entry

Send documents to Data
and payment receipt
Monitoring Clerk
for compilation
Finish
Process flow Diagram Showing activities in the Payment of Terminal Charges process for the
Page 374 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.2 Sub Process: Devanning

4.8 - 1.5.2.1 High Level Procedure: Devanning
High Level Procedure Summary diagram illustrating the relationships of the Devanning process.
Devanning
Tally Clerk
Clearing and Examination Officer

Forwarding Agent
Devanning
Foreman Data Clerk

Consolidator (From Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.2.2 Process Flow Steps: Devanning

Process Flow illustrating the steps and relationships of Devanning process:
Devanning 1. The Agent presents the endorsed DO, CDI and duty payment receipt to
the foremen on the devanning platforms.
2. If need be, the foreman requests for Indemnity Form to be filled before
he/she proceeds.
3. Devanning foreman, after satisfaction with the information on all the
documents presented, orders breaking of the seal and opening of the
container in the presence of Agent, shipping line representative and
assigned Custom examination officer, after checking the following:
Shipping Line release stamp
Custom Declaration
Customs unstuffing approval stamp
DO expiration
GPHA registration stamp
Container number
Seal number
Cash Delivery Invoice (CDI)
4. The labour foreman allocates labour and equipment for devanning.
5. After devanning, goods are sorted and direct delivery (DD) goods are
separated from those that are going into storage/indirect delivery (ID).
6. Indirect delivery goods are tallied and transferred to the CFS.
7. The CFS foreman receives goods if the agency is a registered
consolidator, assigns bay and updates the system (formatted
spreadsheet).
8. All vehicles are ship marked and transferred to the vehicle holding area
for conditioning.
9. If it is a vehicle indirect delivery, the car park condition clerk will
condition the vehicle and the receiving clerk receives the cars and
assigns bay for them and updates their system (on the formatted
spreadsheets).
10. If there is any accident or damage to a vehicle or short landing in
course of devanning, the Devanning foreman notifies the Claims
Documentation and Statistics (CDS) Unit.
11. Consolidators goods that requires an open storage are stored at the
open storage facility instead of the shed.
12. The Tally Clerk compares the devanned items with the manifested items
on the DO.
13. If some of the goods are not manifested, the attention of the foreman
is drawn for him/her to ask the client to go and correct the document
before any other action is taken on those goods.
14. Customs examination officer examines cargo meant for direct delivery;
stamps delivery allowed on the DO and hands it over to Agent for
loading.
15. The Agent brings back the delivery order (DO) with delivery allowed
stamp which enables loading.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.2.3 Process flow Diagram: Devanning

Process flow Diagram Showing activities in the Devanning process for the Import Procedure:
Devanning
Master of the Vessel Signal Station Harbour Master Manoeuvring Team Duty Pilot Log Office Billing Office
Start
Request for
Indemnity Form
Submit the endorsed

DO, CDI and duty Receive
payment receipt documents Verify documents
to the Foremen
Perform seal breaking

with Agent, Shipping
Performs devanning of
Line representative and
the goods
Customs Examination
Officer
Direct Indirect
Delivery Delivery
Goods are Goods are

separated tallied and
transferred
to CFS
If Registered
Consolidator Receive goods
Agency
Compare the
Assigns bay and devanned goods Examines cargo
update system with goods for direct delivery
manifest on the
DO
Receive stamped Stamps delivery
DO with allowed allowed on DO
delivery
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.3 Sub process: Delivery from Devanning Area

4.8 - 1.5.3.1 High Level Procedure: Delivery from Devanning Area
High Level Procedure Summary diagram illustrating the relationships of the Delivery from
Devanning Area process:
Delivery from Devenning Area
GPHA Security Waybill Clerk

Personnel Delivery from Devenning Area (from Business Actors)
Foreman Audit Clerk

GCNET Clearing and

Forwarding Agent
DO Booking Clerk (From Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.3.2 Process Flow Diagram: Delivery from Devanning Area

Process Flow illustrating the steps and relationships of Delivery from Devanning Area process:
Delivery from Devanning Area 1. The devanning foreman endorses the D/O for VAN and the purchase of
an entry toll for a truck to enter the Terminal to load the container/cargo.
2. The devanning foreman confirms Customs delivery allowed and stamps
for machine operator and gang to load.
3. After the loading, the devanning foreman endorses the DO to confirm
that the goods have been loaded for the Agent to go for waybill, Agent
then submits DO, CDI and declaration to GCNET clerk
4. The GCNET clerk receives DO, CDI and customs declaration from the
Agent
5. The GCNET clerk scrutinizes documents looking out for the following:
DO expiration date
Delivery Order Received stamp
Declaration numbers
Final custom authorization stamp
Custom Letter (Allocation/First Offer vehicles)
Authorization letter from TM (Allocation/ First Offer vehicles)
6. If it does comply, GCNet Clerk validates the IDs Cards
7. GCNET clerk confirms customs delivery allowed and stamps.
8. GCNET clerk assigns a Waybill Clerk to issue waybill (DTS).
9. Assigned Waybill Clerk receives DO, CDI and entry from the Agent.
10. Waybill Clerk also requests for Agents harbour pass and companys ID
card and swipes his/her harbour pass for confirmation.
11. Waybill Clerk also requests for the drivers license, toll and DVLA card
from Agent if its a vehicle
12. Waybill clerk requests for Interchange if the container is DOOR TO DOOR.
13. Waybill Clerk generates waybill (4 copies) and hands them over to the
agent who hands them over to the Audit Clerk.
14. Audit Clerk receives DO, CDI, waybill and entry from Waybill Clerk.
15. Audit Clerk also receives toll from Agent and inspects for further rent,
Additional handling and endorsement of GCNet clerk and waybill clerk.
16. Audit Clerk validates waybill and then:
17. If not compliant, detains waybill and returns Agent for amendments
18. If it does comply, Audit Clerk endorses the police copy of waybill,
attaches the terminal copy to the DO and hands over to the DO booking
clerk (claims clerk).
19. DO booking Clerk receives DO from Audit Clerk, logs details of DO then
forwards copies to Security for further processing.
20. The Audit clerk hands over the other copies of the waybill to the Agent
21. The Agent goes to GPHA security for verification of the waybill and
proceeds to the exit gate.
22. The Agent adds the consignee copy of the waybill to the other customs
documents and present it to customs preventive for final release.
23. After customs preventive, Agent presents waybill to GPHA Security.
24. GPHA Security Personnel receives waybill, compares waybill with cargo
and returns Agent to the appropriate quarters for amendment if there is
any non-conformity. If it conforms, Security allows cargo to exit.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.3.3 Process flow Diagram: Delivery from Devanning Area

Process flow Diagram Showing activities in the Delivery from Devanning Area process for the
Import Procedure:
Delivery from Devanning Area
Devanning Foreman Agent GCNET Clerk WayBill Clerk Audit Clerk DO Booking Clerk Customs Preventive GPHA Security
Start
Endorse DO for Process for Waybill Receive documents Receive DO, CDI Receive Waybill, DO,
Van and purchase and declaration CDI, Toll and Entry
of an Entry Toll for
a truck Validate and verify
Submit DO, CDI
documents Receive Agents
and declaration Inspects further rent
Harbour Pass,
Confirm Customs and additional handling &
Companys ID Card,
delivery allowed endorsement of GCNet
Drivers License,
and stamp for Assign Waybill Clerk Clerk and Waybill Clerk
Interchange, toll
loading to issue Waybill
and DVLA
card from Agent
Validate Waybill
Endorse DO after
loading If it doesnt If it
Generate Waybill
Receive Waybill (4 copies) Comply Complies
Submit Waybill to Detains Endorse

Audit Clerk Waybill and Police copy
return of Waybill,
Agent attach Receive
for terminal copy documents
Send other copies amendments to DO sent to
of the Waybill DO Booking
to the Agent Clerk Log details of
DO then forward
copies to
Process to GPHA Security for
Security for further
verification of the processing
Waybill then
proceed to the
Exit Gate
Add consignee copy

of the Waybill to
other customs
Receive
documents and send
documents
to Customs
Preventive for final
release
Give Waybill to Grant final

GPHA Security release of goods
Receive Waybill
Compare Waybill
with Cargo
Non
Conformity Conformed
Return Agent Allow

to appropiate Exit of
quarters for Cargo
amendment
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.4 Sub Process: Delivery from the CFS Shed

4.8 - 1.5.4.1 High Level Procedure: Delivery from the CFS Shed
High Level Procedure Summary diagram illustrating the relationships of the Delivery from the
CFS Shed process:
Delivery from CFS Shed
Clearing and Waybill Clerk

Forwarding Agent Delivery from CFS Shed (from Business Actors)
Shed Supervisor
Audit Clerk
GPHA Security
Personnel
DO Booking Clerk
Delivery Clerk GCNET

Foreman (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.4.2 Process Flow Steps: Delivery from the CFS Shed
Process Flow illustrating the steps and relationships of Delivery from the CFS Shed process:
Delivery from the CFS 1. Agent goes for the DO from CDS.
Shed 2. Agent goes to chart the goods from Charting/Interchange counter at the waybill
area.
3. Agent presents D/O with proof of payment to the shed Supervisor
4. The shed supervisor checks for compliance and directs the delivery clerks to
position the goods at the examination bay and returns document to the agent
5. The Delivery clerk locates the goods and transfers them to the examination bay.
6. Agent presents documents to GRA-Customs Division for examination to be
conducted and released based on satisfactory compliance.
7. The agent brings back the delivery order (DO) with delivery allowed stamp which
enables loading
8. The delivery clerk endorses the D/O for VAN and the purchase of an entry toll for a
truck to load the goods
9. The Delivery clerk endorses the DO to confirm that the goods have been loaded
for the agent to go for waybill.
10. The Agent submits Delivery Order, customs declaration and the Cash Delivery
invoice to GCNET clerk
11. GCNET clerk confirms Customs delivery allowed and stamps
12. The GCNET clerk scrutinizes documents looking out for the following:
DO expiration date
Delivery Order Received stamp
Declaration numbers
Final custom authorization stamp
13. If it does comply, GCNet clerk validates the Agents ID Cards
14. GCNET clerk confirms customs delivery allowed from the GICCS and stamps.
15. GCNET clerk assigns Waybill Clerk to issue waybill (DTS).
16. Assigned Waybill Clerk receives DO, CDI and customs declaration from the Agent.
17. Waybill Clerk also requests for Agents harbour pass and companys ID card and
swipes his/her harbour pass for confirmation.
18. Waybill Clerk also requests for drivers license and toll.
19. Waybill Clerk generates waybill (4 copies) and hands them over to the agent who
hands it over to the Audit Clerk.
20. Audit Clerk receives DO, CDI, waybill and Customs declaration from Waybill Clerk.
21. Audit Clerk also receives toll from Agent and inspects for further rent, additional
handling and endorsement of GCNet clerk and waybill clerk.
22. Audit Clerk validates waybill and :
If not compliant, detains waybill and returns Agent for amendments
If it does comply, Audit Clerk :
Endorses police copy of waybill, attaches the terminal copy to the DO and
hands over to the DO booking clerk (claims clerk).
23. DO booking Clerk receives DO from Audit Clerk, logs details of DO then forwards
copies to Security for further processing.
24. The Audit clerk hands over the other copies of the waybill to the Agent
25. The Agent goes to GPHA security for verification of the waybill and proceeds to
the exit gate.
26. The Agent adds the consignee copy of the waybill to the other customs
documents and present them to customs preventive for final release.
27. After customs preventive, Agent presents waybill to GPHA Security.
28. GPHA Security Personnel receives waybill, compares waybill with cargo and
returns Agent to the appropriate quarters for amendment if there is any non-
conformity. If it conforms, Security allows cargo to exit.
Delivery from the CFS Shed
2016 Edition
Delivery Clerk Shed Supervisor Agent GCNET Clerk WayBill Clerk Audit Clerk DO Booking Clerk Customs Preventive GPHA Security
Procedure:
Start
Locate goods and
transfer goods to the
examination bay
Receive DO from CDS
Chart goods from

MINISTRY OF FINANCE
Charting/Interchanges
counter at Waybill Area
GOVERNMENT OF GHANA
Check for compliance
Submit DO and proof

of payment
Direct the delivery
clerks to position goods
at examination bay Receive documents
then return document
to the Agent
Send document to Receive Waybill, DO,
GRA-Customs Division for CDI, Toll and Entry
examination to be conducted
Receive documents Receive DO, CDI and Entry
Endorse DO for Van
Brings back DO with Inspects further rent and
and purchase of an
delivery allowed stamp additional handling &
Entry Toll for a truck
Validate and Verify Receive Agents Harbour endorsement of GCNet
documents Pass, Companys ID card, Clerk and Waybill Clerk
Process for Waybill
Drivers License,
Confirm Customs
Interchange, toll and
delivery allowed and Validate Waybill
Submit DO, CDI Assign Waybill Clerk DVLA card from agent
stamp for loading
and declaration to issue Waybill
If it doesnt If it
comply comply
Receive Waybill Generate Waybill (4 copies)
Endorse DO after
Receive Waybill
loading
Submit Waybill to Detains Endorse
Audit Clerk Waybill and Police copy

return of waybill, Receive documents Compare Waybill with
Agent for attach Cargo
Send other copies of amendments terminal
the Waybill to the Agent copy to DO Log details of DO Non
send to DO then forward copies to conformity conformity
Booking Security for further
Process to GPHA Security
Clerk processing
for verification of the
Waybill then proceed to Return Agent Allow
4.8 - 1.5.4.3 Process flow Diagram: Delivery from the CFS Shed
the Exit Gate to appropriate Exit of

quarters for Cargo
amendment
Add consignee copy of the
Waybill to other customs
documents and send to Receive documents Finish
Customs Preventive
for final release
Grant final
Give Waybill to GPHA security release of goods
Process flow Diagram Showing activities in the Delivery from the CFS Shed process for the Import
Page 383 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.5 Sub Process: Clearing First Offer/Allocated and Auction Vehicles
4.8 - 1.5.5.1 High Level Procedure: Clearing First Offer/Allocated and Auction Vehicles
High Level Procedure Summary diagram illustrating the relationships of the Clearing First Offer/
Allocated and Auction Vehicles process:
Clearing First Offer/Allocated and Auction Vehicle
Waybill Clerk Delivery Supervisor

(from Business Actors) Clearing First Car Park
Offer/Allocated and Auction Vehicle (From Business Actors)
Audit Clerk
Terminal Manager (from Business Actors)
Officer-in-Charge Clearing and

Car Park Forwarding Agent
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.5.2 Process Flow Diagram: Clearing First Offer/Allocated and Auction
Vehicles
Process Flow illustrating the steps and relationships of Clearing First Offer/Allocated and Auction
Vehicles process:
Clearing First Offer/Allocated 1. Agent submits either First Offer, Allocated or Auction letter, Custom
and Auction Vehicles entry, and evidence of payment of duty or auction amount to Terminal
Manager (TM)
2. TM evaluates documents and returns Agent to the appropriate authority
for amendment in case of non-compliance
3. If it does comply, TM approves and copies;
DTM
Account Manager.
Audit Manager.
Officer in-Charge (Car Park).
Officer in-charge (GCNet /Waybill).
4. Agent goes through the billing process and receives CDI and proceeds
to waybill.
5. The GCNet/Waybill clerks inspects documents, issues waybill and hands
over to the Agent.
6. Agent submits all documents to the Audit Clerk who inspects
documents, endorses and keeps DO, CDI and entry then gives waybill
and toll to Agent
7. Officer In-Charge, Car Park receives entry, allocation letter and CDI from
Agent for inspection.
8. Officer In-Charge Car Park halts the process in case of non-compliance
for corrections to be effected.
9. If it does comply, Officer In-Charge Car Park approves and stamps,
authorizing the release of vehicle
10. Delivery Supervisor Car Park receives documents (including offer/
Allocation letter from Agent), examines, stamps waybill and gives back
to Agent
11. Agent proceeds to the Atlas Terminal to take delivery of vehicle if the
vehicle has been transferred to Atlas.
12. The Agent from the delivery supervisor sends his stamped Waybill and
a valid ID card to the Key Room and writes his/her name in the delivery
book then signs the delivery column if the vehicle is at GJT.
13. Key Clerk takes the key and waybill to the Yard Foreman
14. Yard Foreman compares documents with vehicle to ensure that the
chassis number on the body of the vehicle conforms to the one found on
the documents
15. If it does not conform, the Agent is directed to appropriate quarters for
amendment Otherwise, Foreman instructs a driver to send the vehicle
to the security check point at the car park exit gate before the key is
handed over to the Agent.
16. The Security Personnel checks and keeps the Terminal copy of the
waybill, but stamps and endorses the security copy of the waybill and
delivers the vehicle to the Agent (or his representative with a valid
driving license)
17. The vehicle is then sent to the exit gate for the final checks to be carried
out separately by Preventive-Customs Division, National security, police
and GPHA security before the vehicle finally exits the Terminal.
Clearing First Offer/Allocated and Auction Vehicles
2016 Edition
Delivery Supervision
Agent Terminal Manager Waybill Clerk Officer-in-Charge Car Park Key Clerk Yard Foreman Security Personnel Audit Clerk
Car Park
Start
Terminal Manager
Agent submits evaluates documents
document for non compliance
MINISTRY OF FINANCE
GOVERNMENT OF GHANA
conformity
Agent goes through
Approves and sends
billing process and
to relevant officer
receives CDI
Agent proceeds to Waybill Clerk inspects

Waybill Clerk documents and issues
waybill and toll
Audit clerk
Receives Waybill from receives documents,
Waybill Clerk and inspects and
submits to Audit clerk endorses them
and officer in charge and gives only
waybill and toll
to agent
Receives entry, Receives the stamped Yard foreman checks

allocation letter and documents, inspects to ensure that documents
Agent receives CDI from agent for and sends the vehicle details i.e. chasis number,

documents from audit inspection key to yard foreman match the vehicle All security
clerk and submits to personnels carry
officer in Charge it doesnt out final check by
Non
car park comply it complies endorsing the
conformity conformity
documents. Waybill
is issued and
Agent receives stamped Officer in charge If it complies, vehicle exits the
documents and halts the process Receives Directs Instructs a terminal
he approves and
proceeds to terminal if there is any documents, agent driver to send
stamps, authorizing
where vehicle is to take non-compliance examines and back to vehicle to the
release of vehicle
delivery of vehicle for correction stamps waybill rectify security check Vehicle exists the
and sends to
to be affected and gives it the point at the terminal after
delivery supervisor
to the agent discrepancies exit gate and customs final
Agent sends the car park
hands over the release
stamped documents key to the
with a valid ID card to agent
the Key Clerk and
signs the delivery book Finish
if vehicle is at terminal
4.8 - 1.5.5.3 Process flow Diagram: Clearing First Offer/Allocated and Auction Vehicles
Process flow Diagram Showing activities in the Clearing First Offer/Allocated and Auction Vehicles
Page 386 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.6 Sub Process: Clearance at Depot 10

4.8 - 1.5.6.1 High Level Procedure: Clearance at Depot 10
High Level Procedure Summary diagram illustrating the relationships of the Clearance at Depot
10 process:
Clearing and Auditor

Forwarding Agent Clearance at Depot 10 (From Business Actors)
Bank Clerk
Billing Clerk (from Business Actors)
Information Desk GPHA Cashier

Clerk (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.6.2 Process Flow Steps: Clearance at Depot 10

Process Flow illustrating the steps and relationships of Clearance at Depot 10 process:
Clearance at depot 10 1. Agent submits Delivery Order(DO) and Customs Declaration to Information desk
Clerk
2. Information desk Clerk inspects documents for the location of container (i.e. MPS,
Depot 10 or GJT), mode of delivery and expiry date of DO before giving clearing
documents to billing clerk to proceed with billing
3. *if the container is not in the terminal, the agent is informed to undertake
processes to get it transferred to the terminal.
4. Billing Clerk issues applicable charges to Agent (Handling charges, due rent and
un-stuffing or re-stuffing etc.)
5. Agent pays to the Bank Clerk and Bank Clerk forwards payment document (DO,
CDI and Customs Declaration) to GPHA Cashier for reconciliation.
6. Cashier forwards payment documents to Information desk Clerk and issues Agent
Cash Delivery Invoice.
7. Information desk forwards DOs to Devanning Yard Supervisor and sends details
of all related containers electronically to Control room to identify and position for
devanning the next day
8. Control room generates a list of all related containers and copies FCL/stack and
devanning supervisors.
9. Stacking Yard Supervisor strikes container on list as its located and picked from
stack.
10. Devanning Yard Supervisor also receives containers at the yard and strikes against
related container numbers as they are positioned.
11. Devanning Yard Supervisor then examines all documents related to the containers
for confirmation of payment, release and conformity to standard before directing
Dockers to break seal in the presence of GRA-Customs Division and Agent for
examination
12. If there is discrepancies/Non-Compliances (e.g. wrong cargo description, under-
declaration, Contraband etc.) CEPS halts examination process for Investigation
and amendment before delivery allowed is issued
13. In case of Contraband goods, others security Agencies would be involved and
in the case of wrong cargo description and under declaration, Agent pays short
Collection to GRA-Customs Division
14. If there are no discrepancies, GRA-Customs Division issues delivery allowed and
devanning Supervisor gives clearing documents to GPHA GCNet Clerk
15. GCNet Clerk checks to confirm delivery allowed (i.e. shipping line delivery allowed
and GRA-Customs Division delivery allowed) before approving and submitting to
devanning supervisor.
16. If the delivery allowed is not found, clerk alerts the agent to make follow up.
17. If the delivery allowed is okay, GCNet clerk submits the documents to the
Devanning supervisor.
18. Devanning Supervisor scrutinizes delivery allowed and submits DO,CDI and
Customs Declaration to Agent for Vehicle Appointment Notice (VAN)
19. Security issues VAN to Agent and Agent proceeds for toll
20. Agent presents truck at devanning area for cargo to be loaded under the watch
of the operations clerk whilst Agent proceeds to request for waybill with DO at
waybill desk.
21. Waybill Clerk prepares waybill , keeps Terminal copy of waybill and gives other
copies of waybill with other clearing documents to Auditor
22. Auditor inspects documents, stamps waybill, keeps Terminal copy of Cash Delivery
Invoice (CDI) and gives out the documents to Agent.
23. Agent presents truck and waybill at Depot 10 exit gate
24. Security and Depot 10 staff cross check documents before truck exits the yard.
2016 Edition
Information Desk Devanning Yard Stacking Yard Security:
Agent Billing Clerk: GPHA Bank Clerk GPHA Cashier Control Room GCNet Clerk Waybill Clerk: GPHA Auditor: GPHA
Clerk: GPHA Supervisor: GPHA Supervisor: GPHA GPHA
Procedure:
Start
Submit Delivery
Order and Customs Receive Receive clearing
Receive clearing Receive payment Receive payment Send details of
Declaration to documents documents
documents document all related Receive list of
MINISTRY OF FINANCE
Information desk
containers all related
Officer Forward payment
Inspect electronically to containers Check to confirm
GOVERNMENT OF GHANA
Issue applicable documents to Forward payment Receive container list

documents documents to Control Room delivery allowed
charges to Agent GPHA Cashier for
Information Strike Delivery Delivery
reconciliation
Give Clearing Desk Clerk Examine all document Container on allow not allowed
documents to Receive Billing related to the containers the list found is found
Billing Clerk Charges
Issue Cash Underdeclared/
Make payment Delivery Invoice wrong cargo Compliant
to Bank Clerk description goods Alert Agent Submit
to make documents
Contraband follow up to
goods Devanning
Forward DO to
Supervisor
Devanning Yard
Supervisor Halt GRA-Customs
examination issue delivery Receive
process allowed document
Receive Send details of
documents all related
containers Pay short
Proceed to electronically to collection
receive Vehicle Control Room
Appointment Send clearing documents
Notice (VAN) to GPHA GCNet Clerk
Scritinize delivery allowed
Prepare Waybill
Submit DO, CDI and

