Plant Exports Fees and Charges

The service fee is payable by the entity that requests the service performed by the DAFF Authorised Officer (AO), and is charged per AO.

Services may include the following:

• inspection - for the provision of inspection services of prescribed goods in registered establishments, including preparation and post inspection activities
• audit – undertake audit activities or in response to a corrective action after the identification of non-compliant activity, including preparation and post audit activities
• the collection of information required to assess initial applications and physical inspections for the renewal and registration of an establishment
• any other services that are provided at the specific request of a company or individual or as required under legislation or importing country requirements.

A fee for service rate of $36.00 per 1/4 hour per DAFF AO applies, including but not limited to the following activities:

Pre-inspection activities

• pre-inspection assessment of documentation
• verifying importing country requirements
• audit preparation time

Inspection activities

• sampling activities
• in-office inspections
• empty container inspections
• vessel hold inspections
• activities associated with the inspection of registered establishments
• supervision of treatments (where such treatments are a mandatory requirement of the importing country and require DAFF certification)
• conduct audit activities

Post-inspection activitiesinvoicing

• assisting with detained or destressed consignments
• writing up audit reports and corrective actions
• closing out Corrective Action Requests
• verification of documentation prior to issuing certification

Other

• amending Request For Permits (RFPs at HCRD status or prior status)
• amending RFP’s for which a replacement certificate charge does not apply
• amending manual Notice of Intention to Export (NOIs)/export permit
• amending phytosanitary certificates
• country specific registrations
• industry training
• issuing of transfer certificates

Fee for service is charged ‘part there of’ and there is no minimum charge.

4.2 Overtime

DAFF overtime rates are applied in addition to FFS. DAFF standard hours of operation are 0630 to 1830 on weekdays and are serviced within resource capabilities. Any work performed within the span of hours 0630 to 1830 on weekdays as specified by the regional office, does not attract overtime charges unless a period of more than eight continuous hours is worked at one client’s premise by a DAFF AO. Regional offices set standard operating hours in accordance with resources and exporter requirements. Standard hours of operation are set to retain efficiencies in the program.

Exporters requesting inspections outside of the standard operating hours (i.e. 0630 to 1830 on weekdays) are required to pay overtime. Full span of hours may be utilised as standard hours of operating by staggering start times of DAFF AO so that overtime is not paid during that time, where there is a demand and adequate staff.

Upon the completion of 3 hours overtime, the rate being applied changes from time and a half to double time. The rate of overtime being charged does not change when officers change shifts.

4.2.1 Overtime Charges

Overtime charging is applied to work performed on weekdays after 1830 and before 0630 and on Saturdays, Sundays and public holidays. Overtime charging commences from when the DAFF AO arrives at the location of inspection.

4.2.2 Continuous Rate

The continuous overtime fee applies to work that is performed immediately leading up to, or immediately following on from, the standard hours of operation (i.e. leading up to 0630 or following on from 1830), or the amended hours of operation as described above.

Note: Sundays are regarded as Public Holidays in South Australia so double time and a half applies.

4.2.3 Non-Continuous Rate

The non-continuous overtime fee (3 hour minimum) applies to any work performed where the DAFF AO is required to commence and complete duty prior to the standard hours of operation or leaves work at the completion of the standard hours of operation but is required to return to work at a later time (i.e. there is a clear break between duties where the DAFF Authorised Officer is deemed to be off duty).

This rate also applies where the DAFF AO is called out on weekends and public holidays.

Attachment A – Includes four scenarios showing how overtime is applied using both continuous and non continuous examples.

4.3 Documentation fees

Documentation fees are charged to the exporter for each certificate and document issued by DAFF. Regional offices are responsible for charging for all manually issued documentation. All documents that are issued electronically are charged for by Canberra Office.

Note: Where an importing country mandates manual documentation only and the exporter is using EXDOC the lesser charge ($16 - electronic) will be applied.

Attachment B - contains a list of countries to which this applies and the commodity to which it relates.

The issuing of DAFF documentation has been streamlined to incorporate the average time spent in creating and issuing documentation into the relevant fee, and have been set to reflect the cost of providing manual and electronic documents.

DAFF activities which are included in the documentation fees are:

• maintaining internal systems and auditing to ensure phytosanitary statements comply with importing country requirements, and
• average time for creating and issuing documentation.

