Close WindowPrint Article

Beyond Virginia
 
Mandatory Automated Export System (AES): Ready or not here it comes!

Soon, all Shippers Export Declarations (SED's) will have to be filed electronically via AES. The third and final phase requiring use of AES for all export shipments is expected to take effect this fall. Are you ready? We have prepared an AES update for Virginia exporters and export service providers, just in case.

What is AES? Automated Export System is the central point through which export shipment data required by multiple agencies is filed electronically to Customs. AES provides an alternative to filing paper Shipper's Export Declarations (SEDs). Export information is collected electronically and edited immediately, and errors are detected and corrected at the time of filing. AES is a nationwide system operational at all ports and for all methods of transportation. It was designed to assure compliance with and enforcement of laws relating to exporting, improve trade statistics, reduce duplicate reporting to multiple agencies, and improve customer service. AES website: http://www.census.gov/foreign-trade/aes/index.html

When does AES Become Mandatory? Phase 1 currently in effect, mandates AES filing for all licensable exports. Phase 2 in effect as of April1, 2005, mandated all third party providers to get on board. The third and final phase, which requires all exporters use AES is expected by Fall 2005.

Currently in Effect
Mandatory AES filing is required for all items on the Commerce Control List (CCL) and the United States Munitions List (USML)

In Effect as of April 1, 2005
For exporters (U.S. Principal Party of Interest) using a third party to file their SED Mandatory AES changes became effective April 1, 2005 which eliminate Data Entry Centers. (DEC's).Data Entry Centers are NVOCCs. Freight forwarders, brokers, shippers FEDEX, UPS etc.

At 11:59 PM EST on March 31, 2005 the Census Bureau removed the Data Entry Center privilege from select filers. As of April 1, 2005 these select carriers, couriers and consolidators (approximately 500 of them) will be required to become authorized agents and file only under written authorization from their USPPIs, or ask their USPPIs to file on their own behalf, or become a certified AES service center. Either way, beginning April 1, 2005 AES will no longer accept the DEC indicator on the AES record as a 'Y' .

Planned to Take Effect Fall 2005
For U.S. exporters (U.S. Principal Party of Interest) who file their own SED's mandatory AES will not take place until Fall 2005.

Mandatory AES regulations regarding phase three are still not finalized. The proposed rule is currently under review. Any recommendation will then be reviewed and the rules will then be modified and then open for user review again. Users (exporters) are encouraged to review the regulations and submit comments. Download Proposed Rule Bureau of Census, Commerce PDF, Text This info is also available from the Federal Register Website

What do the April 1, 2005 Changes Mean to Virginia Companies?
  1. For Exporters (U.S. Principal Party in Interest)
    2. If you used a Data Entry Center (a third party provider to file your SED) you must as of April 1, 2005 give them
    • a written authorization or power of attorney so they can file or key information received on paper Shipper's Export Declarations into the Automated Export System (AES) or AESDirect,


  2. For Third Party Service Providers

    3. If you were a Data Entry Center you must now
    • collect and provide U.S. Census copies of Power of Attorney for all clients (Exporters-U.S. Principal Party of Interest) who want you to file Automated SED's on their behalf
    • transition from DEC to become a Certified Service Center.


      • The rules now in effect state:
    • As an authorized agent, you are responsible for the resolution of all edit failures, as well as, for complying with all regulatory requirements and associated penalties pertaining to the filing of these shipments.
    • DECs filing export information directly into the AES mainframe with a DEC indicator set to "Y" beginning April 1, 2005 will receive compliance alerts from the U.S. Customs and Border Protection (CBP).
    • DECs filing export information using AESDirect will have their account automatically switched to an authorized agent on April 1, 2005.
    • As a certified service center, your company will be responsible for transmitting AES information from all external customers to the AES mainframe and to transmit AES generated responses from the AES mainframe back to all external customers. At no time will the certified service center file information on behalf of the external customer. The service center will be responsible for creating AES software and certifying the software with the CBP. Service centers are also responsible for distributing the software to all external customers and each external customer would be required to test individually with the Census Bureau. This newly created software must stand alone and may not be integrated with existing AESDirect or AESPcLink functions.


The AES system will accept corrections to DEC shipments until March 1, 2006. If you decide not to become an authorized agent, please inform your clients that they will be required to file themselves or find an authorized agent to file on their behalf. The Census Bureau can help with this process. For questions about the elimination of the DEC program, contact the Data Collection and Coordination Branch by e-mail at ftddec@census.gov or call (301)763-2259 or fax on (301)457-7641.

Getting Started with AES
Customs offers a getting started with AES site with tips and procedures click here. Anyone can begin using AESDirect now. You do not need to wait for the deadline.

An excellent way to keep informed is to view the AES Newsletters. The archives and most recent newsletters are available online.

For more info contact the AES Team at (703) 921-7590 or the AES Toll-free Hotline, 1-800-549-0595, Monday-Friday, 9:00 AM to 6:00 PM EST, or you can E-mail askAES@census.gov

Free AES DIRECT Software Don't wait until the last minute! You and your clients can download the software through AESDirect today. Anyone can begin using this system now, so you may want to encourage clients to get familiar with the system at their own pace before it is mandatory. To download the software go to this link.

AES DIRECT On-line Training User training is available directly from Flagship Customs Services, Inc. (FCS) the company that developed, and now operates the AESDirect Service for the Census Bureau Foreign Trade Division. AESDirect user training classes are provided by FCS supported by Census FTD staff. FCS AESDirect training is conducted on-line while you sit at your own computer. To schedule online training visit http://www.tradegate2000.com/training/registration.asp

Other AES Software Vendors A list of additional AES Software/Service Vendors can be found on-line at http://www.census.gov/foreign-trade/aes/aesparticipants.html

Seminar May 2005 in Tysons Corner Virginia
We have been told that the U.S. Census is planning to hold a seminar on Export Regulations and AESPcLink Certification Workshop in May in Tysons Corner Virginia. It should soon be listed on-line on their event page http://www.census.gov/foreign-trade/regulations/seminars.html.
Or you can e-mail them for details: AESMeeting@Census.gov

Registering to Use AES
When you decide to join AES send a Letter of Intent to Census. Upon receipt of the letter, a Customs Client Representative and a Census Client Representative will be assigned to serve as your technical advisor during development, testing and implementation. Once you have registered you will be assigned a Customs & Border Patrol Client Representative.

Most likely for Virginia it will be:
Southern Team Leader Kevin Huck Tel: 703-921-7527 Fax: 703-921-7563
Datacenter:
7501 Boston Blvd. Rm. 211
Springfield, VA 22153

We hope this information is useful. More export FAQ's are available in the FastFacts section on the publications tab of our website.