Customs Declaration
Keep Terminal
Issue VAN copy and send
other copies Receive documents
Receive VAN
4.8 - 1.5.6.3 Process flow Diagram: Clearance at Depot 10
with clearing
documents
Request for Inspects documents
Waybill with DO
Stamps Waybill,
Receive keep Terminal copy
documents of CDI and send
other documents to
Agent
Present Waybill
and Truck at
Depot 10 Exit Gate
Finish
Process flow Diagram Showing activities in the Clearance at Depot 10 process for the Import
Page 389 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.7 Sub Process: Scan Clearance at Depot 10

4.8 - 1.5.7.1 High Level Procedure: Scan Clearance at Depot 10
High Level Procedure Summary diagram illustrating the relationships of the Scan Clearance at
Depot 10 process:
Information Desk Clerk Bank Clerk

(from Business Actors) Scan Clearance at Depot 10 (from Business Actors)
Security Guard Billing Clerk

Waybill Clerk GPHA Cashier

Tally Clerk Clearing and

Forwarding Agent
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.7.2 Process Flow Diagram: Scan Clearance at Depot 10

Process Flow illustrating the steps and relationships of Scan Clearance at Depot 10 process:
Scan Clearance at depot 10 1. Agent submits Delivery Order(DO) and Customs Declaration to
Information desk Clerk
2. Information desk Clerk inspects documents for the location of container
(i.e. MPS, Depot 10 or GJT), mode of delivery and expiry date of DO before
giving clearing documents to billing clerk to proceed with billing
3. Billing Clerk issues applicable charges to Agent (handling charges, rent
etc.) and Agent Pays to the Bank Clerk
4. Bank clerk then forwards payment documents (DO, CDI and GCNET
Declaration) to GPHA Cashier for reconciliation.
5. Cashier forwards payment documents to information desk Clerk
for examination and subsequent submission to Agent for Vehicle
Appointment Notice (VAN)
6. Security issues VAN to Agent and Agent proceeds for toll
7. Agent then presents truck at stacking area and submits documents to
Yard Clerk
8. Yard Clerk identifies and inspects container for container number, seal
number, dents, rusts and cuts
9. Yard clerk indicates all findings if any on documents before submitting to
waybill clerk
10. Waybill Clerk prepares Interchange/Transfer Tally sheet for Agent and
whilst Machine Operator loads container on truck
11. Agent then presents truck to scan Security Guard with its accompanying
scan appointment notice
12. Agent also submits Interchange Report/Transfer tally sheet to Tally Clerk
at Scan Office before Container goes through Scan, if discrepancy is
noticed, GPHA opens container on GRA-Customs Division request for
13. If contraband goods are identified during examination, GRA-Customs
Division halts process and detains Agent and truck for Investigation
14. If discrepancy is cleared, yard supervisor indicates on the DO the payable
amount and Agents pays Percentage of devanned cargo at Revenue
Section and submits receipt to Terminal One Officer/Supervisor at Scan
15. If the scanning is Successful, truck exits gate with container to holding
area and waits for scan report
16. Agent receives Scan report and GPHA Tally Clerk issues DTS/waybill to
Agent before truck exits holding area.
2016 Edition
Agent Information Desk Clerk Billing Clerk Bank Clerk GPHA Cashier Stacking Yard Supervisor Security Waybill Clerk Tally Clerk
Procedure:
Start
Receive clearing Receive payment

Receive payment
Submit Delivery Order Receive documents document
documents
and Customs
Declaration to
Forward payment
MINISTRY OF FINANCE
Information desk Officer Inspect documents Issue applicable Forward payment

documents to
charges to Agent documents to
GPHA Cashier
GOVERNMENT OF GHANA
for reconciliation Information Desk

Give clearing documents Receive Billing Clerk
Make payment to
to Billing Clerk Charges

Bank Clerk
Receive payment
Receive documents
document
Proceed to receive
Vehicle Appointment Submit documents
Notive (VAN) to Agent
Issue VAN Receive document
Receive VAN
Validate document
Submit documents
Receive documents If discrepancy If discrepancy
to Yard Clerk is found is not found
Receive document Inspect container If discrepancy

is found
Submit Interchange/ Prepare report Halts

Tally Sheet to Tally Clerk GRA-Customs inspection
request for process and

Submit document Prepare Interchange/ physical detains Agent
Present Scan to Waybill Clerk Tally Sheet inspection for investigation
appointment notice
to Security Guard
Pay percentage Yard Supervisor

of devanned cargo indicates payable
amount on DO
4.8 - 1.5.7.3 Process flow Diagram: Scan Clearance at Depot 10
Submit receipt to
Terminal One Issue Waybill to Agent
Officer at Scan
Receive scan report

and Waybill from
GPHA Tally Clerk
Finish
Process flow Diagram Showing activities in the Scan Clearance at Depot 10 process for the Import
Page 392 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.8 Sub Process: Transfer of Overstayed (UCL) Vehicles

4.8 - 1.5.8.1 High Level Procedure: Transfer of Overstayed (UCL) Vehicles
High Level Procedure Summary diagram illustrating the relationships of the Transfer of
Overstayed (UCL) Vehicles process:
GPHA GRA-Customs Division

(from Business Actors) Transfer of Overstayed (from Business Actors)
(UCL) Vehicles
Officer-in-charge Foreman
Car Park (from Business Actors)
Terminal Manager Mafi Tractor Operator

Atlas Terminal Shipping Line

Representative Agent
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.8.2 Process Flow Diagram: Transfer of Overstayed (UCL) Vehicles

Process Flow illustrating the steps and relationships of Transfer of Overstayed (UCL) Vehicles
process:
Transfer of Overstayed (UCL) 1. The yard Foreman with the aid of the VIF prepares the list of overstayed
Vehicles vehicles and submits to the Officer In-Charge Car Park.
2. Officer In-Charge Car Park crosschecks and invites the Customs marker to
confirm by marking the windscreen of the overstayed vehicles.
3. The list is forwarded to the Terminal Manager-GJT for processing
4. Terminal Manager seeks approval from Assistant Commissioner of GRA-
Customs Division, Tema to transfer overstayed vehicles to Atlas (UCL
Terminal).
5. Assistant Commissioner approves and sends copy of the approved letter
to the relevant stakeholders including the Atlas Terminal.
6. The Terminal Manager minutes the approved letter to the car park officer
to arrange for the transfer.
7. The Car Park Officer directs the Yard Foreman to organize the VCRs and
the keys to all the vehicles or prepares new ones to cover all the listed
overstayed vehicles.
8. Yard Foreman then prepares the transfer tallies with names of vehicles
and their chassis numbers.
9. The Yard Foreman supervises the positioning of the vehicles at the exit
gate and crosschecks with Atlas representative and GPHA security.
10. When all parties are satisfied, vehicles are handed over to Customs-
Preventive escort and Atlas representative for the transfer.
11. The Yard foreman sends the transfer tally to the Officer In-Charge Car
Park.
12. Officer In-Charge Car Park crosschecks the listed vehicles against the
Customs approved list and signs for the GRA-Customs Division to counter
sign.
13. Copies of the endorsed transfer tally forms are give to Customs-
Preventive and the Atlas representative.
14. Customs preventive and Atlas representative exit GJT with the loaded
vehicles.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 1.5.8.3 Process flow Diagram: Transfer of Overstayed (UCL) Vehicles

Process flow Diagram Showing activities in the Transfer of Overstayed (UCL) Vehicles process for
Yard Foreman Officer-In-Charge Car Park Terminal Manager GJT Assistant Commissioner (GRA-Customs) Atlas Representative
Start
Submit list of
overstayed vehicles to Receive list from Receive List
Officer-in-charge Car Park Yard Foreman
Request approval
Crosschecks the Approve transfer
for transfer of
vehicles of overstayed vehicles
overstayed vehicles
Invite Customs Marker Send approved letter

Received approved Received approved
to Mark Vehicle to Atlas Terminal and
letter letter
other relevant stakeholders
List is forwarded to
Terminal Manager Send approved letter
Prepare transfer to Car park Officer
tallies to transfer
Received approved
Supervise positioning letter for transfer
of the vehicles
Crosscheck with Atlas Direct Yard Foreman

representative and to prepare for transfer
GPHA Security
Crosschecks the listed

Send transfer tally to
vehicles against the Receive endorsed
the Officer-in-Charge
Customs approved list list by GRA-Customs
car park
Customs counter signs
Finish
Vehicles are handed

over to Customs
Preventive Escort and
Atlas representative
for transfer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

High Level Procedure Summary diagram illustrating the relationships of the Exporter
Exporter Clearing and

Forwarding Agent
Shipping Ghana Ports &

Companies/Agencies Harbour Authority
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Process Flow illustrating the steps and relationships of Exporter Registration process:
Exporter Registration 1. The Applicant purchases Business Registration form A or B from the
Revenue Section
2. If it is a new registration, the applicant presents application and Business
Registration Form A along with attached relevant documents to Director
of Port (DP).
3. DP acknowledges and forwards the document to PMM.
4. If renewal, applicant submits completed Business Registration Form B
with attached relevant documents to Port Monitoring Manager.
5. Port Monitoring Manager inspects following documents and if accepted
indicates type of business activity to PMMs Secretary else application is
rejected.
Certificate of registration /Incorporation
Current Tax Clearance Certificate
Current SSNIT Clearance Certificate
GRA_Customs License for Custom House Agent
Membership Certificate for Trade Association
6. PMMs Secretary enters details into Business Registration Software;
7. PMMs Secretary generates payment advice and gives to applicant in
addition to the other documents to pay at the Revenue Section.
8. Applicant makes payment and receives payment receipt from Revenue
Section.
9. Applicant resubmits the documents together with the payment receipt to
PMMs Secretary.
10. PMMs Secretary enter receipt details into the software.
11. Approval Letter and GPHA Operating License Certificate are issued and
signed by PMM with copies to the Port Security Manager.
12. PMMs Secretary then creates/updates file for the registered business.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Process flow Diagram Showing activities in the Exporter Registration process for the Export
Procedure:
Export Registration
Applicant Director of Port Port Monitoring Manager PMM Secretary Revenue Section Port Security Manager
Start
Purchase Business
Registration Form A or B Receive Payment
Revenue Section
Receive Payment receipt Issue payment receipt
Submit application and Receive business

supporting documents activity to be done
New Renewal
registration Registration
:Business Registration Generate payment
Form advice
:Certificate Receive documents Receive documents

Issue payment
:Tax Clearance advice to Applicant
Certificate Acknowledge documents Inspects and enter
and forward to PMM details into Business
:Trade Association Registration Software :Payment Advice
Certificate
:Certificate of if not if
Incorporation satisfactory satisfactory
:SSNIT Clearance
Certificate
:Membership Certificate Reject Documents
of Trade Association application are accepted
:Certification of
Business Registration PMM indicates
business activity
:GRA-Customs License to Secretary
for Customs House Agent
Receive payment
advice
Make Payment Receive Payment
Issue receipt
Receive payment
receipt :Receipt
Resubmits documents
Receive documents
and payment receipt
and payment receipt
to PMMs Secretary
Issue Approval letter

and Operational License
:Operational License
[Signed]
:Approval Letter
[Signed]
Receive Approval Create/Update

Letter and Operational file for the registered Receive copies
License business
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.2 Vessel sailing/Departure

4.8 - 2.2.1 High Level Procedure: Vessel Sailing/Departure
High Level Procedure Summary diagram illustrating the relationships of the Vessel Sailing/
Departure process:
Vessel Sailing/Departure
GPHA Shipping Line Agent

Vessel Sailing/Departure (from Business Actors)
Harbour Master Marine Operator Master of the Vessel

Signal Station Chief Pilot

Manoeuvring Team Duty Pilot

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.2.2 Process Flow Steps: Vessel Sailing/Departure

Process Flow illustrating the steps and relationships of Vessel Sailing/Departure process:
Vessel Sailing/Departure 1. Vessels Master informs Signal Station (Port Control) through the Vessels
Agent or directly via VHF, at least one (1) hour prior to vessels sailing time
2. Signal Station (Port Control) informs HM and Chief Pilot about the Vessels
intended sailing time.
3. Harbour Master/Chief Pilot then assesses the situation, with reference to
vessels draught, sailing status, prevailing tide, and weather conditions
and advises sailing prospects to Signal Station (Port Control)
4. If any of the above parameters prevents the scheduled sailing, Harbour
Master/Chief Pilot advises Signal Station and the movement is suspended
5. Signal Station advises the maneuvering team and conditions (as stated in
step 3 above) are monitored till normal.
6. If all is normal and Vessel is cleared to sail, the Signal Station (Port
Control) informs maneuvering Team and the Pilot launch to standby at
the midstream for the disembarkation of the Pilot
7. Log Office Clerk sends VMC to Pilot prior to appointed time.
8. Duty Pilot holds pre-movement meeting with the maneuvering Team and
advises Tug Masters to depart base for intended movement
intended movement.
10. Duty Pilot performs pre-boarding checks before boarding the Vessel and
informs Signal Station (Port Control) of boarding time.
11. On boarding the vessel, Duty Pilot conducts Master Pilot information
Exchange, advises the Master of the vessel to single up, anchors to be in
standby for emergency and the mooring men to commence Unmooring
operation.
12. After singling up, Duty Pilot then advises Tug masters to take their
respective positions and lines.
13. Tug master confirms that they are in position and tug lines are fast ( fwd./
aft)
14. Duty Pilot then advises Master of the Vessels to let go of the remaining
mooring ropes for the Vessel to be underway.
15. Once all lines / ropes are cleared and the Vessel gets underway, Duty Pilot
releases Mooring Men and reminds Master of the Vessel to inform his
crew to prepare the pilot ladder on the appropriate (normally lee) side.
16. The vessel is maneuvered towards the entrance under the Duty Pilots
advice. The tugs are released and the pilot launch is advised to come
alongside
17. When the vessel is out of port, the Duty Pilot hands over the vessel to the
Master.
18. Duty pilot completes the VMC and gives it to the Master.
19. Master of the vessel endorses and stamps VMC and hands over to the
Duty Pilot.
20. The Duty Pilot disembarks from sailing vessel, moves to pilots office, logs
Vessel Movements in the Pilot Movement Book.
21. Duty Pilot sends Vessel Movement Card(s) to the Log Office for logging.
22. The Log office transmits the timing to the signal station to complete their
operation.
23. The billing office picks up the VMC for billing purposes.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.2.3 Process flow Diagram: Vessel Sailing/Departure

Process flow Diagram Showing activities in the Vessel Sailing/Departure process for the Export
Procedure:
Vessel Sailing/Departure
Master of the Vessel Signal Station Harbour Master Manoeuvring Team Duty Pilot Log Office Billing Office
Start
Inform Signal Station Receive Vessel

of Vessel Sail Time Sail Time
Inform Harbour Master

and Chief Pilot of
intended Vessel Receive Information
Sailing Time
Assess the situation

for sailing
If conditions If conditions
are not normal are normal
Suspend sail of Advise Signal Vessel is

vessel and advise Station to cleared to sail
manoeuvring team suspend sail
Inform Manoeuvring
team of clreance to
sail
Send Vessel
Movement Card
to Pilot
Hold pre-movement
meeting with
Manoeuvring Team
Perform pre-boarding
checks before
boarding and inform
Signal Station of
boarding time
Complete VMC and

give to Master of the
Vessel
Receive VMC, stamp
and give to Duty
Pilot
Receive endorsed
VMC
Send VMC to Send VMC to

Log Office Log Office
Receive VMC for

billing purpose
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3 Cargo Handling

4.8 - 2.3.1 Sub Process: Loading of General Cargo/Break bulk
4.8 - 2.3.1.1 High Level Procedure: Loading of General Cargo/Break bulk
High Level Procedure Summary diagram illustrating the relationships of the Loading of General
Cargo/Break bulk process:
Loading of General Cargo/Break Bulk
Port Monitoring Manager

Shipping Line Agent
(from Business Actors) Loading of General (from Business Actors)
Cargo/Break Bulk
Shipping Line
Tally Clerk
Shore Handling Stevedore GPHA Port Security Manager

Companies (from Business Actors) (from Business Actors) (from Business Actors)
Private Company
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.1.2 Process Flow Steps: Loading of General Cargo/Break bulk

Process Flow illustrating the steps and relationships of Loading of General Cargo/Break bulk
process:
Loading of General Cargo/Break Before Loading
Bulk 1. Shipping line/Agent submits the following documents 72 hours before
vessels sails to the Stevedore
Cargo Manifests.
Hatch List.
Stowage Plan.
Shipping note
Endorsed customs declaration
Advance Tally Sheet
With concerned Shore handling companies for stacking space for the
cargo.
Stevedore move gears and equipments to berth 45 minutes before
vessel berths.
3. Stevedore have a pre-discharge meeting at the quay supervised by the
duty Officer/supervisor with emphasis on the strategy for the operations.
cleared.
5. The Stevedore duty officer/supervisor makes contact with the master of
the vessel and introduces himself appropriately.
6. Stevedore assess the safety of workers vis--vis the gangway and general
conditions on board the vessel.
7. The stevedore duty officer/supervisor/Record Clerk together with the
agent and vessels representative conduct a pre-loading inspection of the
Holds and agree on the loading strategy to be deployed.
8. The condition of the ship machinery (cranes) must also be inspected by
the stevedore crane operators and any defects reported, documented
and signed by the master of the vessel.
9. The Stevedore fasten safety net/gears on the loading side of the vessel.
10. The Stevedore request for the Export Release (Advance Tally sheet) if not
already submitted.
11. Stevedore transfer cargo from stack to the quay in the case of indirect
loading operations.
12. Stevedore load the cargo onto the vessel from the quay or direct from the
shippers truck in the case of direct loading operations.
13. Stevedore Tally clerks tally the loaded quantity and exchanges copies
with the shipping lines tally clerk.
14. Stevedore Record clerk prepares Stevedore Tally sheet at the end of the
shift.
15. Stevedore Record clerk ensures the Stevedore Time sheets are signed the
next morning and submits the same to the office for further action.
16. Stevedore Record clerk prepares Vessel Call Report and submits to the
officer in charge of the stevedore.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.1.3 Process flow Diagram: Loading of General Cargo/Break bulk

Process flow Diagram Showing activities in the Loading of General Cargo/Break bulk process for
the Export Procedure:
Loading of General Cargo/Break Bulk
Start
Before Cargo

Submit Vessel
shipping line and Shore handling
companies for stacking space for cargo
Have pre-discharge meeting at quay

:Hatch List
Cargo

Start
Conduct pre-loading inspection of cargoes
and agree on a loading strategy
Crane Operator inspects ship machinery

If defects are If defects are
found not found
Defects are reported, Request for Export

documented and signed release (*if not already
by vessels command submitted*)
Direct Indirect
Delivery Delivery
Load cargo onto vessel Transfer cargoes

or directly from onto the quay
the receivers truck
Tally the quantities
Prepare Stevedore Tally sheet at the end of the shift
of cargo loaded
Ensure Vessel/Agent sign the timesheet
Submit signed Stevedore Timesheet
Prepare Vessel Call Report
:Vessel Completion Report
:Stevedore Timesheet
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.2 Sub Process: Loading of RORO Cargo

4.8 - 2.3.2.1 High Level Procedure: Loading of RORO Cargo
High Level Procedure Summary diagram illustrating the relationships of the Loading of RORO
Cargo process:
Shipping Line Agent

(from Business Actors) Loading of RORO Cargo

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.2.2 Process Flow Steps: Loading of RORO Cargo

Process Flow illustrating the steps and relationships of Loading of RORO Cargo process:
Loading of RORO Before Loading
Cargo 1. Shipping line/Agent submits the following documents 72 hours before vessels
arrival to the Stevedore
Cargo Manifests.
Stowage/Loading Plan.
Loading list
Shipping note
Advance Tally Sheet
With concerned Shore handling companies to locate the cargo.
Stevedore move gears and equipments to berth 45 minutes before vessel
berths.
3. Stevedore and Shipping line/Agent have a pre-loading meeting at the quay
supervised by the stevedore duty Officer/supervisor with emphasis on the strategy
for the operations.
Loading RORO Cargo
4. Shipping line/Agent signals the Stevedore that the vessel has been cleared.
5. The stevedore duty officer/supervisor makes contact with the master of the vessel
and introduces himself appropriately and as well agrees on loading plan for the
vessel.
6. Stevedore assess the safety of workers vis--vis the gangway and general condition
on board the vessel.
7. The stevedore duty officer, supervisor/foreman and Record Clerk request for the
following documents if not already submitted.
Cargo Manifests.
Loading list
Shipping note
Advance Tally Sheet
8. The ship machinery (cranes) must also be inspected by the Stevedore crane
operators and any defects reported and documented.
9. Shipping line submits Export Cargo Release (Advance Tally Sheet) to the stevedore
Record Clerk without which the cargo would not be loaded.
10. The stevedore record clerk makes copies of all the vehicles on the list for the
attention of tally clerks.
11. Stevedore representatives at the Holding Area inspect the condition of the
vehicles vis-a-vis the previously prepared Vehicle Condition Report in the case of
transhipment vehicles.
12. Any anomaly is reported for immediate redress.
13. Stevedore evacuate vehicles from Holding Area onto the loading vessel.
14. Vehicle Condition Reports for re-export vehicles are however prepared at the quay.
15. Stevedore and agents Tally clerks tally vehicles distinguishing between
transhipment and others and exchange copies.
16. Stevedore and Shipping Line representatives prepare Ramp tallies and signs on
board.
17. Stevedore stows the vehicles on board.
18. Stevedore Record clerk prepares Stevedore Time Sheet and ensures it is signed.
19. Stevedore Record clerk prepares Vessel Call Report and submit to the office.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.2.3 Process flow Diagram: Loading of RORO Cargo

Process flow Diagram Showing activities in the Loading of RORO Cargo process for the Export
Procedure:
Start
Before Cargo

Submit Vessel
shipping line, Preferred dock company
and Car Terminal Operator
Have pre-loading meeting at quay

:Hatch List
Cargo
RORO Cargo Loading Assess the safety of workers vis-a-vis the gangway
Start
Request for relevant documents

Inspect ship machinery
Submit Export Release to

Defects are reported and documented
Stevedore Record Clark
Inspect condition of vehicle
Distinguish between
Prepare Vehicle Condition Reports for re-export vehicles transhipment with
Agents Tally Clerk
Prepare ramp tallies and sign with Shipping line representative
Stow vehicles on board Prepare Timesheet and ensure endorsement
Prepare Vessel Call Report and Submit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.3 Sub Process: Loading of Containerised Cargo

4.8 - 2.3.3.1 High Level Procedure: Loading of Containerised Cargo
High Level Procedure Summary diagram illustrating the relationships of the Loading of
Containerised Cargo process and stakeholders:
Shipping Line Agent

(from Business Actors) Loading of
Containerised Cargo

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.3.2 Process Flow Steps: Loading of Containerized Cargo