Creating and issuing of electronic export certification is the action of authorising an RFP (entering inspection dates, inspection comments and selecting the inspector).

Creating and issuing of manual export certification is the action of applying the place of issue and code; name of inspector; inspection date(s), code, name of authorised officer; signing the certificate, applying the seal; ruling of the certificate; photocopying and applying the original and copy stamps.  

Chargeable documentation activities conducted prior to the issuance of export certification, not incorporated in the document fee, for which Fee for service (FFS) charges apply, include:

• liaising with the exporter or agent to clarify conditions and tests that may be required to support the certification, and
• verifying supporting documentation provided by the exporter or agent meets the importing country requirements, and
• verifying supporting documentation provided by the AO, including Export Compliance Records meets the RFP or manual certification provided by the exporter or agent.

Time spent on verification of documents, prior to creating and issuing, will be charged FFS in all instances. If multiple certificates are presented for processing from the one consignment, the time to process is consolidated and FFS charges applied.

4.3.1 Electronic certification - $16 per document

Requires little direct intervention; information is received, assessed, processed and sent
electronically. A separate fee will apply to each export permit, each certificate and each additional document that is provided. Standard documentation time for electronic certificates is the 5 minutes required for authorisation of the Request For Permit (RFP).

4.3.2 Manual certification - $100 per document

Requires total direct intervention; all information is received, assessed, processed and sent manually. To reflect the additional cost incurred in the delivery of manual certification, a separate fee will apply to each export permit, each certificate and each additional document that is provided. Standard documentation time for creating and issuing manual certification is 15 minutes.

4.3.3 Replacement certification - $500 per document

Replacement certification refers to documents that are issued to replace an issued document and include the replacement endorsement. The circumstances surrounding the request for replacement certification must be assessed on a case by case basis with consideration given as to why the original certificate has not been used.

The replacement process is the most resource intensive of all certification services and requires a process to verify that the original certificate has been invalidated and/or destroyed and therefore replacement certificate fees have increased to more accurately represent the true cost involved in the verification, traceback and supply of a replacement certificate.

This fee is chargeable per each replacement document issued (i.e. per Phytosanitary Certificate, Export Permit or other Government document). There will be nil charge for a replacement certificate issued due to an error on behalf of DAFF.

Examples of when a replacement certificate fee would apply include:

• part of a consignment being ‘rolled’ into another vessel once certification has been issued, and the amendments result in a new certificate being issued;
• a request for multiple certificates after a single certificate has been issued. Each newly issued certificate will be a Replacement Certificate and will incur the nominated fee.

A replacement certificate fee would not apply when minor amendments to details are made on an issued document, including but not limited to:

• transport details, vessel, voyage, flight, destination city, consignee, import permit details, place of origin, weight details, treatment details, additional declaration details.

A fee for service charge would be applied in these instances.

4.3.4 Export Permits

Export permits (issued after inspection of goods listed on Request for Permit or Notice of Intention – EX28/EX222) are required for all prescribed plants and plant products. The fees are:

• manually issued permits (including re-export) - $100.00 per permit
• electronically issued (EXDOC) permits - $16.00 per permit.

If alterations are requested by the exporter, fee for service rates apply to the time taken to amend documents and may incur the cost for a replacement export permit.

4.3.5 Phytosanitary Certificates

All phytosanitary certificates issued, including re-export phytosanitary certificates, incur the appropriate document fee. This includes phytosanitary certificates that are signed by a DAFF AO (manual signature) and those issued electronically through EXDOC (for both AO and approved arrangement inspected consignments). The fees are:

• manually issued phytosanitary certificates - $100.00 per certificate
• electronically issued (EXDOC) phytosanitary certificates - $16.00 per certificate.

4.3.6 Multiple Phytosanitary Certificates

Where a consignment has been inspected and the exporter applies to have multiple phytosanitary certificates issued (that equates to the total quantity of product passed for export), each separate certificate will incur the nominated fee.

4.3.7 Certified copies of Phytosanitary Certificates

If the client wishes, certified copies of phytosanitary certificates can be obtained through a Justice of the Peace, Commissioner for Declarations, Commissioner for Affidavits or the suitable certifying official for the State involved. DAFF may still certify true copies. However, this practice will incur the appropriate FFS charge.