Process Flow illustrating the steps and relationships of Loading of Containerized Cargo process:
Loading of Before Loading
Containerized Cargo 1. Shipping line/Agent submits the following documents 72 hours before the vessels
arrival to the Stevedore
Cargo Manifests.
Loading list
Shipping note
Advance Tally Sheet
With concerned Shore handling companies to locate the cargo.
Stevedore move gears and equipments to berth 45 minutes before vessel
berths.
3. Stevedore and Shipping line/Agent have a pre-loading meeting at the quay
supervised by the stevedore duty Officer/supervisor with emphasis on the strategy
for the operations.
Containerised cargo loading
4. Shipping line/Agent informs the Stevedore that the vessel has been cleared.
5. The stevedore duty officer/supervisor makes contact with the vessel command and
introduces himself appropriately and as well agrees on loading plan for the vessel.
6. Stevedores assess the safety of workers vis--vis the gangway and general
condition on board the vessel.
7. The stevedore duty officer, requests for:
Loading list
Shipping note
Advance Tally Sheet
8. bay plan and loading list if not already submitted
9. The stevedore duty officer, supervisor/foreman and Record Clerk together with the
Shipping line/Agent and chief officer agree on a loading strategy at a pre-loading
meeting on board.
10. The condition of the ship machinery (cranes) must also be inspected by the
stevedore crane operators and any defects reported and documented.
11. Shipping line submits Export Cargo Release (Advance Tally Sheet) to the Record
Clerk.
12. The stevedore record clerk makes copies of all the containers on the list- both
empty and laden for the attention of tally clerks.
13. Stevedore evacuate the container from stack onto the trailer to the loading vessel.
14. Reach stacker unloads trailer and positions the container at the quay.
15. Stevedore Tally clerks cross check loading list and certify the container to be loaded
and tallies same.
16. Stevedore Crane operator picks the container onto the vessel.
17. Stevedore Crane operator stows the container under the instructions of the bay
planner.
18. Stevedore tally clerk and Shipping line/Agents tally clerk counter-sign tally sheets
and exchange copies.
19. Stevedore Record clerk prepares Stevedore Time Sheet at the end of the shift.
20. Stevedore Record clerk ensures the Stevedore Time sheets are signed the next
morning.
21. Stevedore Record clerk prepares Vessel Call Report.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.3.3 Process flow Diagram: Loading of Containerized Cargo

Process flow Diagram Showing activities in the Loading of Containerized Cargo process for the
Export Procedure:
Start
Before Cargo

Submit Vessel

:Hatch List
Cargo

Container Cargo Loading
Start
Request for the following documents if not already submitted

vessel has been cleared :Bay Plan
:List of Specialized Cargo,

Out of guage, etc
:List of reefer containers
:List hazardous containers
:Transhipment list,
if applicable
Conduct pre-loading inspection of

cargoes and agree on a loading strategy
Submit Export Crane Operator inspects ship machinery

Cargo Release and any defect is reported and documented
Receive Export Cargo Release
Cross check the loading list and

certify the container to be Make copies of all containers on the list
loaded and tallies same
Tally containers and exchange

Timesheet is prepared, signed
copies with Shipping Line
and submitted
Tally Clerk
Prepare Vessel Call Report
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.4 Sub Process: Loading of Bulk Cargo

4.8 - 2.3.4.1 High Level Procedure: Loading of Bulk Cargo
High Level Procedure Summary diagram illustrating the relationships of the Loading of Bulk
Cargo process and stakeholders:
Loading of Bulk Cargo
Shipping Line Agent

(from Business Actors) Loading of
Bulk Cargo

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.4.2 Process Flow Steps: Loading of Bulk Cargo

Process Flow illustrating the steps and relationships of Loading of Bulk Cargo process:
Loading of Bulk Cargo Before Loading
1. Shipping line/Agent submits the following documents 72 hours
before vessels arrival to the Stevedore
Cargo Manifests.
Shipping note
Advance Tally Sheet
Stevedore move gears and equipments to berth 45 minutes
before vessel berths.
3. Stevedore and Shipping line/Agent have a pre-loading meeting at
the quay supervised by the stevedore duty Officer/supervisor with
emphasis on the strategy for the operations.
Bulk Cargo Loading
cleared.
5. The duty officer/supervisor makes contact with the vessel command
and introduces himself appropriately and as well agrees on loading
plan for the vessel.
6. Stevedore assesses the safety of workers vis--vis the gangway and
7. The stevedore duty officer requests for the following documents if
not submitted:
Stowage/Loading plan
8. The condition of the ship machinery (cranes) must also be certified
by the Stevedore crane operators and any defects reported,
documented and signed by the vessel.
9. The shipper/shipping line submits Export cargo release (Advance
tally Sheet).
10. Stevedore fix Grabs onto the cranes and fastens tarpaulin on the
loading side of the vessel.
11. The shippers truck-loads of sheanuts are emptied onto the quay.
12. The Stevedore crane operator uses the Grab to fetch the grains and
empties them into the Hold.
13. The Stevedore record clerk prepares Stevedore Time Sheet at the end
of each shift.
14. Stevedore Record clerk obtains the tonnage discharged next
morning and indicates same on the Stevedore Time Sheets and
ensures they are signed.
15. Stevedore Record clerk prepares the vessel call report.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.3.4.3 Process flow Diagram: Loading of Bulk Cargo

Process flow Diagram Showing activities in the Loading of Bulk Cargo process for the Export
Procedure:
Loading of Bulk Cargo
Shipping Line Agent Stevedore Stevedore Record Clerk
Start
Before Cargo

Submit Vessel

:Hatch List
Cargo

Bulk Cargo Loading
Start
Request for the following documents
:Hatch List
vessel has been cleared :Stowage Plan
Conduct pre-loading inspection of various decks to be worked

and vehicles to be discharged with other Stevedore representatives
Submit Export Condition of the crane is inspected by Crane

Cargo Release Operated and defects are documented and signed
Perform shipboard operations Prepare Stevedore Timesheet
Receive the tonnage

discharged for the shift
Submit Timesheet
:Stevedore Timesheet [Prepared]
Timesheet is received, signed

and submitted
Vessel call Report is prepared
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.4 Export receipt

4.8 - 2.4.1 High Level Procedure: Export Receipt
High Level Procedure Summary diagram illustrating the relationships of the Export Receipt
process and stakeholders:
Export Receipt
Exporter Shipping Line Agent

(from Business Actors) Export Receipt (from Business Actors)
GRA Customs Division Ghana Ports &

(from Business Actors) Harbour Authority
Private Company Stevedore GPHA

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.4.2 Process Flow Steps: Export Receipt

Process Flow illustrating the steps and relationships of Export Receipt process:
Export receipt 1. Shipping line Agent submits an application letter to the terminal
manager at the port.
2. The Agent submits shipping note to GPHA export documentation
desk for further processing.
3. Shipping line/Agent commences the processing of export customs
declaration
4. GPHA commences the completion of advance tally sheet (Release.)
5. Shipping line/Agent conducts examination of cargo with Customs
official.
6. Agent pays the relevant handling charges to GPHA after which he is
issued with CDI to certify payment.
7. GPHA completes the filling of the advance tally sheet with all the
relevant information.
8. Customs and GPHA officers do the final release of the Advance Tally
Sheet.
9. GPHA detaches and distributes the relevant copies of the export
document to the various agencies.
10. GPHA and Shipping line /Agent do reconciliation of terminal receipt
and Customs release (Container/Cargo) before vessel calls /Ship
operation.
11. GPHA prepares a final loading list.
12. Stevedore undertake the transfer operation by transferring of
containers / cargo from the point of receipt /consolidation to the
loading terminal.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 2.4.3 Process flow Diagram: Export Receipt

Process flow Diagram Showing activities in the Export Receipt process for the Export Procedure:
Export Receipt
Shipping Line Agent Terminal Manager GPHA Export Office GRA Customs Division GPHA Revenue Section Stevedore
Start
Submits application letter

Receive application letter Receives Shipping Note
to Terminal Manager
Submit Shipping Note :Shipping Note

to GPHA
Prepares Advanced Conduct inspection

Tally Sheet of cargo
Make payment
to GPHA
Receive Payment
Issues Cash
Delivery Invoice
Receives Cash
:Cash Delivery Invoice
Delivery Invoice
Issues final release of

:Cash Delivery Invoice Advance Tally Sheet with
Customs
Receives Final release of Distribute to relevant

Advanced Tally Sheet agencies
Perform reconciliation of
terminal receipt and Undertake transfer
Prepare final loading list
Customs release with operation
GPHA
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3 TRANSIT HIGH LEVEL PROCEDURE

4.8 - 3.1 Application for Transit Clearance
4.8 - 3.1.1 High Level Procedure: Application for Transit Clearance
High Level Procedure Summary diagram illustrating the relationships of the Application for
Transit Clearance process:
Agent Ghana Ports &

Harbour Authority
GRA-Customs Division Shipping Line Agent

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.1.2 Process Flow Steps: Application for Transit Clearance

Process Flow illustrating the steps and relationships of Application for Transit Clearance process:
Application for Transit Clearance 1. The Agent comes with an entry permit.
2. This list of Bill of entry (declaration) received is submitted to the
Logistic Manager.
3. The Logistic Manager ensures that the truck is loaded overnight.
4. Truck is loaded and the container is positioned the next day for
examination and the Agent makes payment.
5. The Customs examines the container in the presence of the Shipping
Lines Representative and Agent.
6. The Customs Officer Releases and issues a delivery allowance to the
Agent.
7. At the Exit gate,
GPHA security checks on the system if all is okay and writes the
waybill.
A Customs official checks if the cargo has received the delivery
approval by a Customs examination officer.
8. The GPHA security escorts the Agent to the Transit Parking Yard but
needs a certain amount of trucks before departure in a convoy.
9. Agent goes to State Insurance Company (SIC), at the port and buys a
log book plus a sticker filled by a Customs agent.
10. The filled Information is given back to SIC for stamp and signature
11. The Agent buys a customs seal at the transit park (Customs office)
and the Customs Officer writes the seal number on the entry.
12. The Agent goes to the parking yard GCNet Office to get the satellite
device already paid for.
13. The Customs Officer keys the satellite device number and the seal
number into the system
14. The Agent submits all documents (Bill of Entry, log book, commercial
invoice, packing list) to the National Securities at the main port to vet
the documents and sign the transit logbook
15. At the transit park a Customs official detaches the copy of the
documents.
16. At the transit park exit, Customs check the seals
17. At the exit gate,
GPHA security verifies the waybill
18. National Security verifies that the log book has been signed by their
colleague at the port.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.1.3 Process flow Diagram: Application for Transit Clearance

Process flow Diagram Showing activities in the Application for Transit Clearance process for the
Transit Procedure:
Agent Logistic Manager Shipping Line Agent GPHA Security GRA Customs Division State Insurance Company GCNet Office National Securities
Start
Submits Entry Receives List of Examines the

Permit Bill of Entry Container
:List of Bill of Checks on system Releases Container

:Entry Permit
Entry if all condition
is met
Issue Delivery
Ensures that the
Allowance
truck is loaded
overnight Prepare Waybill
:Delivery
Allowance
Position the
Makes Payment Container for
Checks if the cargo
examination
has received the
Delivery Approval
Buys a Log book
and a sticker filled
by a Customs Agent Escort Agent to
from State Insurance Transit Parking Yard
Company
Sells Log Book and a
Sticker filled by a
Customs Agent
Receives Log Book :Log Book

and Customs
Agent sticker :Customs
Fill logbook Agent Sticker
information Receives all documents
Stamp filled (Bill of Entry, Logbook,
logbook Commercial invoice,
Packing List)
Buys Customs Seal
Sells Seal
:Bill of Entry
Receives
:Customs Seal
Customs Seal :Logbook
:Commercial
:Customs Seal
Invoice
:Packing List
Gets Satellite Gives Satellite
Device already paid Device already
for Keys in Satellite paid for
Vets the documents
Device Number
Submits all and Seal Number
documents (Bill of into the system Signs Transit Logbook
Entry, Log book,
commercial invoice,
Packing List) Detaches the copy of
Checks the seal
the documents
Verifies Waybill
:Bill of Entry
Verifies that Logbook
has been signed
:Logbook
:Commercial Yes No
Invoice
:Packing List
Issues
Truck exits
Compliance
Transit
Directive
Park
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.1.4 High Level Procedure: Receiving and Delivery of Loaded Trucks
High Level Procedure Summary diagram illustrating the relationships of the Receiving and
Delivery of Loaded Trucks process:
Clearing and
Forwarding Agent CGNET
Receiving and Delivery (From Business Actors)
of Loaded Trucks
National Security Transit Clerks Waybill Auditor

Clerk
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.2 Sub process: Receiving and Delivery of Loaded Trucks

4.8 - 3.2.1 Process Flow Steps: Receiving and Delivery of Loaded Trucks
Process Flow illustrating the steps and relationships of the Receiving and Delivery of Loaded
Trucks process:
Receiving and Delivery of Loaded 1. Agent processes all documents in the main Port and makes
Trucks payments to their various Country representatives (Burkina Faso,
Mali, Niger, Cote dIvoire and Togo), loads trucks, weighs truck and
cargo; then and GPHA security escorts loaded transit truck to the
transit terminal.
2. The Transit Clerk receives loaded trucks and records their registered
numbers.
3. The Agent sends the DO with the delivery allowed stamp on it to the
Waybill Clerk.
4. The Waybill Clerk checks for the signature of the Delivery Foreman
and the stamped axle load certificate.
5. Waybill Clerk inspects the original copy of the CDI and rent days to
ensure that all rents have been paid
6. If satisfied, Waybill Clerk prints the waybill and hands it over to the
auditor to conduct further checks
7. If the Auditor is satisfied with payment he/she stamps and endorses
the waybill then hands it over to the Agent
8. If the Auditor is not satisfied the Agent is referred to the Revenue
Desk.
9. The Agent sends documents to State Insurance Company (SIC) to get
the Insurance bond before moving to GRA-Customs Division for print
out (route), signature and stamping (by CEPS boss).
10. GCNet Staff fixes a satellite (tracking) device on Vehicle/Truck and
GRA-Customs seals it
11. Agent then moves to National Security to get all documents booked
before moving the truck to the exit gate
12. Transit Delivery Clerk checks the waybill and records the truck
registered number, agent information, Declaration number and
weight certificate of the truck.
13. GPHA Security Personnel checks the waybill and books the
information on a waybill.
14. GPHA Security clears the trucks/vehicles from the terminal.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.2.2 Process flow Diagram: Receiving and Delivery of Loaded Trucks
Process flow Diagram Showing activities in the Receiving and Delivery of Loaded Trucks process
for the Transit Procedure:
Agent GPHA Security Transit Clerk Wabyill Clerk Auditor State Insurance Company GRA-Customs GCNet Staff
Start
Receive loaded
Process document Escort loaded
truck and record
and make payment transit truck to
the registered
transit terminal
numbers
Send Delivery
Order to Waybill
Clerk
Receive Delivery
Order
Check for signature

of Delivery Foreman
and stamped axle
load certificate
Receive
documents
Inspect original
copy of CDI and
rent days Perform further
checks
Print Waybill Not

Satisfied Satisfied
Send all documents

to Auditor
Refer Stamps
Agent to and
Revenue endorse
Desk Waybill
Receive stamped
Waybill
Send document Issue insurance Generate print Fix tracking

to SIC bond out, sign and device on truck
stamp
Receive
documents from Seal Truck
National Security
Check Waybill and
records the truck
registered number,
agent information,
declaration number
and weight
certificate of the
truck
Check the Waybill
and book
information on the
Waybill
Clear truck/vehicle
from the terminal
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.3 Sub Process: Delivery of Vehicle

4.8 - 3.3.1 High Level Procedure: Delivery of Vehicle
High Level Procedure Summary diagram illustrating the relationship of the Delivery of Vehicle
process:
Delivery of Vehicle
GPHA Security GCNET Clerk

Personnel Delivery of Vehicle (from Business Actors)
Auditor Waybill Clerk

Clearing and Transit Clerk

Forwarding Agent GRA
(From Business Actors) Customs Division
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.3.2 Process Flow Steps: Delivery of Vehicle

Process Flow illustrating the steps and relationships of the Delivery of Vehicle process:
Delivery of Vehicle 1. Agent processes all documents at the terminals (Golden Jubilee
Terminals GJT and SafeBond) pays GPHA charges and effects some
payments to their various Country representatives (Burkina Faso,
Mali, Niger, Cote dIvoire and Togo).
2. GRA_Customs staff escorts the vehicles to the transit terminal.
3. The Transit Clerk checks waybill from GJT or Safe Bond and receives
unpacked vehicles from GJT and Safe Bond and records information
on the vehicle (Chassis Number, Vehicle Type, etc. ).
4. The Agent sends the DO with the delivery allowed stamp on it to the
waybill Clerk
5. The Waybill Clerk checks for the signature of the Delivery Foreman
and the stamped axle load certificate.
6. Waybill Clerk inspects the original copy of the CDI and rent days to
ensure that all rents have been paid
7. If satisfied, Waybill Clerk prints the waybill and hands it over to the
auditor to conduct further checks.
8. If the Auditor is satisfied with payment he/she stamps and endorses
the waybill then hands it over to the Agent.
9. If the Auditor is not satisfied the Agent is referred to the Revenue
Desk.
10. The Agent goes to SIC to get the insurance bond before sending the
declaration to GRA-Customs Division for inspection and eventual
taping of the vehicle/goods
11. The GCNet Staff places a tracking device on vehicle and Customs
seals it
12. GRA-Customs Division then gives all travel documents, commonly
called the Printout - route to Agent
13. Agent then moves to National Security to get all documents booked
before moving the truck to the exit gate
14. Transit Delivery Clerk checks the waybill and records the vehicle and
agent information, Declaration number.
15. GPHA Security Personnel checks the waybill and books the
information on a waybill.
16. GPHA Security clears the vehicles from the terminal.
17. Transit Clerk keys all the information recorded manually and enters a
formatted spread sheet
18. Transit Clerk prepares daily-overstayed days bill for the unparked
vehicles.
19. Transit Clerk prepares daily, monthly, quarterly and yearly statistics
and reports on receiving and delivery of trucks and unparked cars,
which is forward through the line officer to the Terminal Manager
and CDS is copied.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.3.3 Process flow Diagram: Delivery of Vehicle

Process flow Diagram Showing activities in the Delivery of Vehicle process for the Transit Procedure:
Delivery of Vehicle
GPHA
Agent GRA-Customs Transit Clerk Wabyill Clerk Auditor SIC GCNet Security Personnel National Security
Start
Check waybill and

Process document Escort vehicles
receive vehicles
and make payment to the transit
from GJT and safe
terminal
bond, records
information on
Make GPHA vehicle
charges Check for signature
of Delivery Foreman
and stamped axle
Send DO with load certificate Conducts checks
delivery allowed on the Waybill
stamp to Waybill
Clerk Inspect original
copy of CDI and Not
Satisfied Satisfied
rent days
Print Waybill Agent Stamps

and send to is referred and
Auditor to the endorses
Reveneu Waybill
Desk
Receive stamped
waybill from
Auditor
Issue
Proceed to SIC insurance
to get Bond bond
Receive
Insurance Bond
Send declaration Receive Place tracking

to Customs for declaration device on
inspection vehicle
Customs seal
the vehicle
Receive travel Book
documents documents
Handover travel Check Waybill
documents to and record vehicle,
Make bookings Agent agent information
of documents and declaration
at National number Check Waybill
Security and book
information on
Waybill
Key information
recorded manually
and enter a Clear vehicle
formatted spread from the
sheet Terminal
Prepare daily-
overstayed days
bill for the
unparked vehicles
Prepare statistics
and reports on
receiving and
delivery trucks and
unparked cars
Forward through
line officer to
Terminal Manager
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.4 Sub Process: Statistical Reporting

4.8 - 3.4.1 High Level Procedure: Statistical Reporting
High Level Procedure Summary diagram illustrating the relationship between the Statistical
Reporting process:
Statistical Reporting
GPHA Shipping Line Agent

GRA Customs Division Agent

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.4.2 Process Flow Steps: Statistical Reporting

Process Flow illustrating the steps and relationships of Statistical Reporting process:
Statistical reporting 1. Based on the consignee address, Clerk identifies transit cargo.
2. Clerk extracts transit data from hard copy of cargo import manifest
using the transit extraction sheet and inputs data in an excel
spreadsheet for all the vessels, the following details are picked:
Destination
Consignees name
Address
Cargo description
Container type and number
Weight
3. Clerk reconciles transit and transhipment figures from the time
sheet with the corresponding manifest data for all the vessels for an
applicable month
Reconciled data is put together, sorted and forwarded to the
supervisor for the generation of the required report.
4. Vessel Reporting
5. Inspection and Control staff receives berthing information from
signals via VHF and as well from visiting berth in questions to confirm
the vessels name and its arrival/departure date/time
6. Staff records name of vessel agent, stevedore company handling the
vessel and the cargo description
7. Staff then prepares report in a formatted excel sheet and copies
PMM.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.8 - 3.4.3 Process flow Diagram: Statistical Reporting

Process flow Diagram Showing activities in the Statistical Reporting process for the common
Procedure:
Clerk Supervisor
Start
Identify transit cargo
Extract transit data from hard copy

cargo import manifest using transit
extraction sheet
Input data in an excel spreadsheet

for all vessels
Reconciles transit and transhipment

figures from timesheet with corresponding
manifest data for all the vessels
Reconciled data is put together, sorted

Receive data
and forwarded to supervisor
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 Environmental Protection Authority
Mission
The mission of the EPA of Ghana is to co-manage, protect and enhance the countrys environment, in
particular, as well as seek common solutions to global environmental problems. The accomplishment of the
mission is to be achieved inter alia through research, cientific, technological and innovative approaches, good
governance and partnerships.
Vision
An Agency dedicated to continuously improving and conserving the countrys environment in which all
sections of the community value the environment, strive to attain sustainable development, effective and
efficient resource management based on good environmental governance, taking into account social land
equity issues.
The Environmental Protection Agency (EPA) was formally established on 30th December, 1994 (Act
490) and given the responsibility of regulating the environment and ensuring the implementation
of Government policies on the environment.
Objective
1. Create awareness to mainstream environment into the development process at the

national, regional, district and community levels;
2. Ensure that the implementation of environmental policy and planning are integrated
and consistent with the countrys desire for effective, long-term maintenance of
environmental quality;
3. Ensure environmentally sound and efficient use of both renewable and nonrenewable
resources in the process of national development;
4. Guide development to prevent, reduce, and as far as possible, eliminate pollution and
actions that lower the quality of life;
5. To apply the legal processes in a fair, equitable manner to ensure responsible
environmental behaviour in the country;
6. Continuously improve EPAs performance to meet changing environmental trends and
community aspirations;
7. Encourage and reward a commitment by all EPA staff to a culture based on continuous
improvement and on working in partnership with all members of the Ghanaian
community.
Declaration and Statutory Functions
Under the Environmental Protection Agency Act 1994 (Act 490), some of the functions of the
Agency are:
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
a. To advise the Minister on the formulation of policies on all aspects of the environmental
and in particular make recommendations for the protection of the environment;
b. To issue environmental permits and pollution abatement notices for controlling the
volume, types, constituents and effects of waste discourages, emissions, deposits
or other source of pollutants and of substances which are hazardous or potentially
dangerous to the quality of the environment or any segment of the environment;
c. To prescribe standards and guidelines relating to the pollution of air, water, land other
forms of environmental pollution including the discharge of wastes and the control of
toxic substances;
d. To ensure compliance with any laid down environmental impact assessment

procedures in the planning and execution of development projects, including
compliance in the respect of existing projects;
e. To promote effective planning in the management of the environment;
f. To impose and collect environmental protection levies in accordance with this Act or
regulations made under this Act;
Address: No. 91 Starlet Street Opp. Ghana News Agency

Tel: +0302 664697, +0302 664698
Email: info@epa.gov.gh Website: ww.epa.gov.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.9 - 1.1.1 High level Procedure: Pesticide Registration
High level Procedure Summary diagram illustrating the relationships of the Pesticide Registration
process.
EPA Pesticide Registration
Authorized Bank
Applicant
EPA Sub Committee

EPA Pesticide (from Business Actors)
Registration
Director CMMC Pesticide Technical

(DCCMC) Committee
PTC Secretariat
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.1.2 Process flow Steps: Pesticide Registration

Process Flow illustrating the steps and relationships of the Pesticide Registration process:
Pesticide Registration 1. Applicant purchases an application form.
2. Applicant submits completed registration form with supporting
documents to the DCCMC.
3. PTC Secretariat issues an invoice.
4. Applicant pays the processing fee at the Bank.
5. Bank issues a Bank Advice.
6. Subcommittee sits to review the submitted documents.
7. Subcommittee makes recommendations to Pesticide Technical
Committee for recommendation.
8. Pesticide Technical Committee makes recommendations to the EPA
Board for Final Approval.
2016 Edition
Pesticide Registration
Applicant DDCMC: EPA PTC Secretariat: EPA Authorised Dealer Bank SubCommittee: EPA Pesticide Technical Committee EPA Board: EPA Procedure:
Start
Purchase application form Receive application form

and supporting documents Receive verified documents
MINISTRY OF FINANCE
Complete and submit

GOVERNMENT OF GHANA
application form with Verify documents Issue Payment Invoice

supporting documents and send to PTC
:Payment Invoice
:Bio Efficacy Trial Report
:Pesticide Dossier (Fresh)
:Application Form [Completed]
:Sample Label for Product
Receive payment invoice
Make payment at the Bank Receive Payment
Receive submitted
documents
Issue Bank Advice

4.9 - 1.1.3 Process flow Diagram: Pesticide Registration
Review submitted
:Bank Advice documents
Make recommendation
Receive recommendation
to PTC
Review recommendation
Make recommendation
to EPA Board Receive recommendation
Give Final Approval
Finish
Process flow Diagram Showing activities in the Pesticide Registration process for the Import
Page 433 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2 License Application

4.9 - 1.2.1 Sub process: Importer/Distributor License
4.9 - 1.2.1.1 High level Procedure: Importer/Distributor Registration
High level Procedure Summary diagram illustrating the relationship of the Importer/Distributor
Importer/Distributor Registration
Applicant Authorized Bank

Director CMMC EPA Program Officer

(DCCMC)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.1.2 Process flow Steps: Importer/Distributor Registration

Process flow illustrating the steps and relationships of the Importer/Distributor Registration
process:
Importer/Distributor 1. Applicant purchases a License Application form.
Registration 2. Applicant submits completed License Application form with supporting
documents to the EPA Pesticides department.
3. EPA Officer schedules facility for inspection.
4. EPA Officer inspects facility and submits inspection report with
recommendation.
5. Director CCMC either approves or rejects application.
6. Applicant pays license fee at the bank.
7. CCMC issues the Importer/Distributor License.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.1.3 Process flow Diagram: Importer/Distributor Registration

Process flow Diagram Showing activities in the Importer/Distributor Registration process for the
Import Procedure:
Applicant Programme Officer: EPA Director CCMC: EPA Authorised Dealer Bank
Start
Purchase License Application

Receive submitted documents
Complete application form Receive documents

and submit with supporting
Schedule Facility
documents
for Inspection
Review Inspection Report
and recommendation
:Application Form Inspects Facility
[Completed]
Is Satisfactory No Satisfactory
:Certificate to
Commence Business Prepares Inspection report
and recommendation
Approve Reject
:Certificate of Application Application
Incorporation
:Report
:Recommendation
Submits inspection report

and recommendation
Make Payment of
License Fee
Receive payment
Issues Importer/Distributor
License
:License
[Importer/Distributor]
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.2 Sub process: Transporter Licensing

4.9 - 1.2.2.1 High level Procedure: Transporter Licensing
High level procedure summary diagram illustrating the relationships of the Transporter Licensing
process:
Transporter License Application
Transporter Transporter License Authorized Bank

Application
Director CMMC Program Officer

(DCCMC)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.2.2 Process flow Steps: Transporter Licensing

Process flow illustrating the steps and relationships of Transporter Licensing process:
Transporter Licensing 1. Applicant purchases a Hazardous Chemical License Application Form.
2. Applicant submits completed application form with supporting
3. DCCMC issues invoice to the Applicant.
4. Applicant pays processing fee at the bank and is issued a Bank Advice.
5. Applicant submits Bank Advice to the DCCMC.
6. Programme Staff schedules facility for inspection.
7. Programme Staff inspects facility and makes recommendation to
DCCMC.
8. If recommendation is OK, license is approved and issued to the
Applicant.
9. If recommendation is not OK, application for Transporter License is either
rejected or a compliance directive is issued and Applicant is informed.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.2.3 Process flow Diagram: Transporter Licensing

Process flow Diagram Showing activities in the Transporter Licensing process for the Import
Procedure:
Transporter Licensing
Transporter Director CCMC: EPA Authorised Dealer Bank Programme Officer: EPA
Start
Purchase Application Form
Complete form and submit

with supporting documents
Receive application
documents
:Application Form
Issues payment invoice
:Certificate to Commence
Business
:Payment Invoice
:Evidence of Vehicle
Insurance
:Hazardous Chemica
License Application Form
:Certificate of
Incorporation
Receive payment
invoice Receive payment from
Applicant
Make payment at the

bank Issue Payment Advice
Receive Bank Advice :Bank Advice
Submit Bank Advice Schedule Facility

Receive Bank Advice for Inspection
to DCCMC
Inspect Facility and

Receive recommendation make recommendation
Approve License Issuance Compliance Directive

is issued
Issue License
:Compliance Directive
Receive License :License
Finish
Receive Compliance Directive
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.3 Sub process: Retailer Licensing

4.9 - 1.2.3.1 High level Procedure: Retailer Licensing
High level Procedure Summary diagram illustrating the relationship of the Retailer Licensing
process:
Retailer License Application
Retailer Director CMMC

(from Business Actors) Retailer License (DCCMC)
Application (from Business Actors)
Authorized Bank Program Officer

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.3.2 Process flow Steps: Retailer Licensing

Process flow illustrating the steps and relationships of the Retailer Licensing process:
Retailer Licensing 1. Applicant purchases a License Application form.
2. Applicant completes the registration form and submits the form with
supporting documents to the DCCMC.
3. DCCMC issues invoice to the Applicant and Applicant pays processing
fee at the bank.
6. Programme Staff inspects facility and makes recommendation to the
DCCMC/Representative.
7. If recommendation is OK, license is approved and issued to the
Applicant.
8. If recommendation is not OK, application for Retailer License is either
rejected or a compliance directive is issued and Applicant is informed.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.3.3 Process flow Diagram: Retailer Licensing

Process flow Diagram Showing activities in the Retailer Licensing process for the Import Procedure:
Retailer Licensing
Retailer DCCMC: EPA Authorised Bank Programme Officer: EPA
Start
Receive application form

Purchase License
and supporting documents
Application Form
Verify Documents
Complete Application form
documents
Issue Payment Invoice
Receive Payment Invoice :Payment Invoice
Make payment at the bank Receive payment
Issue Bank Advice

Receive Bank Advice
to DCCMC for Inspection
Perform Inspection
Receive Recommendation Prepare and submit

recommendation
Approve License Reject License Application
Issue License Issue Compliance Directive
Receive License :License [Retailer License] :Compliance Directive
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.4 Sub process: Commercial Application of Pesticides

4.9 - 1.2.4.1 High level Procedure: Commercial Application of Pesticides
High level Procedure Summary diagram illustrating the relationships of the Commercial
Application of Pesticides process:
Commercial Appliction of Pesticides
Commercial Director CMMC

Applicator/Exterminators Commercial Appliction (DCCMC)
of Pesticides (from Business Actors)
Authorized Bank Program Officer

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.4.2 Process flow Steps: Commercial Application of Pesticides

Process flow illustrating the steps and relationships of the Commercial Application of Pesticides
process:
Commercial Application of 1. Applicant purchases a License Application form.
Pesticides 2. Applicant submits completed License Application form with supporting
3. DCCMC issues invoice to the Applicant and Applicant pays processing
fee at the bank.
5. EPA Programme Officer schedules facility for inspection.
6. EPA Programme Officer inspects facility and makes recommendation to
the DCCMC/Representative.
7. If recommendation is OK, Commercial Application License is approved
and issued to the Applicant.
8. If recommendation is not OK, application for Commercial Application
License is either rejected or a compliance directive is issued and
Applicant is informed.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.4.3 Process flow Diagram: Commercial Application of Pesticides

Process flow Diagram Showing activities in the Commercial Application of Pesticides process for
Commercial Appliction of Pesticides
Commercial Applicator/Exterminator Director CCMC: EPA Authorised Bank Programme Officer: EPA
Start
Receive application form

Purchase License
Application Form
Verify Documents
Complete Application form
documents
Issue Payment Invoice
Receive Payment Invoice :Payment Invoice
Make payment at the bank Receive payment
Issue Bank Advice

Receive Bank Advice
to DCCMC for Inspection
Perform Inspection
Receive Recommendation Prepare and submit

recommendation
Approve License Reject License Application
Issue License Issue Compliance Directive
Receive License :License [Retailer License] :Compliance Directive
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.5 Sub process: Environmental Assessment Permit

4.9 - 1.2.5.1 High level Procedure: Environmental Assessment Permit
High level Procedure Summary illustrating the relationship of the Environmental Assessment
Permit process:
Environmental Assessment Permit Application
Proponent Environmental Assessment Concerned

Permit Application Agencies
Head EIA EPA

Dept.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.5.2 Process flow Steps: Environmental Assessment Permit

Process Flow illustrating the steps and relationships of the Environmental Assessment Permit
process:
Environmental Assessment 1. Applicant purchases an EIA Application form.
Permit 2. Applicant completes the application form and submits the form with
supporting documents to the Director CCMC.
3. Programme Staff screens project and facility.
4. Programme Staff submits a Screening Report to Head EIA.
5. Head EIA Department issues invoice to the Applicant and Applicant pays
processing fee at the bank.
6. Applicant submits Bank Advice to the Head EIA.
7. When Project is Simple/Low Impact Project Process described in Step A
is done
When Project is Medium Impact Project Process described in Step B is
done
When Project is Far Reaching Project Process described in Step C is
done
A. Simple/Low Impact Project
1. If report is OK, Environmental Permit is approved by Head EIA
department and is issued to the Applicant.
2. If report is not OK, application for Environmental Permit is either
rejected or a compliance directive is issued and Applicant is
informed.
B. Medium Impact Project
1. Applicant prepares a Preliminary Environmental Report (PER) or
Environment Impact Statement (EIS).
2. TRC reviews PER/EIS and makes recommendation.
3. If recommendation is OK, Environmental Permit is approved by
Head EIA department and is issued to the Applicant.
4. If recommendation is not OK, application for Environmental
Permit is either rejected or a compliance directive is issued and
C. Far Reaching
1. Applicant prepares a Scoping Report.
2. If Scoping Report is approved, Applicant prepares an
Environment Impact Statement (EIS).
3. TRC reviews EIS and makes recommendation.
4. If recommendation is OK, Environmental Permit is approved by
Head EIA department and is issued to the Applicant.
5. If recommendation is not OK, application for Environmental
Permit is either rejected or a compliance directive is issued and
Environmental Assessment Permit
2016 Edition
Proponent DDCMC: EPA Authorised Bank Programme Officer: EPA Head EIA Department: EPA TRC
Start
Import Procedure:
Screen project and facility Receive

Purchase EIA Application Receive Application
screening report
Form form and supporting
MINISTRY OF FINANCE
documents
Perform Screening
GOVERNMENT OF GHANA
Complete Application Issue Payment Invoice

form and submit with
Verify documents
Prepare and submit
screening report :Payment Invoice
Receive Payment Invoice
Make payment at the bank Receive Payment
Issue Bank Advice
Receive Report
Receive EIS and prepare

Submit Bank Advice to recommendation
Head EIA
Send reviewed documents

to Head EIA Department
Medium Impact Project Far Reaching Project If project is
Simple/Low Impact
Prepare Preliminary Prepare Scoping report Receive

Receive Bank Advice

Environment Report (PER) Recommendation
or Environment Impact
Statement (EIS) Prepare Environmental
Impact Statement when Verify Report
Scoping Report is approved
Submit report to TRC Submit EIS to TRC
Approve Permit Reject Permit Application
Issue Permit Issue Compliance

4.9 - 1.2.5.3 Process flow Diagram: Environmental Assessment Permit
Receive License Directive
:Permit :Compliance
Finish
[Environmental Permit] Directive

Process flow Diagram Showing activities in the Environmental Assessment Permit process for the
Page 448 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.6 Sub process: Manufacturing | Repackaging | Reformulation License

4.9 - 1.2.6.1 High level Procedure: Manufacturing | Repackaging | Reformulation
Licensing/Permit
High level Procedure Summary diagram illustrating the relationship of the Manufacturing |
Repackaging | Reformulation Licensing/Permit process:
Manufacturing|Repackaging|Reformulation License Application
Applicant Program Officer

(from Business Actors) Manufacturing|Repackaging|Reformulation (From Business Actors)
License Application
$
Director CMMC Head EIA
(DCCMC) Dept.
Authorized Bank Adjourning Land

Users
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.6.2 Process flow Steps: Manufacturing | Repackaging | Reformulation

Licensing/Permit
Process Flow illustrating the steps and relationships of Manufacturing | Repackaging |
Reformulation Licensing/Permit process:
Manufacturing | Repackaging | 1. Applicant purchases an application form.
Reformulation License/Permit documents to the DCCMC.
3. DCCMC issues invoice to the Applicant.
4. Applicant pays processing fee at the bank and is issued a Bank Advice.
5. Applicant submit Bank Advice to the DCCMC.
7. Programme Staff inspects facility and makes recommendation DCCMC.
Permit:
1. Applicant is required to submit PER/EIS Report.
2. If recommendation is OK, application for permit is approved
by Head EIA department and Manufacturing | Repackaging |
Reformulation Permit is issued to the Applicant.
3. If recommendation is not OK, application for Manufacturing
| Repackaging | Reformulation License is either rejected or a
compliance directive is issued and Applicant is informed.
License:
1. If recommendation is OK, application for license is approved by
DCCMC and Manufacturing | Repackaging | Reformulation license
is issued to the Applicant.
2. If recommendation is not OK, application for Manufacturing
| Repackaging | Reformulation License is either rejected or a
compliance directive is issued and Applicant is informed.
Manufacturing|Repackaging|Reformulation Licensing/Permit
2016 Edition
Applicant DDCMC: EPA Authorised Bank Programme Staff: EPA Head EIA Department: EPA
Start
Purchase Application Receive Application form and supporting documents

Form
MINISTRY OF FINANCE
Issues payment invoice

GOVERNMENT OF GHANA
Complete and submit

application form with
:Payment Invoice Receive Payment
Receive Payment Invoice Issue Bank Advice
Make Payment at the Bank :Bank Advice

Schedule Facility Inspection
Licensing/Permit
Receive Bank Advice

Perform Facility Inspection
Submit Bank Advice Receive Bank Advice Prepare recommendation

to DCCMC
and send to DCCMC
Licensing/Permit process for the Import Procedure:
Send recommendation
Review recommendation Review recommendation
to Head EIA Dept.

Is Satisfactory No Satisfactory Is Satisfactory No Satisfactory
Application for Application for Approve permit application Reject Application

License is License is
approved rejected
Issue Permit Issue Compliance Directive
:License :Compliance
[Manufacturing|Repackaging|Reformulation] Directive
:License :Compliance
[Manufacturing|Repackaging|Reformulation] Directive
Receive License
Finish

4.9 - 1.2.6.3 Process flow Diagram: Manufacturing | Repackaging | Reformulation
Process flow Diagram Showing activities in the Manufacturing | Repackaging | Reformulation
Page 451 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.7 Sub process: Warehouse Registration for Pesticides

4.9 - 1.2.7.1 High level Procedure: Warehouse Registration for Pesticides
High level Procedure Summary diagram illustrating the relationships of the Warehouse Registration
for Pesticides process:
EPA Warehouse License/Permit Application
Authorized Bank
Warehouse Operator
Program Officer
EPA Warehouse
District
License/Permit Assemblies/Town and
Application Country Planners
Director CMMC
(DCCMC)
Ghana National
EPA Fire Service (GNFS)
Head EIA (from Business Actors)
Dept.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.7.2 Process flow Steps: Warehouse Registration for Pesticides

Process Flow illustrating the steps and relationships of Warehouse Registration for Pesticides
process:
Warehouse Registration for 1. Applicant purchases an application form.
Pesticides documents to the Director CCMC.
3. Director CCMC issues invoice to the Applicant.
4. Applicant pays processing fee at the bank and is issued Bank Advice.
5. Applicant submit Bank Advice to the Director CCMC.
7. Programme Staff inspects facility and makes recommendation Director
CCMC.
Permit
1. Applicant is required to submit PER/EIS Report
2. If recommendation is OK, application for permit is approved by
Head EIA department and Warehouse Permit is issued to the
Applicant.
3. If recommendation is not OK, application for Warehouse Permit is
either rejected or a compliance directive is issued and Applicant
is informed.
License
1. If recommendation is OK, application for license is approved by
DCCMC and Warehouse license is issued to the Applicant.
2. If recommendation is not OK, application for Warehouse License
is rejected and Applicant informed.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.2.7.3 Process flow Diagram: Warehouse Registration for Pesticides

Process flow Diagram Showing activities in the Warehouse Registration for Pesticides process for
Warehouse Registration for Pesticides
Applicant DCCMC: EPA Authorised Bank Program Staff: EPA Head EIA Department: EPA
Start
Purchase application form Receive application form

Complete and submit

application form with Issue Payment Invoice
Receive payment
:Payment Invoice
Receive payment invoice Issue Bank Advice
Make payment at the bank :Bank Advice

Schedule Facility Inspection
Receive Bank Advice Perform Facility Inspection
Submit Bank Advice Prepare recommendation

to DCCMC Receive Bank Advice
and send to DCCMC
For License For Permit

Review Send recommendation Review

recommendation to Head EIA Dept. recommendation
Is No Is No
Satisfactory Satisfactory Satisfactory Satisfactory
Application for Application for Approve permit Reject Application

License isapproved License is rejected application
:License :Compliance Issue Permit Issue Compliance

[Warehouse] Directive Directive
Receive License :Permit [Warehouse] :Compliance Directive
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3 Clearance Permit Application

4.9 - 1.3.1 Sub process: Temporary Permit Clearance
4.9 - 1.3.1.1 High level Procedure: Temporary Permit Clearance
High level Procedure Summary diagram illustrating the relationships of the Temporary Permit
Clearance process:
Temporary Permit-Single Consignment Clearance Permit
Valuation Officer
Importer
EPA Temporary (from Business Actors)
Permit-Single Consignment
Clearance Permit
$
Checking Officer e-MDA Platform
Authorized Bank
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.1.2 Process flow Steps: Temporary Permit Clearance

Process Flow illustrating the steps and relationships of Temporary Permit Clearance process:
Temporary Permit Clearance 1. Clearing Agent fills the application form, uploads supporting documents
and submits the form on eMDA Portal.
2. Importer pays the processing fee.
3. Bank receives processing fee, issues Payment Receipt and updates
transaction status online.
4. Checking Officer reviews application on eMDA Portal. If
application is valid, Checking Officer submits application for
approval. Else, Checking Officer either performs technical
rejection for corrections or non-technical rejection to reject
application outright.
Technical Rejection:
1. Clearing Agent makes correction and resubmits application for
approval.
Approved:
1. Validation Officer approves the permit on eMDA Portal.
2. A Chemical Clearance Permit is issued on eMDA Portal.
Non-technical Rejection:
1. Chemical Clearance Permit is rejected out rightly and the reason
is communicated to Clearing Agent.
2. Goods are either sent back to country of origin or confiscated.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.1.3 Process flow Diagram: Temporary Permit Clearance

Process flow Diagram Showing activities in the Temporary Permit Clearance process for the Import
Procedure:
Temporary Permit Clearance
Importer eMDA Portal Authorised Bank Checking Officer: EPA Validation Officer: EPA
Start
Fill application form Receive filled application

and upload supporting form and supporting
documents documents
Make Payment
Receive Payment
Issues Payment receipt

and updated transaction
status online
Receive payment receipt :Receipt
Reviews application
No Satisfactory Is Satisfactory
Receive application for

Reject application Submit for approval
approval
Technical Non- Technical

Rejection Rejection Approve application
Make correction and Permit is rejected Issue Permit

resubmit application
for approval
Goods are sent back to :Permit
country of origin or [Chemical Clearance Permit]
confiscated
Receive Permit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.2 Sub process: Annual Permit

4.9 - 1.3.2.1 High level Procedure: Annual Permit
High level Procedure Summary diagram illustrating the relationships of the Annual Permit
process.
Master Permit
Valuation Officer
Importer
EPA (from Business Actors)
(from Business Actors) Master
Permit
$
Authorized Bank
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.2.2 Process flow Steps: Annual Permit

Process Flow illustrating the steps and relationships of Annual Permit process:
Annual Permit 1. Clearing Agent fills the application form, list of products and quantities
2. Clearing Agent pays processing fee.
4. Checking Officer reviews application on eMDA Portal. If
application is valid, Checking Officer submits application for
approval. Else, Checking Officer either performs technical
rejection for corrections or non-technical rejection to reject
application outright.
approval.
Approved:
2. An Annual Permit is issued on eMDA Portal.
Non-technical Rejection
1. Annual Permit is rejected out rightly and the reason is
communicated to Clearing Agent.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.2.3 Process flow Diagram: Annual Permit

Process flow Diagram Showing activities in the Annual Permit process for the Import Procedure:
Annual Permit
Start

documents documents
Make Payment
Receive Payment

status online
Reviews application

approval


for approval
country of origin or [Annual Permit]
confiscated
Receive Permit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.3 Sub process: Sub Consignment Permit

4.9 - 1.3.3.1 High level Procedure: Sub Consignment Permit
High level Procedure Summary diagram illustrating the relationships of the Sub Consignment
Permit process.
Sub Consignment Permit
Valuation Officer
Importer
(from Business Actors) Sub Consignment
Permit
$
Authorized Bank
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.3.2 Process flow Steps: Sub Consignment Permit

Process Flow illustrating the steps and relationships of the Sub Consignment Permit process:
Sub Consignment Permit 1. Clearing Agent fills the application form, uploads supporting documents
2. Checking Officer reviews application on eMDA Portal. If application is
valid, Checking Officer submits application for approval. Else, Checking
Officer either performs technical rejection for corrections or non-
technical rejection to reject application outright.
approval.
Approved:
2. A Chemical Clearance Permit is issued on eMDA Portal.
1. Chemical Clearance Permit is rejected out rightly and the reason
is communicated to Clearing Agent.
Goods are either sent back to country of origin or confiscated.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.3.3 Process flow Diagram: Sub Consignment Permit

Process flow Diagram Showing activities in the Sub Consignment Permit process for the Import
Procedure:
Sub Consignment Permit
Start

documents documents
Make Payment
Receive Payment

status online
Reviews application

approval


for approval
country of origin or [Chemical Clearance Permit]
confiscated
Receive Permit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.4 Sub process: Supplementary Annual Permit

4.9 - 1.3.4.1 High level Procedure: Supplementary Annual Permit
High level Procedure Summary diagram illustrating the relationships of the Supplementary
Annual Permit process:
Supplementary Permit
Valuation Officer
Importer
(from Business Actors) Supplementary
Permit
$
Authorized Bank
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.4.2 Process flow Steps: Supplementary Annual Permit

Process Flow illustrating the steps and relationships of the Supplementary Annual Permit
process:
Supplementary Annual Permit 1. Clearing Agents fills the application form, list of products and quantities
2. Clearing Agents pays processing fee.
4. Checking Officer reviews application on eMDA Portal. If application is
valid, Checking Officer submits application for approval. Else, Checking
Officer either performs technical rejection for corrections or non-
technical rejection to reject application outright.
approval.
Approved:
2. A Supplementary Master Permit is issued on eMDA Portal.
1. Supplementary Master Permit is rejected out rightly and the
reason is communicated to Clearing Agent.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 1.3.4.3 Process flow Diagram: Supplementary Annual Permit

Process flow Diagram Showing activities in the Supplementary Annual Permit process for the
Import Procedure:
Supplementary Annual Permit
Start

documents documents
Make Payment
Receive Payment

status online
Reviews application

approval


for approval
:Permit
[Supplementary Master Permit]
Receive Permit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 2 EXPORT PROCEDURE

4.9 - 2.1 Export Permit
4.9 - 2.1.1 High level Procedure: Export Permit
High level Procedure Summary diagram illustrating the relationship of the Export Permit
process:
EPA Export Permit
Exporter Director CMMC

EPA Export (DCCMC)
Permit
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 2.1.2 Process flow Steps: Export Permit

Process Flow illustrating the steps and relationships of Export Permit process :
Export Permit 1. Exporter applies for Export Permit to the DCCMC attaching supporting
documents.
2. If chemical is hazardous waste, EPA follows the Basel Convention
Notification Procedure.
3. D CCMC evaluates Exporters application.
4. If application is satisfactory, DCCMC grants approval for export. Else,
DCCMC either rejects application or issues compliance directive.
1. Exporter makes correction and resubmits application for
approval.
Approved:
1. An Export Permit is issued to the Exporter.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.9 - 2.1.3 Process flow Diagram: Export Permit

Process flow Diagram Showing activities in the Export Permit process for the Export Procedure:
Export Permit
Exporter DCCMC: EPA
Start
Submit Application letter Receive Documents

Evaluate application
documents
:Safe Data Sheet
:Import Requirements from Is Satisfactory No Satisfactory

Country of Destination
Grant Export Approval Reject Application
Issue Export Permit
Issue Compliance Makes correction and

:Permit
directives submit application for
[EPA Export Permit]
approval
Receive Permit
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.10 Ghana Export Promotion Authority
Mission
To build internal systems and strategic external networks to develop Ghanaian Non-Traditional Exports
throughout the value chain and promote Made-in-Ghana goods and services in strategic markets to achieve
national targets for economic development.
Vision
To transform GEPA into a dynamic World-Class Trade Promotion Organization playing a leading role in
developing a dominant and sustained market position for Ghanaian Non-Traditional Exports.
The Ghana Export Promotion Authority (GEPA) is the National Export Trade Support Institution
of the Ministry of Trade and Industry (MOTI) responsible for the facilitation, development and
promotion of Ghanaian exports.
GEPA was established by Act 396 in 1969 as an agency of the Ministry of Trade and Industry with
the mandate to develop and promote Ghanaian exports. GEPA focus has primarily been to diversify
Ghanas export base from the traditional Gold and other unprocessed minerals, Cocoa Beans,
Timber Logs and Lumber.
Goal
To ensure that Ghanas export trade contributes to accelerated economic growth through strate-
gic aggressive marketing of Made-in-Ghana products in the competitive global economy.
Objective
1. To facilitate the development and expansion of the supply base and to develop markets
for Non-traditional exports from Ghana.
2. To provide relevant trade information to support competitiveness of Ghanaian exporters
and other stakeholders.
3. To develop programmes and activities for institutional capacity building of the exporter
community to meet the challenges of the global market.
4. To develop and coordinate a national export agenda through the harmonisation of
export related activities by private and public sector agencies and other development
partners.
Address: Republic House Annex Tudu Accra Greater Accra Region

Tel: +233-302-689889 / 683153
fax: +233-302-677256
Email: gepa@gepaghana.org Website: www.gepaghana.org
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.10 - 1 EXPORT High level PROCEDURE

High level procedure Diagram illustrating the relationships of the Exporter Registration process:
Exporter GEPA
GEPA Exporter Registration
Product Association
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Process Flow illustrating the steps and relationships of Exporter Registration process:
Exporter Registration 1. An Exporter obtains a registration form and pays the registration fee.
2. Exporter submits the completed registration form and attaches
For a Limited Liability Company:
A Certificate of Incorporation
A Certificate to Commence Business
The Companys Regulation Code
Tax Identification Number (TIN)
E-mail address
Cell Phone number
For a Sole Proprietorship/ Enterprise
A Certificate of Registration
Form A
E-mail address
Cell Phone number
3. GEPA verifies and validates all documents received.
4. If satisfactory, GEPA issues an Exporter Registration Certificate else
Compliance directive.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Procedure:
Exporter GEPA
Start
Receive documents
Obtain Registration Form from Exporter
Pay Registration Fee Verify Documents
Fill Registration form and

submit with supporting
documents
Issue Exporter Certificate Issues Compliance Directive
Limited Liability Company Sole Propietorship/Enterprise

:Certificate :Compliance Directive
:Certificate of Incorporation :Certificate of [Certificate of Registration]
Businnes Registration
:Certificate to
Commence Business :Form A
:Companys Regulation Code
:TIN
Receive Certificate
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.10 - 1.2 ETLS Product Registration

4.10 - 1.2.1 High Level Procedure: ETLS product registration
High Level Procedure summary diagram illustrating the relationships of the ETLS product
registration process:
ETLS Product Registration
Exporter ECOWAS
Ministry of Finance ETLS Chairman

MOFA National Approval Technical Sub GEPA

Committee Committee (from Business Actors)
MOTI GRA
Customs Division
AGI GCCI Ghana

Standards Authority
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.10 - 1.2.2 Process Flow Steps: ETLS product registration

Process flow illustrating the steps and relationships of the ETLS Product Registration process:
ETLS Product Registration 1. Exporter obtains and pays for the ETLS registration form at GEPA.
2. The Exporter is guided on how to fill the registration form.
3. The Form is completely filled and submitted at GEPA.
4. The completed form is forwarded to the National Approval Committee
Secretariat (Chairman /ETLS secretariat at MOTI).
5. The Technical Subcommittee of ETLS NAC conduct due diligence and
Premise inspection of the Exporter/Manufacturer including business
registration documentation as required by Law.
6. The Technical subcommittee shall undertake field visits to selected
companies to have better understanding of their processes and
procedures, including their raw material component that originates
from the ECOWAS sub- region; the product tariffs nomenclature; and the
percentage of value addition.
7. The subcommittee report is submitted to the Chairman/ETLS Secretariat
at MOTI.
8. Another meeting is scheduled where the National Approval Committee
meets to review the report of the Technical Subcommittee.
9. The Report is adopted by NAC if entire applications meet all stated
criteria for approval.
10. If approved, the decision Letter is sent to ECOWAS Commission for Trade,
for the Final Approval.
11. ECOWAS Commission may either approve/disapprove the application.
12. If approved, ECOWAS send an approval notification to Ministry of
Foreign Affairs and regional Integration (MFARI) notifying other countries
that the product has been registered with the product approval number.
13. MFARI writes to the Exporter and other stakeholders including GEPA.
2016 Edition
Exporter ETLS Desk Officer:GEPA ETLS Chairman Technical Sub Committee National Approval Committee ECOWAS MFARI
Procedure:
Start
Request for Registration Form

MINISTRY OF FINANCE
GOVERNMENT OF GHANA
Pays for Registration Form

Receives Filled Conducts Due Review Inspection Report Receives Decision Letter
Issues Registration Form Registration Form Diligence and

Exporters Premise
Inspection
Does the Inspection Report :Letter [Decision Letter]
:Registration Form :Registration Form [Filled] meet all stated Criteria
Fills Registration Form Undertakes Field visits to

selected companies to have Approve or Reject Application
better understanding of Yes No
their processes and procedures
:Registration Form [Filled]
Is the Application Approved?
Adopt the Report Reject the Report
Prepares Inspection Report for Approval for Approval
Submits Filled
Registration Form Yes No
Receives Filled :Report [Inspection Report]

Registration Form
Prepare Decision Letter Send Approval Reject
notification that product Application
Submits Inspection Report has been registered with
:Registration Form [Filled]
:Letter [Decision Letter] the product approval
Receives Inspection Report number
Forwards Filled Receives Approval

Registration Form Send Decision Letter notification that product
:Report [Inspection Report]
has been registered with
the product approval
number
4.10 - 1.2.3 Process flow Diagram: ETLS product registration
Schedules meeting for

Inspection Review
Writes to notify for
Receives Aproval Letter Approval to Exporter and
other stakeholders
Receives Aproval Letter
Receives Aproval Letter :Letter [Approval Letter]
Finish
Process flow Diagram Showing activities in the ETLS product registration process for the Import
Page 476 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.11 Ministry of Finance
Mission
To ensure macro-economics stability for promotion of sustainable economic growth and development of
Ghana and her people through:
The formulation and implementation of sound financial, fiscal and monetary policies.
Efficient mobilisation, allocation and management of financial resources.
Establishing and disseminating performance-oriented guidelines and accurate user-
friendly financial management information systems.
Creating an enabling environment for investment. In furtherance of the foregoing
the Ministry is committed to the pursuit of excellence, transparency, probity and
accountability in the management of financial resources.
Vision
To be recognized as a highly professional institute dedicated to:
Providing quality financial management

Improving accountability
Ensuring good economic governance.
The Ministry of Finance is the government ministry responsible for the economic and monetary
health of Ghana. The Ministry is involved with economic planning, fiscal policy, national accounting,
the national budget, and creating an environment for investment and growth.
Key Objectives of the Ministry
To allocate and manage financial resources efficiently, effectively and rationally

To formulate and implement sound macro-economic policies.
To reduce and restructure the Domestic debt
To improve Public Expenditure Management
To pursue prices and Exchange rate stability
To account for all Public Finances properly
To improve the human resources and Institutional Management Capacity
To improve Fiscal Resource Mobilization
To strengthen private sector
Functions
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Formulate and implement sound fiscal and financial policies

Effective mobilization and efficient allocation of resources
Improve public financial management
Mobilization of external and internal resources
Allocation of resources to all sectors of the economic
Ensuring sustainability of public debt
Preparation and implementation of the annual budget and economic and financial
statement of Government
Management of public expenditure Development and implementation of financial sector
policies
Address: 28th February Road, P. O. Box M40 Accra, Greater Accra Region
Tel: +233 302 665 132
Email: mdbs@mofep.gov.gh Website: www.mofep.gov.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.11 - 1 Import High level Procedures

4.11 - 1.1 Exemption Application
4.11 - 1.1.1 High Level Procedure: Exemption Application
High level procedure summary diagram illustrating the relationships of the Exemption
Application Process:
Exemption Application
Importer MOF
(from Business Actors) Exemption Application (from Business Actors)
GRA-Customs Division e-MDA Platform Supervisory MDA

(from Business Actors) (From System Actors) (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.11 - 1.1.2 Process Flow Steps: Exemption Application

Process flow illustrating the steps of Exemption Application Process:
Manual Exemption 1. The Importer applies through the Supervisory Ministry regulating the
product.
2. The Supervisory Ministry vets and ensures that the Importer is compliant
and satisfactorily meets all required conditions before approving the
application.
3. The Supervisory Ministry recommends the Importer to MOF.
4. MOF receives the recommendation letter from the Supervisory Ministry.
5. The Validation Officer reviews the document received, and ensures that
all requirements are met and send the recommendation letter to the
Minister.
6. If satisfactory, an approval letter is written and endorsed else, a
compliance directive.
7. The endorsed approval letter is forwarded to GRA.
8. The Importer comes for collection.
Electronic Submission 1. Importer/Agent applies for Tax exemption via the eMDA platform and
attaches the following supporting documents to be uploaded:
a. BOL
b. Invoice
c. Packing List
d. Any other documentation e.g. Deed of donation, Certificate of
donation.
2. The Importer/Agent brings the supporting document

3. The Approving Officer from MOF verifies the submitted application and
sight the Original document.
4. If satisfactory, the approving Officer approves the application or enters
remark for non-compliance
5. The Scheduled Officer endorses the Printed Certificate
Exemption Application
2016 Edition
Importer Supervisory Ministry Ministry of Finance GRA Customs e-MDA Platform
Minister / Chief Director Tax Policy Unit:Validation Officer Approving Officer Scheduled Officer Procedure:
Start Accepts the Application
Receives Application Receives the Receives the Minuted

Letter Recommendation Letter Recommendation Letter Attaches Supporting
MINISTRY OF FINANCE
Documents
Electronic
GOVERNMENT OF GHANA
Manual Exemption
Submission Vets the Application Minutes on Reviews the
Letter Recommendation Letter document received
Verifies the Submitted

Applies through Application
the Supervisory Applies for Tax
:Letter [Minuted Ensures that all
Ministry regulating Exemption Ensures that the Importer is
Recommendation Letter] requirements are met
the product compliant and satisfactorily Checks the Original
meets all required conditions document
before approving the Sends recommendation
application Letter
:Application Letter Does the Verification
satisfactory?
Sends Recommendation Receives :Recommendation
Letter Recommendation Letter Letter
No Yes
:Letter Does it Satisfactory?

[Recommendation Letter] Enters remark for Approves Endorses Printed
Non-Compliance Application Certificate
No Yes
:Certificate
Issues Writes [Endorsed]
Compliance Approval
Directive Letter

Finish
:Approval
Letter
4.11 - 1.1.3 Process Flow Diagram: Exemption Application
Forwards
Endorsed Receives Endorsed
Approval Letter Approval Letter
:Approval Letter
Goes for Collection
[Endorsed]
Finish
:Bill of Lading/ :Commercial Saves Uploaded

Airway Bill Invoice Supporting
Documents
:Packing List :Deed
of Donation
Process flow Diagram Showing activities in the Exemption Application process for the Import
Page 481 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.12 Ministry of Trade and Industry
Mission
The mission of the Ministry is to develop a vibrant, technology-driven, liberalised and competitive trade and
industrial sector that significantly contributes to economic growth and employment creation, particularly
involving mass mobilisation of rural communities and other vulnerable groups including women.
Vision
Is to establish Ghana as a major manufacturing, value-added, financial and commercial hub in West Africa.
The Ministry of Trade & Industry is the lead policy advisor to government on trade, industrial and
private sector development with responsibility for the formulation and implementation of policies
for the promotion, growth and development of domestic and international trade and industry.
The Ministry is also the advocate for the private sector within government and is the principal agency
responsible for monitoring and implementing the Governments private sector development
programmes and activities.
The Ministry also ensures that Ghana derives maximum benefit from international trade relations
and that domestic trade is conducted in a smooth and orderly manner. Furthermore, it is the
responsibility of the Ministry to strengthen trade relations with all friendly countries on a most
favoured nation basis consistent with Ghanas membership of the World Trade Organisation (WTO).
Special attention continues to be focused on the diversification of markets and the commodity
export base by promoting the development of non-traditional exports industries with the view to
developing an export-led economy. In industry, the Ministrys policy thrust continues primarily to
be the development of a more competitive industrial sub-sector with potentials to make in-roads
into the international market with value added local products derived from local resources.
Objective
To ensure effective trade and industrial development for national development.

To formulate and harmonize policies that will ensure inter-sectoral collaboration in the
implementation of trade and industrial policies both at national and global levels.
Improve entrepreneurial skills, technological capabilities and accessibility to credit and
markets
To develop programmes and activities for institutional capacity building to meet the
challenges of the global market.
To develop standards and Quality Systems to meet production requirements for local and
international markets
To facilitate the development and promotion of non-traditional Export products.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
To facilitate the development of the production base and Expansion of cross-border trade.
To collect, collate process, store and disseminate timely and accurate information for
stakeholders.
To facilitate the removal of institutional and legal bottlenecks.
To facilitate private sector access to capital.
To ensure that private sector development programmes are complementary and cover
broad range of needs.
To encourage and facilitate the provision of public service by the private sector.
To facilitate innovation and entrepreneurship.
Address: P.O. Box M47, Accra, Greater Accra Region

Tel: +233 302 686-528 +233 302 686-525
Email: motichief@moti.gov.gh Website: www.moti.gov.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.12 - 1.1.1 Permit Application for Mercury License
4.12 - 1.1.1.1 High level Procedure: Permit Application for Mercury License
High level procedure summary diagram illustrating the relationships of the Permit Application for
Mercury License process:
Importer Minerals Commission

Permit Application for

Mercury License
MOTI Honourable MOTI MOTI Chief Director/

Minister
(from Business Actors) Director Legal
MOTI Deputy Minister

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.12 - 1.1.1.2 Process Flow Steps: Permit Application for Mercury License
Process flow illustrating the steps and relationships of the Permit Application for Mercury
License process:
Permit Application for Mercury 1. Importer writes and submits an application letter to the Ministry of
License Trade and Industry stating the intention to import Mercury.
2. The Ministry gives the Importer an application form
3. The Importer receives and fill the form, takes the completed forms
and attach the below supporting documents and submit it to the
Minerals commission for endorsement:
Commercial Invoice
IDF
Bill of Lading /Airway Bill
Packing List
Certificate of Recognition
4. Minerals commission receives documentation, validates and
endorses if satisfactory.
5. Minerals Commission returns the endorsed application form to the
Importer.
6. The Importer submits endorsed application form, payment receipt
and other supporting document to the Honourable Minister.
7. The HM/Deputy Minister approves the application if satisfactory else
disapprove
8. The Chief Director/Director Legal signs the Certificate and endorses
it .
2016 Edition
Importer Minerals Commission Ministry of Trade and Industry
MOTI Officer Honourable Minister Chief Director/Director Legal

Start
Writes Application Letter

stating the intention to import
MINISTRY OF FINANCE
:Application Letter Mercury

GOVERNMENT OF GHANA
Submits Application Letter

Issues Application Form
Receives Application Form :Application Form
Fills Application Form
Receives Submitted
Application documents
Submits Filled Application Form
and Supporting Documents
Validates Application documents
:Application Form [Filled]

Receives Application documents
Satisfactory No Satisfactory and Payment Receipt
:Commercial Invoice
:Bill of lading/Airway Bill

Satisfactory No Satisfactory
Endorses Issues Compliance
:Packing List Application Form Directive
:Certificate of Approves Disapproves

Incorporation Application Application
:Certificate of :Application Form

Recognition [Endorsed]
Sends Endorsed
Receives Endorsed Application Form Application
Signs and endorses Certificate
Submits Endorsed Application,

Payment receipt and other :Certificate [Signed]
Supporting Documents
Receives Signed Certificate Sends Signed Certificate

4.12 - 1.1.1.3 Process Flow Diagram: Permit Application for Mercury License
Finish
Process flow Diagram Showing activities in the Permit Application for Mercury License process for
Page 486 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.12 - 1.1.2 Application for Exemption

4.12 - 1.1.2.1 High level Procedure: Application for Exemption
High level procedure summary diagram illustrating the relationships of the Application for
Exemption process:
Application for Exemption
Importer MDA
MOTI Deputy Minister MOTI MOTI Honourable

Minister
MOTI Chief Director/

Director Trade Facilitation
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.12 - 1.1.2.2 Process Flow Steps: Application for Exemption

Process flow illustrating the steps and relationships of the Application for Exemption process:
Application for Exemption 1. Importer submit an endorsed application letter from - MDA
undertaken the project to the Honourable Minister Ministry of Trade
and Industry and attaches the following documents:
a. Invoice
b. IDF
c. Bill of Lading
d. Packing List
e. Certificate of Business registration
f. Parliamentary Approval / Contract if applicable
2. The Ministry receives application and additional supporting
document.
3. The Processing Officer validates documents and send letter of
recommendation to the Honourable Minister/Deputy Minister.
4. The HM/Deputy Minister approves/disapproves the application.
If approved, The Exemption letter is prepared and forwarded to the
Chief Director /Director Trade Facilitation who endorses it.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.12 - 1.1.2.3 Process Flow Diagram: Application for Exemption

Process flow Diagram Showing activities in the Application for Exemption process for the Import
Procedure:
Importer MOTI Honourable Minister Processing Officer Chief Director/Director Trade Facilitation
Start
Submits Endorsed Receives Application documents Receives Application documents

Application Letter from MDA
with Supporting Documents
Validates documents
Sends Application documents
:Commercial Invoice
:Application Letter
[Endorsed]
:IDF Prepares Letter of Issues Compliance

Recommendation Directive
:Parliamentary Approval
:Bill of lading/Airway Bill :Letter of

Recommendation
:Packing List
:Certification of Business Sends Letter of

Receives Letter of Recommendation
Registration Recommendation
Approves the Disapproves the

Receives Exemption Letter

Prepares for endorsement
Exemption Letter
Endorses Exemption Letter

:Exemption Letter
:Exemption Letter [Endorsed]

Sends Exemption
Letter for endorsement
Receives Endorsed
Sends Exemption Letter
Exemption Letter
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.12 - 1.1.3 Application for Import Declaration Form

4.12 - 1.1.3.1 High Level Procedure: Application for Import Declaration Form
High Level Procedure Summary diagram illustrating the relationships of the Application for
Import Declaration Form processes:
Application for Import Declaration Form
Importer e-MDA platform

Application for Import

Declaration Form
4.12 - 1.1.3.2 Process Flow Steps: Application for Import Declaration Form
Process flow illustrating the steps and relationships of the Application for Import Declaration Form
process:
Application for Import 1. Importer/Agent electronically submits application for Import
Declaration Form Declaration Form( IDF) via the e-MDA platform and attaches the
following documents:
a. Proforma Invoice
2. The system processes the application and generates an IDF number.
3. The Importer prints the generated IDF.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.12 - 1.1.4 Process Flow Diagram: Application for Import Declaration Form
Process flow Diagram Showing activities in the Application for Import Declaration Form process
Application for Import Declaration Form
Importer eMDA Platform
Start
Submits Application for Import Receives the Application with

Declaration Form (IDF) with attached attached Proforma Invoice
Proforma Invoice electronically
electronically submitted Process the Application

:Application << flow >>
:Proforma Invoice
Generates an IDF Application
Prints the generated IDF :IDF [Number]
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

4.12 - 2.1.1 Permit for Exportation of Non-Ferrous Scrap Metals
4.12 - 2.1.1.1 High Level Procedure: Permit for Exportation of Non-Ferrous Scrap
Metals
High Level Procedure Summary diagram illustrating the relationships of the Permit for
Exportation of Non-Ferrous Scrap Metals process:
Permit for Exportation of Non-Ferrous Scrap Metals
Exporter GPHA
Permit for Exportation

of Non-Ferrous Scrap Metals
GCCI GRA
Customs Division
EPA Ghana
Standards Authority
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.12 - 2.1.2 Process Flow Steps: Permit for Exportation of Non-Ferrous Scrap Metals
Process flow illustrating the steps and relationships of the Permit for Exportation of Non-Ferrous
Scrap Metals process:
Permit for Exportation of Non- 1. The Exporter writes an application letter to the Ministry of Trade and
Ferrous Scrap Metals Industry and attach the below supporting documents:
EPA Permit
GIPC Registration (applicable to foreign companies)
SSNIT Clearance Certificate
2. The application letter is received and processed.
3. Letter of acknowledgement to the applicant
4. MOTI writes to GSA to conduct consignment Inspection
5. GSA conducts consignment and submit report to MOTI
6. The approval is granted if consignment does not contain ferrous
scrap metals by the GSA report
7. A copy of the approval letter is sent to GPHA and Customs Division
of the Ghana Revenue Authority
8. Customs Division of Ghana Revenue Authority submits a feedback
report on the actual quantity that was exported
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.12 - 2.1.3 Process Flow Diagram: Permit for Exportation of Non-Ferrous Scrap Metals
Process flow Diagram Showing activities in the Permit for Exportation of Non-Ferrous Scrap Metals
Permit for Exportation of Non-Ferrous Scrap Metals
Exporter MOTI Ghana Standard Authority GRA Customs Division Ghana Ports & Harbour Authority
Start
Writes and submits

Application Letter
with Supporting Documents
:Application Letter
:EPA Permit
documents Receives Letter to schedule
:Certification of Premise Inspection
Business Registration
:GIPC Registration Processes Application

Schedules Inspection
documents
:Tax Clearance
Certificate
Conducts Premise Inspection
:SSNIT Clearance
Certificate Writes Letter to
conduct consigment
Prepares Inspection Report
inspection
Receives Letter of Sends Letter of

Acknowledgement Acknowledgement :Report [Inspection Report]
Receives Inspection Report Submits Inspection Report
Reviews Inspection report
Ferrous Scrap No Ferrous scrap

Metal found Metal found
Disapproves Approves
Sends Approval
Letters to GPHA and
GRA-Customs Division
:Approval Letter
Submits Feedback Report

on the actual quantity
that was exported
Receives Feedback :Feedback Report

Report on Export Quantity
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.13 Ghana National Chamber of Commerce
Mission
To serve as the voice for the business community; promotes and protects the interests of members by fostering
ethical practices in commerce, trade and services through advocacy, training, education and ensuring
adherence to quality.

Vision
To provide leadership for the growth and prosperity of businesses in Ghana.
The Ghana national chamber of Commerce and Industry is an association of business operators,
firms and industries with interests spanning every sector of private enterprise in Ghana. As an
advocacy organization, the GNCC was established with the prime objective of promoting industrial
and commercial interest in the country.
The Chamber represents the voice of the business community with total commitment to playing a
leadership role towards propelling Ghanas economy to higher heights.
To this end, the Chamber has and will continue to influence government policies which will be
to the benefit of the private sector whiles promoting the overall development of the Ghanaian
economy.
Objective
The Chamber promotes Trade and Industry and also represents the opinion of the business
community on matters affecting Trade and Industry in Ghana. It is incorporated as a
non-profit making organization and its income and property are applied solely for the
promotion of its objectives.
It is the central organization for collecting, distributing and disseminating information of
business nature, especially regulations, tariffs, opportunities for trade and other matters
affecting local and foreign markets.
In the pursuit of its objectives, the Chamber is non-racial, non-sectarian, non-political and
gender friendly.
The Chamber is affiliated with international acclaimed bodies like the Pan African Chamber
of Commerce (PACCI), Federation of West African Chamber of Commerce & Industry
(FEWACCI) and International Chamber of Commerce (ICC).
Apart from its continuous efforts at promoting the collective business interest of its
members, the Chamber provides customized services to individual members.
Letters of introduction are issued to members to facilitate visa procurement for international
travels.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
Numerous directories, trade journals and periodicals from virtually every country in the
world are available to members in the Chambers Library and Information Hub.
Certificates of Origin are endorsed at a moderate cost to members. The service is also
extended to non-members.
The Chambers Annual Report and Quarterly Newsletters are circulated in and outside
Ghana.
The Chambers publications are among the leading works of reference and research on
investment potentials in Ghana. Advertisement in the journals and directory is open to
members of the Chamber and non-members alike.
The Chamber is recognized as the official body through which opinion on commercial
and industry matters can be presented directly to Government or other authorities, both
national and local. It is frequently consulted by government in advance, on the preparation
of new legislation affecting the business community.
The Chamber organizes in-house and off-site skills and cognitive training workshops
for members and non-members alike. In addition, it carries out consultancy services for
members, especially on development of business plan, feasibility study, market research,
etc. through its Business Education Service & Training Unit.
Address: 1st floor,World Trade Center, Opp.Childrens Park, National Theatre Accra Ashanti Region
Tel: +233(0) 302 662860 +233(0) 302 244108
Email: info@ghanachamber.org Website: www.ghanachamber.org
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.13 - 1 Export High Level Procedure

High Level Procedure summary diagram illustrating the relationships of the Exporter
Exporter GNCC

Process flow illustrating the steps and relationships of the Exporter Registration process:
Exporter Registration 1. Exporter obtains a registration form from GNCC.
2. Exporter fills the form and attaches supporting documents.
3. GNCC Export Officer books an appointment for premise Inspection.
4. GNCC Export Officer conducts the premise inspection.
5. If all conditions are satisfied, then the Exporter is registered.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

Procedure:
Exporter GNCC Exporter Officer
Start
Obtain a Registration Form Issues Registration Form
:Registration Form
[Filled]
Submits the Filled Registration Form

with attached Supporting documents
:Registration Form
Receives the Filled Registration Form
:Supporting with attached Supporting documents
Documents
Books an appointment for Premise Inspection
Conducts the Premise Inspection
Does all conditions are satisfied?
Yes No
Registers Issues Compliance

the Exporter Directive
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.13 - 1.2 Application for Certificate of Origin

4.13 - 1.2.1 High Level Procedure: Application for Certificate of Origin
High Level Procedure summary diagram illustrating the relationships of the Application for
Certificate of Origin process:
Application for Certificate of Origin
Exporter Authorised Bank

e-MDA Platform
GNCC Accountant GNCC GNCC Export Officer

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.13 - 1.2.2 Process Steps: Application for Certificate of Origin

Process flow illustrating the steps and relationships of the Application for Certificate of Origin
process:
Application for Certificate of Origin 1. Exporter requests for certificate of origin with required documents in
person or by mail attaching supporting documents to GNCC.
2. Exporter pays the processing fee at the Bank.
3. Banks Teller issues payment slip.
4. Exporter submits the payment slip and the Declaration form ,
Commercial Invoice, or Packing list to GNCC
5. Certificate of Origin is issued to the exporter and the exporter fills the
Certificate of origin and endorsed it.
6. Export Officer at GNCC goes through the Certificate of origin and if it
is well filled, GNCC authorised officer endorse it
7. GNCC Export Officer creates Certificate of Origin on eMDA Portal for
the exporter.
8. Exporter takes Certificate of Origin to Ghana Customs for
endorsement.
9. Ghana Customs endorses the Certificate of Origin document
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.13 - 1.2.3 Process flow Diagram: Application for Certificate of Origin

Process flow Diagram Showing activities in the Application for Certificate of Origin process for the
Export Procedure:
Exporter GNCC Authorized Dealer Bank GRA Customs
Start
Requests for Sends Mail with

Certificate of Origin attached
with required Supporting
documents in person documents
Receives the Request for

Certificate of Origin
Pays the Processing Fee
Receives the Processing Fee
Issues Payment Slip
Submits the Payment Slip and the

Declaration form, Commercial :Payment Slip
Invoice and Packing list
:Payment Slip
:Declaration
Receives the Supporting
:Commercial Invoice documents
:Packing List
Issues Certificate of Origin
:Certificate of Origin
Fills the Certificate of Origin
[Form]
Endorses the Filled Certificate

of Origin
:Certificate of Origin Crosschecks the Filled

[Filled & Endorsed] Certificate of Origin
Receives the Certificate
of Origin for endorsement

of Origin
of Origin document
Takes Certificate of Origin Creates Certificate of Origin

for endorsement on eMDA Portal
[Endorsed]
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.14 Ghana Shippers Authority
Mission
To be a state-of-the-art organization utilizing our available human resource to effectively and efficiently
manage the demand side of shipping with a view to protecting and promoting the interests of Ghanaian
shippers in relation to port, ship, inland transportation problems and the provision of ancillary shipping
services.
Vision
To ensure for the Ghanaian Shipper, quick, safe and reliable delivery of import and export cargoes by all modes
of transport at optimum cost.
The Ghana Shippers Authority (GSA) was established by NRCD 254 of 1974 to, among others,
effectively manage the demand side of Ghanas shipping industry with a view to protecting the
interests of Ghanaian shippers in relation to port, ship, inland transportation and other ancillary
problems with a view to ensuring a quick, safe, reliable and cost effective delivery of cargo for the
shipper in Ghana.
Since its establishment four decades ago, the Authority has worked closely with other sectors
of the industry in protecting and promoting the interests of Ghanaian shippers and ensured the
provision of relevant logistics for the growth of shipping and trade in the country.
Objective
To seek optimum deregulation and liberalization of shipping services in Ghana.
Telephone: +0302-666-915 +024 4268390

Email: info@shippers-gh.com Website: www.shippers.org.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.14 - 1 Ghana Shippers Authority High Level Procedures

4.14 - 1.1 Shipper Registration
4.14 - 1.1.1 High level procedure: Shipper Registration
High level procedure summary diagram illustrating the relationships of the Shipper Registration
Process:
Shipper
GSA Registration Officer Ghana Shippers GSA Account Officer

(from Business Actors) Authority (from Business Actors)
4.14 - 1.1.2 Process Flow Steps: Shipper Registration

Process flow illustrating the steps and relationships of the Shipper Registration process:
Shipper Registration 1. Shipper obtains and fills the registration form
2. Shipper submits the filled form with supporting documents to the
Registration Officer
3. Shipper pays registration fee
4. Account Officer issues payment receipt
5. Shippers Authority issues certificate of registration
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.14 - 1.1.3 Process Flow Diagram: Shipper Registration

Process flow Diagram Showing activities in the Shipper Registration process for the Import
Procedure:
Shipper Ghana Shippers Authority
Registration Officer Account Officer Shippers Authority
Start
Obtain Registration Form Issues Registration Form Receives Registration Fee
:Registration Issues Payment Receipt

Fills Registration Form
Form
:Registration :Payment Issues Certificate Registration

Form [filled] Receipt
:Certificate
[Certificate of Registration]
Form with Supporting
documents
Finish
:Registration
Form [filled] Receives Filled Registration
Form with Supporting
:Supporting documents
Documents
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.14 - 1.2 Debit Note

4.14 - 1.2.1 High level Procedure: Debit Note
High level procedure summary diagram illustrating the relationships of the Debit Note process:
Debit Note
Shipping Line Agent Ghana Maritime Authority

Debit Note
GRA Ghana Customs Ghana Shippers GSA Account Officer

Management System Authority (from Business Actors)

4.14 - 1.2.2 Process Flow Steps: Debit Note

Process flow illustrating the steps and relationships of the Debit Note process:
Debit Note 1. Shipping Line submit Manifest to GCMS.
2. GSA receives electronic copy of Manifest from GCMS.
3. GSA generates debit note for service charge and send debit note to
Shipping Lines.
4. Shipping Lines receives debit note.
5. Shipping Lines makes payment to the Authorised Bank.
6. Authorised Bank issues payment slip to the Shipping Lines.
7. GSA receives payment.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.14 - 1.2.3 Process flow Diagram: Debit Note

Process flow Diagram Showing activities in the Debit Note process for the Import Procedure:
Debit Note
Shipping Line GCMS Ghana Shippers Authority Authorized Dealer Bank
Start
Submits Manifest
:Manifest Receives Manifest
Sends electronic
copy of manifest
Receives electronic
:Manifest [Electronic Copy] copy of manifest
Generates Debit Note for Service Charge
:Debit Note
Receives Debit Note Sends Debit Note
:Debit Note
Issues Payment Slip
Receives Payment :Payment Slip
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 Ghana Association of Bankers (GAB)
Mission
The Ghana Association of Bankers mission is to support the banking industry in developing the best practices
and standards; in advocating regulatory, financial and economic policies that are in the broad interest of its
members and foster stability in the financial services industry, and ultimately, engender economic growth for
the nation.
Vision
Ghana Association of Bankers statement of vision, to be used in communications, is as follows:
Ghana Association of Bankers aspires to be the exemplary trade body on the basis of its distinctive status.
Members and the users of our services will thrive at because of our unparalleled combination of quality and
breadth; high standards; our open, collaborative, and innovative culture.
The Ghana Association of Bankers was formed on May 29, 1980 and is the National Organization
of Banks in Ghana.
Objective
To create avenues for making representations to appropriate institutions and bodies

of State to consider the views of members of the Ghana Association of Bankers, (Field
Operators of the banking System) on issues pertaining to economic, fiscal monetary and
other matters as they affect the effective performance of the financial system.
In a rapidly changing industry, to give practical expression to the Banking industrys views
on new regulatory legislative initiatives at the outset and raising concerns, both general and
technical, arising from such initiatives.
To carry out research, analyse and disseminate information on issues affecting the banking
industrys performance and growth. We intend to Bankers Newsletter and Annual Journal
and by the circulation of member banks Newsletters and other communications.
To enhance industry performance especially in the areas of credits by pursuing to fruition
the establishment of Credit reference bureau and also the general upgrade of bank
personnel through training programmes.
To participate and contribute meaningfully to the programmes and activities of the West
African Bankers Association and the proposed West African Monetary Agency.
Telephone: +0302 670629 +0302 667138

Email: info@gab.com.gh Website: www.gab.com.gh
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1 HIGH LEVEL IMPORT PROCEDURE

4.15 - 1.1 Payment
4.15 - 1.1.1 Sub process: Open Account
4.15 - 1.1.1.1 High Level Procedure: Open Account
High Level Procedure summary diagram illustrating the relationships of the Open Account process:
Open Account
Importer Exporters Bank

Open Account
Importers Bank
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.1.2 Process Steps: Open Account

Process flow illustrating the steps and relationships of the Open Account process:
Open Account 1. Importer opens an account with a Bank or makes use of an existing
Bank account to transact payment.
2. Importer deposit sufficient funds in the bank account
3. The Importer submits the below supporting documents to the Banks
Trade Department:
a. Commercial Invoice
b. Transport document
c. Inspection document
d. Bonded Warehouse receipt
e. Customs Declaration
f. CCVR
4. The Bank receives submitted documents and performs document
verification:
a. Ensure that the Customer has sufficient fund.
b. Conduct information checking on the Exporter and the
Importer involved.
c. Validate the documents received.
5. If satisfied with all necessary requirements and conditions, Importers
Bank makes payment to Exporters Bank by transferring the fund via
Swift.
6. The swift message is sent, the debit advice and SWIFT MT103are
issued to the Importer.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.1.3 Process flow Diagram: Open Account

Process flow Diagram Showing activities in the Open Account process for the Import Procedure:
Open Account
Importer Importers Bank Exporters Bank
Start
Opens an Account Makes use of an

with a Bank existing Bank Account
Fund account with

sufficient fund
Submits Supporting Receives Submitted

Documents Documents
:Commercial Invoice Conducts check on Importer

& Exporter and validate of
:Bonded Warehouse submitted documents
Receipt
:Transport/Shipping
Documents If Not Satisfied Satisfied
:CCVR
Documents are sent Makes Payment to
:Customs Declaration bak to the Importer Exporters Bank
:Inspection
document
<< Flow >>
Debits Advice and SWIFT Receives Payment

<< Flow >> :SWIFT MT103 Swift Information << Flow >>
MT103 is recevied
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.1.4 Sub process: Advance Payment

4.15 - 1.1.1.4.1 High Level Procedure: Advance Payment
High Level Procedure summary diagram illustrating the relationships of the Advance Payment
process:
Advance Payment

Advance Payment
Importers Bank Exporter

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.1.5 Process Steps: Advance Payment

Process flow illustrating the steps and relationships of the Advance Payment process:
Advance Payment 1. The Importer opens an account with a Bank or makes use of an
existing Bank account to transact payment.
2. Importer funds Bank account with sufficient funds.
3. The Importer submits the below initial supporting documents to the
Importers Banks Trade Department:
a. Proforma Invoice
b. IDF
4. The Importers Bank process documents, conducts compliance
checks and validates documents received.
5. The Importers Bank authorises payment if all requirements are met
and satisfactory.
6. The Importers Bank effects wire transfer payment through Importers
correspondent Bank via SWIFT to the Exporters Bank.
7. The SWIFT message MT103 is generated.
8. The Exporter banks receives payment and sends payment
notification to the Exporter.
9. The Exporter receives payment notification, then ships goods and
sends all Shipping documents to the Importer.
10. Importer receives goods and submits other documents within
ninety(90)days after payment has been made to the Bank.These
include:
Commercial Invoice
Transport Documents
Custom declaration
CCVR
Regulatory documents
Other additional documents
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.1.6 Process flow Diagram: Advance Payment

Process flow Diagram Showing activities in the Advance Payment process for the Import Procedure:
Advance Payment
Importer Importers Bank Exporters Bank Exporter
Start
Makes use of an
Opens an Account existing Bank Account
with a Bank to transact payment
Fund account with

Receives Submitted
sufficient fund
Documents
Submits Supporting Process Documents

Documents
Receives Payment
Conducts Compiance checks
:Proforma Invoice and validates Documents
received
:IDF Sends Payment Receives Payment
Information Notification
If Not Satisfied Satisfied
<< Flow >>

Sends Shipping
Documents are sent Makes Payment
Documents
bak to the Importer through
Correspondent Bank
:Commercial Invoice
<< Flow >>
:Customs Declaration
:SWIFT MT103 Swift Information :CCVR
:Transport/Shipping
Documents
:Regulatory
Documents
Receives Shipping
Documents
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.2 Sub process: Bill of Collection

4.15 - 1.1.2.1 High Level Procedure: Bill of Collection
High Level Procedure summary diagram illustrating the relationships of the Bill of Collection
process:
Bill of Collection

Bill of Collection

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.2.2 Process Steps: Bill of Collection

Process flow illustrating the steps and relationships of the Bill of Collection process:
Bill of Collection 1. Exporter ships goods to the Importer and sends shipping documents
to Importers Bank through Exporters Bank
2. The Importers Bank receives Bankers draft and all Shipping
documents from the Exporters Bank.
3. The Importers Bank advises the Importer based on the Instruction on
the draft.
4. If the instruction says pay immediately or it is a sight draft then:
5. The Importer pays for the draft.
6. The Importers Bank releases the documents to the Importer.
7. The Importers Bank transfers paid funds to the Exporters Bank via
Swift.
8. The Exporters Bank notifies the Exporter.
9. Else if the instruction says Pay at a future date or it is a deferred
payment then:
10. The Importer accepts and signs an agreement on the future payment
date.
11. The Importers Bank receives the agreement and releases the
Shipping Documents to the Importer
12. The Importers Bank keeps the agreement and notifies the Exporters
Bank who informs the Exporter.
13. The Exporters ships the goods and the Importer receives it.
14. The Importer makes payment to the Importers Bank on the agreed
date.
15. The Importers Bank transfers funds via SWIFT to the Exporters Bank.
16. The Exporters Bank send payment notification message to the
Exporter.
17. The Importer after clearance submits all Clearing documents to the
Bank.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.2.3 Process flow Diagram: Bill of Collection

Process flow Diagram Showing activities in the Bill of Collection process for the Import Procedure:
Bill of Collection
Exporter Exporters Bank Importers Bank Importer
Start
Ships goods to Importer Sends Draft and Shipping Recieves Draft and
Documents Shipping Documents
Advises the Importer

based on the
instruction on the draft
Pay at a
future Date Pay Immediately
Pays for Draft
Releases Shipping
Documents to the Importer
<< Flow >>
Receives Payment
Sends Payment Notification << Flow >> :SWIFT MT103 Swift Information
Notification
Accepts & Signs

Ships goods to the Importer undertaken agreement
on payment future date
Receives the Agreement and
releases Shipping Documents
to Importer
Sends Agreement to
Receives Agreement
Exporters Bank
Receives Notification Notifies the Exporter
Ships goods to the Importer Receives goods from the Exporter
Receives Payment Makes Payment
Receives Payment << Flow >> :SWIFT MT103 Swift Information
Receives Payment Notification Sends Payment Notification
Submits all Clearing

Documents to the Bank
after Clearance
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.3 Sub process: Letter of Credit

4.15 - 1.1.3.1 High Level Procedure: Letter of Credit
High Level Procedure summary diagram illustrating the relationships of the Letter of Credit pro-
cess:
Letter of Credit

Letter of Credit
$ $
Importers Bank Confirming/Advising Bank

Exporter
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.3.2 Process Steps: Letter of Credit

Process flow illustrating the steps and relationships of the Letter of Credit process:
Issuance of Letter of Credit 1. The Importer applies to the Bank for the issuance of letter of credit in
favour of the Exporter.
2. The Importers Bank gives the Importer LC application form to be
filled.
3. The Importer submits completely filled LC application form and
attaches the Proforma Invoice and IDF to the Importers Bank.
4. Importers Bank receives the submitted application and accesses the
Importers credit rating.If all conditions and requirements are met,
Importers Bank approves the Letter of Credit.
5. The Importers Bank sends the approved Letter of Credit to its
correspondent Bank (Advising or Confirming Bank) in the Exporters
country that will do the advising or confirming function.
6. The Advising Bank advises or confirms the Letter of Credit and
forwards the original to the Exporter (Beneficiary).
7. Payment process flow
8. Exporter receives the confirmed LC.If satisfactory with the terms of
the Letter of Credit; the Exporter ships the goods to the specified
port for the Importer, else asks the Importer to make adjustment and
resending.
9. The Exporter (Beneficiary) presents the documents required by the
Letter of Credit to the Paying or Advising or Confirming Bank to be
examined for compliance and approval.
10. Paying or Confirming Bank reviews the document received and
forwards the documents to the Importers Bank (Issuing Bank). Based
on the confirmed LC, The Paying or Confirming Bank forwards the
payment to the Exporter.
11. Importers Bank examines the documents for compliance.
12. If there are discrepancies, notifies the Importer to review and
approve, else if they are in order, the Confirming Bank will debit
the Importers Bank account and send the funds to the advising or
confirming bank via Swift.
13. Importers Bank forwards the documents to the Importer.
Amendment of Letter of Credit 1. The Exporter(seller) requests a modification or amendment of
questionable terms in the letter of credit;
2. If the Importer(Buyer) and Importers Bank (issuing bank) agree to
the changes, the Importers Bank(Issuing Bank)will amend the Letter
of Credit;
3. The Importers Bank(Issuing bank) notifies the Exporter s bank
(advising bank)of the change/s;
4. The Exporters advising bank notifies the Exporter of the change/s for
acceptance.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 1.1.3.3 Process flow Diagram: Letter of Credit

Process flow Diagram Showing activities in the Letter of Credit process for the Import Procedure:
Letter of Credit
Importer Importers Bank Advising/Confirming Bank Exporter
Start
Apply for the issuance of Letter Give Importer a LC application

of Credit in favour of the exporter form to fill
Submit filled LC application from and :LC Application Form

supporting documents to Importers Bank [Blank]
:Proforma Invoice
:LC Application
Form [Filled] Receive Submitted documents
:IDF
Acces Importers credit rating
Disapprove Letter Approve Letter

of Credit of Credit
Send Letter Advise/Confirm the

of Credit Letter of Credit
Forward Letter of Credit Receive Confirmed

Letter of Credit

Receive Notification of
Change of Letter of Credit
Request for Ships goods

Change Letter of Credit modification/ to Importer
(if agreed by the Importer and amendment of
Importers Bank) questionable
terms in LC
Receive documents to examine Present documents

for compliance and approval required by the
Receive reviewed document
Letter of Credit
Examine documents for Reviews documents and

Compliance send to Importers Bank
Send Payment to Exporter

Satisfactory Satisfactory
No Satisfactory
Forward Send funds
Receive Documents documents to Advising/
to Importer Advise to Confirming
review Bank
Finish
<< Flow >> Receive Payment
:SWIFT MT103 Swift Information << Flow >>
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 2 HIGH LEVEL EXPORT PROCEDURES

4.15 - 2.1 Payment
4.15 - 2.1.1 Sub process: Open Account
4.15 - 2.1.1.1 High Level Procedure: Open Account
High Level Procedure summary diagram illustrating the relationships of the Open Account pro-
cess:
Open Account

Open Account

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 2.1.1.2 Process Steps: Open Account

Process flow illustrating the steps and relationships of the Open Account process:
Open Account 1. Importer makes payment to the Importers Bank.
2. The Importers Bank transfers funds to the Exporters Bank.
3. The Exporters Bank receives payment and the Banks system
automatically sends payment notification to the Exporter.
4. Exporter receives the payment.
4.15 - 2.1.1.3 Process flow Diagram: Open Account

Process flow Diagram Showing activities in the Open Account process for the Export Procedure:
Open Account
Importer Importers Bank Exporters Bank Exporter
Start
Transfer Fund
<< Flow >>
:SWIFT MT103 Swift Information << Flow >> Receives Payment
Sends Payment Notification Receives Payment Notification
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 2.1.2 Sub process: Bill of Collection

4.15 - 2.1.2.1 High Level Procedure: Bill of Collection
High Level Procedure summary diagram illustrating the relationships of the Bill of Collection
process:
Bill of Collection

Bill of Collection
Importers Bank
Courier
Exporter
4.15 - 2.1.2.2 Process Steps: Bill of Collection

Process flow illustrating the steps and relationships of the Bill of Collection process:
Bill of Collection 1. Exporter brings shipping documents to the Bank with specific
payment instruction.
2. Exporters Bank receives Shipping documents and the instruction.
3. Exporters Bank sends Shipping documents along with the Exporters
instruction to a designated (Collecting) Bank in the Importers
country.
4. Depending on the payment instructions, the Importers Bank would
release the documents to the importer only upon receipt of payment
or acceptance of a draft from the Importer.
5. Having received Payment, the Importers Bank transfers payment to
the Exporters Bank for the Exporters account.
6. The Exporters Bank credits the Exporters account and deducts its
charges. A notification message is sent to the Exporter.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 2.1.2.3 Process flow Diagram: Bill of Collection

Process flow Diagram Showing activities in the Bill of Collection process for the Export Procedure:
Bill of Collection
Exporter Exporters Bank Importer Importers Bank
Start
Sends Shipping Documents

with specific Payment Receives Shipping Documents
Instructions and the Instruction
Sends Shipping Documents Receive the documents
Releases the Documents

after Confirmation of
Payment
Receives documents
Receives Payments from

Importers Bank
Credits the Exportes account

end deducts its charges
Receives Payment Notification Sends Payment Notification
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 2.1.3 Sub process: Letter of Credit

4.15 - 2.1.3.1 High Level Procedure: Letter of Credit
High Level Procedure summary diagram illustrating the relationships of the Letter of Credit
process:
Letter of Credit

Letter of Credit
$ $
Importers Bank Confirming/Advising Bank

Exporter
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
4.15 - 2.1.3.2 Process Steps: Letter of Credit

Process flow illustrating the steps and relationships of the Letter of Credit process:
Letter of Credit 1. Exporters Bank receives LC from Importers Bank.
2. Exporters Bank sends the LC to the Exporter.
3. Exporter reviews LC and either accepts or rejects LC.
4. If LC is accepted, the Exporter ships the goods to the Importer and sends the shipping
documents to the Confirming/Advising Bank
5. The Confirming/Advising Bank vets the documents and if found to be compliant pays
the Exporter Bank.
6. The Exporter Bank credits the Exporters account.
7. The Confirming/Advising Bank sends the documents to the Importer through the
Importers Bank
4.15 - 2.1.3.3 Process flow Diagram: Letter of Credit

Process flow Diagram Showing activities in the Letter of Credit process for the Export Procedure:
Letter of Credit
Importers Bank Exporters Bank Exporter Confirming/Advising Bank
Start
Sends Letter of Credit
:Letter of Credit Receives Letter of Credit
Sends Letter of Credit Receives Letter of Credit
Reviews Letter of Credit
Non Satisfactory Satisfactory
Rejects Letter Accepts Letter of

of Credit Credit
Ships documents to
the Importer & send
shipping documents Receives and vets the documents
to the Confirming/
Advising Bank
Pays Exporters Bank
Receives Payment and Credit

Exporter Account
Credits the Exporters Account Send documents to Importers Bank
Receives the Documents
Sends the Documents

to the Importer
Finish
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5
Specific Commodities
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5 Strategic Commodities
5.1 Import Procedure for Specific Commodities
5.1 - 1 Rice Import Procedure
5.1 - 1.1 Actors
Business Actors
$
$
Agent Authorized Dealer Bank BNI (Bureau of Exporters Bank

Exporter
National Intelligence)
FDA (Food and GPHA (Ghana Ports & Ghana Standard Authority GRA Customs Division Importer
Drugs Authority) Harbours Authority)
Importers Bank MOTI (Ministry of Trade NACOB (Narcotics National Security Plant Protection and Regulatory
and Industry) Control Board) Adviser (NSA) Services Directorate PPRSD
Scanner Service Shipping Line Terminal Operator Terminal Security

Registrar Generals
Provider Agent
Department (RGD)
System Actors
e-MDA Platform GCMS PAARS
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.1 - 1.2 Documents

Document Name Document Owner
Commercial Invoice Supplier
Packing List
Proforma Invoice Exporter

Registrar Generals Department (RGD)
e - IDF
MOTI (Ministry of Trade and Industry)
Final approval Import permit
Provisional Import Permit Ghana Standard Authority
Registration form
Final Approval Permit
Importer Registration Form
Port Sampling Receipt FDA (Food and
Product Registration Certificate Drugs Authority)
Provisional Import Permit

Application letter
Import Permit Certificate
Importer Registration Certificate.
Payment Receipt
Phytosanitary Certificate from Plant Protection and Regulatory
Country of Origin Services Directorate PPRSD
Report on Phytosanitary Certificate
CCVR
Customs Declaration(BoE)
Duty payment receipt GRA Customs Division
Bill of Lading
Delivery Order
Manifest Shipping Line
Copy of Identity Card

Entry Permit for the Truck
Container Interchange Form
Association ID GPHA GPHA (Ghana Ports &
Harbours Authority)
Waybill
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.1 - 1.3 Process Steps
1 Buy
(Preconditions)
Obtain a Registration Certificate from the Registrar

General's Department
Importer Registrar Generals

Department (RGD)
1.1 Conclude Sales Contract
Importer sources for the Rice Commodity and

concludes sales contract with the Exporter.
Importer Exporter
2 Ship
2.1 IDF Submission
Importer/Agent fills and submits an IDF

application electronically.
Agent Importer MOTI (Ministry of Trade

and Industry)
2.2 FDA Importer Registration

2.3 FDA Product Registration
Importer/Agent submits application to register

as an Importer and also register the product.

Agent
Department (RGD)
2.4 GSA Importer Registration
Importer/Agent submits an application to GSA

to register as an Importer.
Agent Importer Ghana Standard Authority
2.5 PPRSD Importer Registration
Importer/Agent submits an application to PPRSD

Agent Importer Plant Protection and Regulatory

Services Directorate PPRSD
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.6 FDA Import Permit
Importer/Agent submits an application via the e-MDA

Portal platform to obtain the FDA rice import permit.
Agent Importer e-MDA Platform
2.7 PPRSD Permit Application
Importer/Agent submits an application to obtain

the PPRSD rice import permit.
Agent Importer Plant Protection and Regulatory

2.8 GSA Declaration Submission
Importer/Agent submits the GSA declaration on the

e-MDA Portal platform.
2.9 Obtain CCVR
Importer/Agent submits electronic application

and attaches supporting documents via PAARS to
obtain CCVR.
Agent Importer PAARS
2.10 Manifest Submission
Shipping line submits the manifest to GRA

Customs Division
Shipping Line GRA Customs Division

Agent
2.11 Submit Customs Declaration (BoE)
Importer/Agent submits Customs Declaration

(Bill of Entry) via the GCMS.
Agent Importer GCMS
2.12 Duty Payment
$
Importer/Agent Importer/Agent makes the payment
at the authorised dealer bank.
Agent Importer Authorized Dealer Bank
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.13 Customs Document Verification and Compliance
GRA Customs Compliance Ocer verifies the

submitted documents.
Agent Importer GRA Customs Division
2.14 Cargo Release by Shipping Line
$
Shipping line releases the cargo if all charges have
been paid.
Shipping Line
Authorized Dealer Bank Agent
2.15 Delivery of Container at the Terminal

for Examination
Submission of documents at Freight Station/Terminal
to position the container for examination.
Shipping Line Agent Terminal Operator
2.16 Goods Examination/Inspection Examination is conducted by the following

stakeholders:
PPRSD
GSA
Plant Protection and Regulatory Ghana Standard Authority
FDA (Food and Customs Chemist Customs Examination FDA
Drugs Authority) Analyst Officer
Customs Chemist Analyst
Customs Examination Ocer
2.17 Vehicle Permit/Pass Toll
Importer/Agent pays and obtains a Vehicle Toll pass

from GPHA.
Agent Importer GPHA (Ghana Ports &

Harbours Authority)
2.18 Waybill Collection
Importer/Agent pays all fees and obtains a waybill at

GPHA.

Harbours Authority)
2.19 Terminal Audit
Terminal Clerk crosschecks and confirms that the

correct charge has been paid.
GPHA (Ghana Ports & Terminal Operator

Harbours Authority)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.20 Release at Preventive gate
GRA Customs Preventive Officers crosschecks

documents and releases goods.
GPHA (Ghana Ports &

GRA Customs Division
Harbours Authority)
2.21 Final Security Check
Security Ocial conducts the final checking on

documentation to ensure that the actual cargo is the
one that exits the port.
GPHA (Ghana Ports &
Harbours Authority) Terminal Security
3 Pay
3.1 Goods Payment The Importer can pay the Exporter using any of the
below payment methods:
Direct Payment
Advance Payment
Letter of Credit
Open Account
Importer Exporter
TIME PROCEDURE CHART FOR RICE
2016 Edition
{1 hour}
21
{1 hour}
20
{10 min}
19
{1 hour}
18
{1 hour}
17
{4.5 hour}
16
MINISTRY OF FINANCE
{1 day}
15
GOVERNMENT OF GHANA
{2 hour}
14
{4 hour}
13
{1 hour}
12
{1 hour}
11
{1 day}
10
{2 days}
9
{1 day}
PROCESS
8
{1 day}
7
{1 day}
6
{5 days}
5
{5 days}
4
5.1 - 1.4 Estimated Time for Rice Import Procedure
{40 days}
3
{5 days}
2
{20 days}
1

{10 min}
TIME (days) 0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32 34 36 38 40 42 44 46 46 48 50 52 54 56 58 60 62 64 66 68 70 72 74 76 78 80
Legend: Buy
1 Pre-condition: Business Registration.

5 PPRSD Importer Registration 12 Duty Payment 19 Terminal Audit
2 Conclude Sales Contract 6 FDA Import Permit 13 Customs Document Verification and Compliance 20 Release at Preventive gate
Legend: Ship 7 PPRSD Permit Application 21 Final Security Check
14 Cargo Release by Shipping Line
1 IDF Submission 8 GSA Declaration Submission 15 Delivery of Container at the Terminal for Examination
2 FDA Importer Registration 9 Obtain CCVR 16 Goods Examination/Inspection
{ Average duration:
3 FDA Product Registration 10 Manifest Submission 17 Vehicle Permit/Pass Toll 82.7 days
4 GSA Importer Registration 11 Submit Customs Declaration (BoE) 18 Waybill Collection
Page 533 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.1 - 2 Medicine in Doses Import Procedure

5.1 - 2.1 Actors
Business Actors
Agent Arilines Authorized Dealer Bank BNI (Bureau of Exporter

Exporters Bank FDA (Food and Ghana Standard Authority GRA Customs Division Ghana Airport Company
Drugs Authority) Limited(GACL)
Importer Importers Bank MOTI (Ministry of Trade NACOB (Narcotics Registrar Generals
and Industry) Control Board) Department (RGD)
Scanner Service
Provider
System Actors
e-MDA Portal GCMS PAARS
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.1 - 2.2 Documents

Packing List

Certificate to Commence Business Registrar Generals Department (RGD)
e - IDF
Importer Registration Certificate Ghana Standard Authority
Registration form

Port Sampling Receipt
FDA (Food and
Product Sample Drugs Authority)
Product Registration Certificate
CCVR
Duty payment receipt
Bill of Lading
Delivery Order
Manifest
Shipping Line

Waybill GPHA (Ghana Ports &
Harbours Authority)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1 Buy
(Preconditions)


Department (RGD)
Importer sources for the Medicine in doses

commodity and concludes sales with the Exporter.
Importer Exporter
2 Ship
2.1 IDF Submission
Importer/Agent submits an application for IDF.

and Industry)



Agent
(from Business Actors) Department (RGD)

2.5 FDA: Import Permit
Importer/Agent submits an applicationon e-MDA

Portal platform to obtain the FDA Import permit.
Agent Importer e-MDA Portal
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship

2.7 Obtain CCVR

obtain CCVR.

Customs Division

Agent
2.9 Cargo Unloading
Ground Handling Company (GHC) unloads cargo

from the plane and takes it for scanning
Ground Handling Company Scanner Service

Provider
2.10 Goods Tallying
The GRA_Customs and Ground Handling Company

(GHC) conducts bulk breaking of cargo and tallying of
the products.
Ground Handling Company GRA Customs Division

Agent Importer GCMS
2.12 Duty Payment
$
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.13 Customs Document Verificationand Compliance

submitted documents for conformance.
2.14 Cargo Positioning
Ground Handling Company (GHC) positions cargo for

examination.
Ground Handling Company

stakeholders:
GSA
FDA
Customs Examination
Ghana Standard Authority FDA (Food and Customs Chemist
Analyst Officer Customs Examination Ocer
Drugs Authority)
Importer/Agent pays all charges to the GHC and

collects a waybill.
Agent Ground Handling Company

Importer
2.17 Release at Enforcement Unit
Customs Enforcement Officer crosschecks and

releases the Importer/Agent for exit.
Agent Importer Customs Enforcement Officer
2.18 Final Checking at the main gate
Security Ocial conducts final checking on

Security Official
3 Pay
Direct Payment
Advance Payment
Letter of Credit
Importer Exporter Open Account
TIME PROCEDURE CHART FOR MEDICINE IN DOSES
2016 Edition
{1 hour}
18
{1 hour}
17
{1-3 hours}
16
{4.5 hours}
15
{1 hours}
14
MINISTRY OF FINANCE
{4 hours}
13
GOVERNMENT OF GHANA
{1 hour}
12
{1 hour}
11
{24 hours}
10
{1 hour}
9
{1 day}
8
{2 days}
PROCESS
7
{1 day}
6
{1 day}
5
{5 days}
4
{40 days}
3
{1-2 days}
2
{5 days}
1

{10 min}
TIME (days) 0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32 34 36 38 40 42 44 46 46 48 50 52 54 56 58 60
5.1 - 2.4 Estimated Time for Medicine in Doses Import Procedure
Legend: Buy
Average duration:
1 Pre-condition: Business Registration 58.7 days
5 FDA Import Permit 12 Duty Payment
2 Conclude Sales Contract 6 GSA Declaration Submission 13 Customs Document Verification and Compliance
Legend: Ship 7 Obtain CCVR 14 Cargo positioning
1 IDF Submission 8 Manifest Submission 15 Goods Examination/Inspection
2 FDA Importer Registration 9 Cargo Unloading 16 Waybill Collection
{ 3 FDA Product Registration 10 Goods Tallying 17 Release at Enforcement Unit
4 GSA Importer Registration 11 Submit Customs Declaration (BoE) 18 Final Checking at the main gate
Page 539 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.1 - 3 Auto Spare Parts Import Procedure

5.1 - 3.1 Actors
Business Actors
$
$
Agent Authorized Dealer Bank (PGA) BNI (Bureau of Exporter Exporters Bank
GPHA (Ghana Ports & Ghana Standard Authority GRA Customs Division Importer Importers Bank
Harbours Authority)
MOTI (Ministry of Trade NACOB (Narcotics National Security Registrar Generals Scanner Service
and Industry) Control Board) Adviser (NSA) Department (RGD) Provider
Shipping Line Terminal Operator Terminal Security

Agent
System Actors
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.1 - 3.2 Documents

Packing List

e - IDF
Registration form
CCVR
Bill of Lading
Delivery Order
Manifest
Shipping Line

Association ID - GPHA GPHA (Ghana Ports &
Harbours Authority)
Waybill
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1 Buy
(Preconditions)


Department (RGD)
Importer sources for the Auto Spare Parts commodity

and concludes sales with the Exporter.
Importer Exporter
2 Ship
2.1 IDF Submission

and Industry)
2.2 Obtain CCVR

obtain CCVR.

Customs Division

Agent

(Bill of Entry) via the GCMS platform.
Agent Importer GCMS
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.5 Duty Payment
$

$
been paid.
Shipping Line

for Examination
2.9 Goods Examination/Inspection
Examination is conducted by the following

stakeholders:
GSA
Ghana Standard Authority Customs Examination Officer Customs Examination Ocer

from GPHA.

Harbours Authority)
Importer/Agent pays all charges to the GHC and

collects a waybill.
Agent Ground Handling Company

Importer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.12 Terminal Audit


Harbours Authority)
GRA Customs Preventive Officers crosschecks

documents and releases goods.
GPHA (Ghana Ports &
Harbours Authority)
2.14 Final Security Check

GPHA (Ghana Ports &
3 Pay
Direct Payment
Advance Payment
Letter of Credit
Importer Exporter Open Account
TIME PROCEDURE CHART FOR AUTO SPARE PARTS
2016 Edition
{1 hour}
14
{1 hour}
13
{10 mins}
12
{2 hour}
11
MINISTRY OF FINANCE
{1 hour}
10
GOVERNMENT OF GHANA
{4.5 hours}
9
{1 day}
8
{2 hour}
7
{4 hour}
6
PROCESS
{1 hour}
5
{1 hour}
4
{1 day}
3
{5 days} {2 days}
2
{20 days} {10 mins}
1

0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30
5.1 - 3.4 Estimated Time for Auto Spare Parts Import Procedure
TIME (days)
Legend: Buy
Average duration:
5 Duty Payment 12 Terminal Audit
2 Conclude Sales Contract 6 Customs Document Verification and Compliance 13 Release at Preventive Gate
Legend: Ship 7 Cargo release by Shipping Line 14 Final Security Check
1 IDF Submission 8 Delivery of Container at the Terminal for Examination
2 Obtain CCVR 9 Goods Examination/Inspection
3 Manifest Submission 10 Vehicle Permit/Pass Toll at GPHA
4 Submit Declaration 11 Waybill Collection
Page 545 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.1 - 4 Passenger Vehicles/Trucks Import Procedure

5.1 - 4.1 Actors
Business Actors
Agent Authorized Dealer Bank (PGA) BNI (Bureau of Drivers and Vehicle Exporter
National Intelligence) License Authority (DVLA)
Exporters Bank Ghana Police GPHA (Ghana Ports & GRA Customs Division Importer
Harbours Authority)
Importers Bank MOTI (Ministry of Trade National Petroleum National Security Registrar Generals
and Industry) Authority(NPA) Adviser (NSA) Department (RGD)

Agent
System Actors
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.1 - 4.2 Documents

Packing List

e - IDF
Vehicle Registration Certificat

Road Worthy Sticker
Driver and Vehicle Licensing Authority (DVLA)
CCVR
Bill of Lading
Delivery Order
Manifest
Shipping Line

Association ID - GPHA GPHA (Ghana Ports &
Harbours Authority)
Waybill
Waybill
Terminal Operator
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1 Buy
(Preconditions)


Department (RGD)
Importer sources for the Passenger Vehicles/Trucks

commodity and concludes sales with the Exporter.
Importer Exporter
2 Ship
2.1 IDF Submission

and Industry)
2.2 Application for Permit/Exemption
1 1. Importer/Agent collects permit from NPA if it is a

tanker trailer.
Agent Importer National Petroleum
Authority(NPA)
2 2. Importer can also submit an application for exemption

and attaches supporting documents requesting for
Importer e-MDA Portal exemption via the e-MDA Portal platform.
2.3 Obtain CCVR

obtain CCVR.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship

Customs Division

Agent
2.5 Transport Vehicle from shed side to

Safe Bond/Golden Jubilee Terminal.
Terminal operator transport the Vehicle to the
Freight Station.
Terminal Operator

Agent Importer GCMS

2.7 Duty Payment
$
Importer/Agent submits documents to the Customs

Compliance Officer to verify documents.
2.9 Vehicle Release by Shipping Line
$
Shipping line releases Vehicle if all charges have been
paid.
Shipping Line
2.10 Vehicle Examination
The Customs Examination Officer inspects the Vehicle.
Customs Examination Officer
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.11 Obtain temporary plate number from DVLA
Importer registers the Vehicle and obtains plate

number at DVLA Office.
Drivers and Vehicle

Importer License Authority (DVLA)
Importer/Agent pays all charges and obtains waybill

from GPHA/Freight Station.
Agent Importer Ground Handling Company
2.13 Terminal Audit


Harbours Authority)
Customs Preventive Officer crosschecks documents

and inspects the Vehicle before releasing the Vehicle.
GPHA (Ghana Ports &
Harbours Authority)
2.15 Final Security Check at the Gate

GPHA (Ghana Ports &
3 Pay
Direct Payment
Advance Payment
Letter of Credit
Open Account
Importer Exporter
TIME PROCEDURE CHART FOR PASSENGER VEHICLES/TRUCKS
2016 Edition
{20 mins}
15
{20 mins}
14
{10 mins}
13
{20 mins}
12
{20 mins}
MINISTRY OF FINANCE
11
GOVERNMENT OF GHANA
{1 hour}
10
{2 hour}
9
{4 hour}
8
{1 hour}
7
{1 hour}
PROCESS
6
{1 hour}
5
{1 day}
4
{2 days}
3
{5 days} {1 hour}
2
{20 days} {10 mins}
1

TIME (days) 0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30
Legend: Buy
Average duration:
5 Transport Vehicle from shed side to Safe Bond/Golden Jubilee Terminal.
5.1 - 4.4 Estimated Time for Passenger Vehicles/Trucks Import Procedure
2 Conclude Sales Contract 6 Submit Declaration

Legend: Ship 7 Duty Payment 12 Waybill Collection
1 IDF Submission 8 Customs Document Verification and compliance 13 Terminal Audit
2 Application for Permit/Exemption 9 Vehicle release by Shipping Line 14 Release at Preventive gate
3 Obtain CCVR 10 Vehicle Examination 15 Final Security Check at the Gate
4 Manifest Submission 11 Obtain temporary plate number from DVLA
Page 551 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.1 - 5 Vegetable and Palm Oil Import Procedure

5.1 - 5.1 Actors
Business Actors
$
$
Agent Authorized Dealer Bank (PGA) BNI (Bureau of Exporters Bank

Exporter
National Intelligence) (from Business Actors)
FDA (Food and GPHA (Ghana Ports & Ghana Standard Authority GRA Customs Division Importer
Drugs Authority) Harbours Authority)
Importers Bank MOTI (Ministry of Trade NACOB (Narcotics National Security Registrar Generals
and Industry) Control Board) Adviser (NSA) Department (RGD)

Agent
System Actors
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.1 - 5.2 Documents

Packing List

e - IDF
Registration form

Port Sampling Receipt
FDA (Food and
Product Sample Drugs Authority)
Product Registration Certificate
CCVR
Bill of Lading
Delivery Order
Manifest
Shipping Line

Harbours Authority)
Waybill
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1 Buy
(Preconditions)


Department (RGD)
Importer sources for the commodity (Rice) and

concludes sales contract with the Exporter.
Importer Exporter
2 Ship
2.1 IDF Submission

and Industry)



Agent
Department (RGD)

2.5 FDA: Import Permit
Importer/Agent submits an applicationon e-MDA

Portal platform to obtain the FDA Import permit.
Agent Importer e-MDA Portal
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship

2.7 Obtain CCVR

obtain CCVR.

Customs Division

Agent

Agent Importer GCMS
2.10 Duty Payment
$

$
been paid.
Shipping Line
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship

for Examination

stakeholders:
GSA
FDA
Customs Examination
Ghana Standard Authority FDA (Food and
Drugs Authority)
Customs Chemist
Analyst Officer Customs Examination Ocer

from GPHA.

Harbours Authority)
Importer/Agent pays all fees and obtains a waybill at

GPHA.
GPHA (Ghana Ports &
Agent Importer Harbours Authority)
2.17 Terminal Audit


Harbours Authority)
Customs Preventive Officers crosschecks documents

and releases goods.
GPHA (Ghana Ports &
Harbours Authority)
2.19 Final Security Check at the Gate
Security ocials conducts the final checking on

GPHA (Ghana Ports &
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
3 Pay
3.1 Goods Payment

The Importer can pay the Exporter using any of the
Direct Payment
Advance Payment
Letter of Credit
Importer Exporter
(from Business Actors) (from Business Actors) Open Account
TIME PROCEDURE CHART FOR VEGETABLE AND PALM OIL
2016 Edition
{1 hour}
19
{1-3 hour}
18
{10 mins}
17
{1-3 hour}
16
{1 hour}
15
{4.5 hour}
MINISTRY OF FINANCE
14
{1 day}
GOVERNMENT OF GHANA
13
{2 hours}
12
{4 hour}
11
{1 hour}
10
{1 hour}
9
{1 day}
8
PROCESS
{2 days}
7
{1 day}
6
{1 day}
5
{5 days}
4
{40 days}
3
{5 days}
2
{20 days}
1

{10 min}
TIME (days) 0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32 34 36 38 40 42 44 46 46 48 50 52 54 56 58 60 62 64 66 68 70 72 74 76 78 80
Legend: Buy
5 FDA Import Permit 13 Delivery of Container at the Terminal for Examination
5.1 - 5.4 Estimated Time for Vegetable and Palm Oil Import Procedure
1 Pre-condition: Business Registration. GSA Declaration Submission 14 Goods Examination/Inspection

6
2 Conclude Sales Contract 7 Obtain CCVR 15 Vehicle Permit/Pass Toll
Legend: Ship 8 Manifest Submission 16 Waybill Collection
1 IDF Submission 9 Submit Customs Declaration (BoE) 17 Terminal Audit
2 FDA Importer Registration 10 Duty Payment 18 Release at Preventive Gate
{ Average duration:
3 FDA Product Registration 11 Customs Document Verification and Compliance 19 Final Security Check at the Gate 76.9 days
4 GSA Importer Registration 12 Cargo Release by Shipping Line
Page 558 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.2 Export Procedure for Specific Commodities

5.2 - 1 Fish Export Procedure
5.2 - 1.1 Actors
Business Actors
$ $
Authorized Dealer Bank (PGA) Bank of Ghana Exporter GEPA (Ghana Export GNCC (Ghana National
Promotion Authority) Chamber of Commerce)
Ghana Standard Authority GPHA (Ghana Ports & GRA Customs Division NACOB (Narcotics Shipping Line
Harbours Authority) Control Board) Agent
Terminal Operator
Registrar Generals
Department (RGD)
System Actors
e-MDA Portal GCMS
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.2 - 1.2 Documents

Commercial Invoice
Supplier
Packing List
Exporter

Registrar Generals
Department (RGD)
Acknowledgement letter
Health Certificate
Inspection report
Laboratory report
Layout of processing plant Approval
Letter of approval Ghana Standard Authority
List of approved establishment/
cold stores/vessels.
Payment receipt
Exporter Registration Form
GNCC (Ghana National
Chamber of Commerce)

Ghana Export form
GEPA (Ghana Export
Promotion Authority)
Booking form
Bill of Lading
Manifest
Shipping Note Shipping Line

Waybill Harbours Authority)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1 Buy
(Preconditions)

Exporter Registrar Generals

Department (RGD)
Exporter source for buyer and conclude sales with

the Importer.
Exporter Importer
2 Ship
2.1 GEPA Exporter Registration
Applicant fills and submits an application form to be

registered as an Exporter by GEPA.
Exporter GEPA (Ghana Export
2.2 Obtain Standard Certificate from GSA

Exporter submits an intention to export and GSA
conducts premises inspection and tests samples of
product to ensure that it meets requirements of the
Country of destination.
Exporter Ghana Standard Authority
2.3 Obtain Certificate of Origin
Register as an Exporter with GNCC (If New) and obtain

the Certificate of Origin from GNCC with GRA Customs
Division endorsing the Certificate.
Exporter GNCC (Ghana National GRA Customs Division
2.4 Obtain Ghana Export Form
Exporter/Agent obtains a Ghana Export form completes

and submits to GRA_Customs.
Agent Exporter GRA Customs Division
2.5 Arrange for Transport
Exporter arranges for shipment through a Shipping

Agent with relevant supporting documents.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.6 Collects Empty Container from the Terminal

Operator (ICD) (Optional)
Exporter collects empty container from ICD to
transport consignment to the Export Loading shed.
Export Loading Shed Exporter ICD
2.7 Obtain Customs Approval requesting to stuff

Container Exporter/Agent seeks approval from the Assistant
Commissioner of GRA Customs Division to load or
stu the container, for which an ocer is assigned
for supervision.
Exporter Agent GRA Customs Division
2.8 Container Loading

Customs, GSA, NACOB, and other regulating MDA
examines the Goods. If it meets standard and quality,
the Exporter is allowed to stu Cargo under the
supervision of Customs. Customs ensures container
Ghana Standard Authority
is sealed.
NACOB (Narcotics Exporter
Control Board)
2.9 Submit declaration

The Exporter/Agent electronically submits Customs
Declaration and attaches all relevant supporting
documents.
Agent Exporter GCMS

The Exporter/Agent prints and takes the hard copy of
the Declaration and all other relevant supporting
documents to the designated Ocer at Export seat for
verification and necessary actions.
Agent Exporter Ocer at Export Seat
2.11 Goods Examination
The Custom Ocer goes to confirm and check the seal

number is intact.
Exporter/Agent pays all fees payment and obtain

waybill at GPHA.

Harbours Authority)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.13 Shipping Release
Shipping Agent sends a loading advice to the Terminal

Operator ensuring that the Agent has paid all charges.
Shipping Line Terminal Operator

Agent
2.14 Transfer of Container to the Loading bay

(ship side)
Terminal Operator validates the export declaration
with the loading advice from Shipping Line before
transporting the Cargo to the loading terminal.
Terminal Operator Shipping Line

Agent
2.15 Cargo Loading
The container is loaded on the vessel after which the

Shipping Line Agent issues a Bill of Lading.
Shipping Line
Agent
3 Pay
3.1 Goods Payment

The Exporter receives payment from the Importer
through any of the below payment methods:
Direct Payment
Letter of Credit
Open Account
Exporter Importer
TIME PROCEDURE CHART FOR FISH
2016 Edition
{1 day}
15
{1 day}
14
{30 mins}
13
{1 hour}
12
{2.5 hours}
MINISTRY OF FINANCE
11
GOVERNMENT OF GHANA
{1 hour}
10
{1 hour}
9
{1 hour}
8
{30 mins}
7
{24 hours}
PROCESS
6
{2 days}
5
{20 mins}
4
{2 days}
3
5.2 - 1.4 Estimated Time for Fish Export Procedure
{5 days} {5 days}
2
{20 days} {5 days}
1

TIME (days) 0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32 34 36 38 40 42 44
Legend: Buy
Average duration:
5 Arrange for Transport
2 Conclude Sales Contract 6 Collects Empty Container from the Terminal Operator (ICD)(Optional)
Legend: Ship 7 Obtain Customs Approval requesting to stuff Container 12 Waybill Collection
1 GEPA Exporter Registration 8 Container Stuffing 13 Shipping Release
2 Obtain Standard Certificate Form GSA 9 Submit Declaration 14 Transfer of Container to the Loading Bay
3 Obtain Certificate of Origin 10 Customs Document Verification and Compliance 15 Cargo Loading
4 Obtain Ghana Export Form 11 Goods Examination
Page 564 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.2 - 2 Cashew Nuts Export Procedure

5.2 - 2.1 Actors
Business Actors
$ $
Authorized Dealer Bank (PGA) Bank of Ghana Exporter GEPA (Ghana Export GNCC (Ghana National
Promotion Authority) Chamber of Commerce)
Ghana Standard Authority GPHA (Ghana Ports & GRA Customs Division NACOB (Narcotics Shipping Line
(from Business Actors) Harbours Authority) (from Business Actors)
Control Board) Agent
(From Business Actors) (from Business Actors) (From Business Actors)
Terminal Operator Ghana Cocoa Board Quality Control Company

(from Business Actors) (from Business Actors) Registrar Generals
(QCC) Department (RGD)
System Actors
e-MDA Portal GCMS

(From System Actors) (from Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.2 - 2.2 Documents

Commercial Invoice
Packing List
Exporter

Health Certificate
Inspection Report
Laboratory Report
Ghana Standard Authority
GNCC (Ghana National

Ghana Export form
GEPA (Ghana Export
Booking form
Bill of Lading
Manifest
Purity Control Certificate

Ghana Cocoa Board Quality Control Company (QCC)

Harbours Authority)
Waybill (From Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1 Buy
(Preconditions)


Department (RGD)

the Importer.
Exporter Importer
2 Ship
2.1 GEPA Exporter Registration
Applicant fills and submits an application form to be

registered as an Exporter by GEPA.
Exporter GEPA (Ghana Export
2.2 Obtain Quality Control Certificate from Coco board-QCC
The Exporter obtains Quality Control Certificate from

Cocoa board-QCC
Exporter Ghana Cocoa Board Quality Control Company

(QCC)


2.5 Obtain Ghana Export Form
Exporter/Agent obtains a Ghana Export form completes

and submits to GRA_Customs.
Exporter
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship



2.8 Obtain Customs Approval requesting to stuff

Container Exporter/Agent seeks approval from the Assistant
for supervision.
Exporter Agent GRA Customs Division

Ghana Standard Authority supervision of Customs. Customs ensures container
GRA Customs Division is sealed.
Control Board)

documents.
Agent Exporter GCMS


number is intact.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship

waybill at GPHA.

Harbours Authority)

Shipping Line Terminal Operator

Agent

Terminal Operator Shipping Line
Agent
2.16 Cargo Loading

Shipping Line
Agent
3 Pay
3.1 Goods Payment

The Exporter receives payment from the Importer
Direct Payment
Letter of Credit
Open Account
Exporter Importer
TIME PROCEDURE CHART FOR CASHEW NUTS
2016 Edition
{1 day}
16
{1 day}
15
{30 mins}
14
{1 hour}
13
{2.5 hours}
MINISTRY OF FINANCE
12
{1 hour}
GOVERNMENT OF GHANA
11
{1 hour}
10
{1 day}
9
{30 mins}
8
{24 hours}
7
PROCESS
{2 days}
6
{20 mins}
5
{2 days}
4
{5 days}
3
{5 days} {1 day}
2
{20 days} {5 days}
1

5.2 - 2.4 Estimated Time for Cashew Nuts Export Procedure
TIME (days) 0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32 34 36 38 40 42 44
Legend: Buy
Average duration:
1 Pre-condition: Business Registration 12 Goods Examination 44.3 days
5 Obtain Ghana Export Form
2 Conclude Sales Contract 6 Arrange for Transport 13 waybill collection
Legend: Ship 7 Collects Empty Container from ICD (Optional) 14 Shipping Release
1 GEPA Exporter Registration 8 Obtain Customs Approval requesting to stuff Container 15 Transfer of Container to the Loading bay
Obtain Quality Control Certificate from Coco board
2 9 Container Loading 16 Cargo Loading
(Cocoa Marketing Company)
3 Obtain Standard Certificate from GSA 10 Submit declaration
4 Obtain Certificate of Origin 11 Customs Document Verification and compliance
Page 570 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.2 - 3 Cocoa Bean Export Procedure

5.2 - 3.1 Actors
Business Actors
$ $
Authorized Dealer Bank (PGA) Bank of Ghana Exporter Ghana Cocoa Board Cocoa Marketing Company
Quality Control Company GNCC (Ghana National GPHA (Ghana Ports & GRA Customs Division MOFA
Chamber of Commerce) Harbours Authority)
Plant Protection and Regulatory NACOB (Narcotics Registrar Generals Shipping Line Terminal Operator
Services Directorate PPRSD Control Board) Department (RGD) Agent
System Actors
e-MDA Portal GCMS
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.2 - 3.2 Documents

Commercial Invoice
Packing List
Exporter

Health Certificate
Inspection Report
Laboratory Report Ghana Standard Authority
GNCC (Ghana National Chamber of Commerce)

Ghana Export form
GEPA (Ghana Export Promotion Authority)
Exporter Form 4A
Bank of Ghana
Buyers License
Purity Control Certificate
Cocoa Marketing Company Quality Control Company (QCC)
Duty Payment Receipt

Ministry of Food Plant Protection and Regulatory
and Agriculture Services Directorate PPRSD
Booking form
Bill of Lading
Manifest

Harbours Authority)
Waybill (From Business Actors)
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
1 Buy
(Preconditions)


Department (RGD)

the Importer.
Exporter Importer
2 Ship
2.1 COCOBOD Registration
The Exporter registers with Cocoa Board and they are

issued with a license.
Exporter Ghana Cocoa Board
2.2 Obtain Fumigation and Quality Assurance Certificate

from Cocoa Board(QCD)
The Quality Control Division (QCD) of COCOBOD shall
fumigate every consignment of cocoa prior to shipment
and issue a fumigation certificate and purity Control
certificate for each parcel.
Quality Control Company
Exporter (QCC)

2.4 Exporter Registration with PPRSD

1. Exporter/Agent submits application for registration
at PPRSD.
2. PPRSD processes application and issues exporter
registration certificate
Plant Protection and Regulatory
Exporter Agent Services Directorate PPRSD
2.5 Obtain Phytosanitary Certificate from PPRSD
Exporter/Agent submits application and all supporting

document to PPRSD and PPRSD issues a phytosanitary
Certificate.
Plant Protection and Regulatory
Exporter Agent Services Directorate PPRSD
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship

2.7 Obtain Bank of Ghana Foreign Exchange Form 4A
Exporter/Agent obtains a Form A4 from designated

Commercial Bank fills and submits the
completely-filled-in form.



2.10 Obtain Customs Approval requesting

to stuff Container
Exporter/Agent seeks approval from the Assistant
or supervision.

Ghana Standard Authority supervision of Customs. Customs ensures container
GRA Customs Division is sealed.
Control Board)
Submit declaration
2.12

documents.
Agent Exporter GCMS
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.13 Export Duty Payment
Exporter pays duty payment at the authorised dealer
$
Bank.
Exporter Authorized Dealer Bank (PGA)


number is intact.

waybill at GPHA.
GPHA (Ghana Ports &


Terminal Operator Shipping Line Agent
2.19 Cargo Loading

Shipping Line Agent
3 Pay
3.1 Goods Payment The Exporter receives payment from the Importer
Direct Payment
Letter of Credit
Open Account
Exporter Importer
TIME PROCEDURE CHART FOR COCOA BEAN
2016 Edition
{1 day}
19
{1 day}
18
{30 mins}
17
{1 hour}
16
{2.5 hours}
15
{1 hour}
MINISTRY OF FINANCE
14
{1 hour}
GOVERNMENT OF GHANA
13
{1 hour}
12
{1 day}
11
{30 mins}
10
{24 hours}
9
{2 days}
8
PROCESS
{20 mins}
7
{2 days}
6
{1 day}
5
{5 days}
4
{5 days}
3
{5 days} {1 day}
2
{20 days} {20 days}
1
5.2 - 3.4 Estimated Time for Cocoa Bean Export Procedure

TIME (days) 0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32 34 36 38 40 42 44 46 46 48 50 52 54 56 58 60 62 64 66
Legend: Buy
4 Exporter Registration with PPRSD 12 Submit declaration
1 Pre-condition: Business Registration. Obtain Phytosanitary Certificate from PPRSD 13 Export Duty Payment
5
2 Conclude Sales Contract 6 Obtain Certificate of Origin 14 Customs Document Verification and compliance
Legend: Ship 7 Obtain Bank of Ghana Foreign Exchange Form 4A 15 Goods Examination
Average duration:
1 Cocoa Board Registration 8 Arrange for Transport 16 Waybill Collection 65.3 days
Obtain Fumigation and Quality Assurance 9 Collects Empty Container from ICD (Optional) 17 Shipping Release
2
Certificate from Quality Cocoa Board
10 Obtain Customs Approval requesting to stuff Container 18 Transfer of Container to the Loading bay
3 Obtain Standard Certificate from GSA
11 Container Loading 19 Cargo Loading
Page 576 of 581

GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.2 - 4 Gold Export Procedure

5.2 - 4.1 Actors
Business Actors
$ $
Airlines/Airline Agent Authorized Dealer Bank (PGA) Bank of Ghana Cargo Airline GRA Customs Division
License Gold Exporters Metallurgist Minerals Commission Mining Representatives Mining Companies
National Security Registrar Generals

Adviser (NSA) Department (RGD)
System Actors
e-MDA Portal GCMS
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
5.2 - 4.2 Documents

IDG
Invoice Supplier
Packing List Exporter

Gold Export Form 4A

Bank of Ghana
Booking Form
Airway bill
Cargo Airline

Ghana Export Form
GEPA (Ghana Export Promotion Authority)
Invoice
License/Permit to Export GRA Customs Division
License for Mining Conccession

License for Gold Exporters
Assay Certificate
Minerals Commission
GOVERNMENT OF GHANA
MINISTRY OF FINANCE

1 Buy
(Preconditions)


Department (RGD)

the Importer.
Exporter Importer
2 Ship
2.1 Obtain License for Minerals Commission
Mining Companies obtains licence for Mining

concession from Minerals Commission while Licence
Gold Exporter obtains licence to buy, process and
export Gold from Minerals Commission.
Mining Companies License Gold Exporters Minerals Commission

2.3 Obtain Bank of Ghana Foreign Exchange Form 4A
$ Exporter/Agent obtains Gold Form A4 from designated

Commercial Bank fills and submits the
completely-filled-in form.
Agent Exporter Authorized Dealer Bank (PGA)

2.5 Obtain License/Permit from Customs to export Gold 1. The Exporter submits an application to the sector
commander where mining is sited.
2. The Sector commander upon receipt of application would

assigns senior officer to supervise the inspection of the
mines with respect to the processing, assembling and
Exporter Mining Companies
scaling of gold for export.
GOVERNMENT OF GHANA
MINISTRY OF FINANCE
2 Ship
2.6 Inspection and Sealing of Bullion
The Customs Ocer conducts premise inspection,

the Bullion is inspected and sealed and the Inspection
report is submitted to the commissioner for approval.
GRA Customs Division Minerals Commission
2.7 Obtain Customs Approval requesting 1. Exporter submits an application to the Assistant
to stuff Container Commissioner of GRA Customs Division for approval to
ship the bullion. The letter is submitted three days (3)
prior to the date of export.
2. The Customs approves and assigns an escort to export

Exporter GRA Customs Division
the goods.
2.8 Transport of Gold to the Airport 1. The assigned Customs ocer would escort the security to
airlift the bullion via the helicopter from the mines to the
Airport.
2. The bullion van, KIA Customs Ocer would receive the bullion
at the Tarmac.
3. The Sector Command authorises the processing of documents.
GRA Customs Division Airlines/Airline Agent

documents.
Agent Exporter GCMS


waybill at GPHA.
GPHA (Ghana Ports &
2.12 Cargo Loading 1. Upon arrival of Aircraft, GRA Customs Escort ocial from
the export seat KIA and the G4S Security personnel
goes with the bullion van to the bullion vault to retrieve
the bullion for shipment.
GRA Customs Division Airlines/Airline Agent Cargo Airline 2. The bullion is transported to the aircraft for loading.
3 Pay
3.1 Goods Payment The Exporter receives payment from the Importer
Direct Payment
Letter of Credit
Importer
Open Account
Exporter
TIME PROCEDURE CHART FOR GOLD
2016 Edition
{1 day}
12
{1 hour}
11
{1 hour}
10
{1 hour}
MINISTRY OF FINANCE
9
GOVERNMENT OF GHANA
{6-8 hours}
8
{1 hour}
7
{1 day}
6
{2 days}
PROCESS
5
{2 days}
4
{20 mins}
3
{2 days}
5.2 - 4.4 Estimated Time for Gold Export Procedure
2 {5 days}
{20 days} {5 days}

1

TIME (days) 0 2 4 6 8 10 12 14 16 18 20 22 24 26 28 30 32 34 36 38 40
Legend: Buy
Average duration:
1 Pre-condition: Business Registration 5 Arrange for Transport
11 Waybill Collection 38.6 days
2 Conclude Sales Contract 6 Obtain License/Permit from Customs to export Gold
12 Cargo Loading
Legend: Ship
7 Inspection and Sealing of Bullion
1 Obtain License for Minerals Commission.
8 Obtain Customs Approval requesting to load for shipment
2 Obtain Certificate of Origin
Obtain Bank of Ghana Foreign Exchange Form 4A 9 Transport of Gold to the Airport
3
4 Arrange for Transport 10 Customs Document Verification and compliance
Page 581 of 581


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CUSTOMS

Import Export Transit Procedures

Facilitating trade through the Ghana

MINISTRY OF FINANCE FOREWORD

In a broader framework of Public Financial Management of the country, Government has

Hon. Seth Terkper

2016 Edition All contents copyright GRA 2016 Page 1 of 581

FOREWORD BY MINISTER OF TRADE AND INDUSTRY

2016 Edition All contents copyright GRA 2016 Page 2 of 581

STATEMENT FROM THE PRIVATE SECTOR

Alhaji Asoma Bandav

2016 Edition All contents copyright GRA 2016 Page 3 of 581

MESSAGE FROM ASSOCIATION OF GHANA INDUSTRIES

2016 Edition All contents copyright GRA 2016 Page 4 of 581

MESSAGE FROM GHANA NATIONAL CHAMBER OF COMMERCE

2016 Edition All contents copyright GRA 2016 Page 5 of 581

PREFACE BY GHANA REVENUE AUTHORITY

Mr. George Blankson

2016 Edition All contents copyright GRA 2016 Page 6 of 581

ABOUT TRADE FACILITATION

Buy Ship/Deliver Pay

Prepare for Prepare for

2016 Edition All contents copyright GRA 2016 Page 7 of 581

2016 Edition All contents copyright GRA 2016 Page 8 of 581

3.2 EXPORT PROCESSES 48

2016 Edition All contents copyright GRA 2016 Page 9 of 581

4.4 - 3 TRANSIT PROCEDURE 164

2016 Edition All contents copyright GRA 2016 Page 10 of 581

4.7 - 4.3 Ex-Warehousing Process 318

2016 Edition All contents copyright GRA 2016 Page 11 of 581

4.13 - 1.1 Exporter Registration 497

2016 Edition All contents copyright GRA 2016 Page 12 of 581

5.2 - 2 Cashew Nuts Export Procedure 565

2016 Edition All contents copyright GRA 2016 Page 13 of 581

Vehicle Examination Agriculture Sector Investment Plan

Development Policy Financial Policies

GSA Exporter Registration FDA MOTI

2016 Edition All contents copyright GRA 2016 Page 14 of 581

1 Glossary of International Terms

Summary of Trade Actors

AGI (Association of Ghana Industries) APD Director APD

APD Processing Officer Agent Animal Products Department

Authorized Dealer Bank BNI Beneficiary Bank

Board of Directors / GNCC Ghana National Clearing and

Clients Service Commissioner Correspondent of

DD Pesticide and Fertilizer Declarant APD

VSD (Veterinary Service Directorate) Drugs Registration and ECOWAS

2016 Edition All contents copyright GRA 2016 Page 15 of 581

Summary of Trade Actors

EPA (Environmental Protection Agency) EPA EPA

EU Food and Evaluation Team Exporter

FDA CEO FDA Laboratory FDA Officer

FDA Regional Officer FDA Account Officer Field Technician

Fire Service Food Enforcement Department Food Evaluation and

GPHA Terminal Services GRA Customs Division GSA Account Officer

2016 Edition All contents copyright GRA 2016 Page 16 of 581

Summary of Trade Actors

GSA Inspector GSA Lab Scientist GSA Liaison Officer

GSA Registration/Account Officer GSA Standard Officer/ Ghana Health

Ghana Standard Authority Harbour Master Head PFRD

3.2 EXPORT PROCESSES 48

4.4 - 3 TRANSIT PROCEDURE 164

4.7 - 4.3 Ex-Warehousing Process 318

4.13 - 1.1 Exporter Registration 497

5.2 - 2 Cashew Nuts Export Procedure 565