4.3.8 Other Government documents

Supply of other miscellaneous certificates or documents such as but not limited to:

• Radiation statements
• Certificate as to Condition
• Declaration and Certificate as to Condition
• GMO statements
• Statements on DAFF letterheads; will be charged at the nominated document fee.

Fees for other government documents are:

• manually issued documents - $100.00 per document
• electronically issued documents - $16.00 per document.

4.4 Quantity charge

The rate of charge is $0.11 per tonne or part thereof and is in addition to the inspection fee for service. The inspection office will charge for tonnage on manually issued Export Permits. Tonnage for electronically issued Export Permits will be charged by Canberra Office.

The charge is applicable to the exporter applying for an export permit and will be applied against the quantity recorded on the Export Permit.

The charge is applicable to prescribed grains, including bulk, containerised and bagged product.

The charge will be applied to all product passed for export whether it was inspected under an Approved Arrangement or by an AO.

4.5 Annual charge for Registered Establishments

Export registration is initiated by companies or individuals that occupy premises used for the preparation, handling or storage of prescribed plants and plant products for export. Facilities are registered with DAFF to ensure that the premises construction, equipment and processes are suitable for the preparation of prescribed plants and plant products for export.

The renewal date will be the anniversary date currently recorded in the Establishment Register database. Registration renewal dates will remain the same. Regional offices are responsible for charging fee for service for the process of renewing or registering establishments as well as keeping track of associated activities such as renewal dates and number of allocated hours spent on each activity.

Fee For Service will be charged by DAFF for all activities in relation to renewal of registration, including:

• assessing applications
• site inspection
• audits and
• renewal of registration.

An annual charge is payable by each registered establishment to cover the cost of program management to deliver inspection, audit and certification services. The annual charge for Registered Establishments will be invoiced on an annual basis in accord with the financial year by Canberra Office. Establishments are to pay the full registration fee no matter what time of year they register.

Attachment C – Includes a breakdown of Plant Export commodities indicating which program they relate to for charging purposes.

For registered establishments paying the annual charge for both Horticulture Exports and Grain and Seed Exports, the higher of the two charges will apply.

4.5.1 Grain Establishments

An annual charge of $4,300.00 applies to each establishment preparing commodities for bulk export in vessel holds or $2,500.00 for registration of other establishments. If an establishment prepares both bulk and non-bulk commodities the $4,300.00 will apply.

There are two categories of facilities i.e. bulk and other. A bulk facility is an establishment that loads large, unpackaged quantities of bulk commodity directly into a vessel hold for export.

These charges reflect business size to avoid an onerous charge on small businesses. The higher annual charge applies if a registered establishment handles both bulk and other commodities.

4.5.2 Horticulture Establishments

Note: The Australian Government has provided transitional assistance to reduce the 2012/13 annual charge for all Horticulture Export registered establishments to $1,800.00.

Importing countries impose a number of conditions on the Australian Government and exporters that need to be met to ensure Australian horticulture products are eligible for entry into their country and across their borders. To meet these strict conditions DAFF undertakes a range of administrative, management, monitoring and verification activities.

These activities are essential requirements to satisfy importing authorities that particular standards are met prior to the export of goods into their countries and to maintain the highly favourable export status of Australian plant products.

There are three rates for establishment registration annual charges.

Where an establishment falls into more than one of these charging categories the charge payable by that establishment is the highest of all applicable charges.

• Tier 1 – ($2,844.00) - basic markets (no additional declarations) – these markets impose minimal import conditions and draw the least effort from the program management and administration deliverable.
• Tier 2 – ($5,687.00) - markets requiring additional declarations – these markets require certification against particular phytosanitary conditions or pest and disease freedom of horticulture export product. An additional level of effort is required from the program management and administration deliverable to ensure that the export system meets the requirements of these markets.
• Tier 3 – ($8,530.00) - protocol markets – these markets impose strict import conditions on horticulture products and draw the most amount of effort from the program management and administration deliverable.

Section 5 – Administrative Arrangements

This section provides details on the application of the following fees.

5.1 Fee for service (Chargeable time)

5.1.1 Start time

Chargeable time starts when a DAFF AO commences work on a specific consignment including assessment of documentation to prepare for inspection – this is generally at the time of receiving a Notice of Intention to Export.

In the case of activities undertaken at a location, chargeable time starts when the DAFF AO presents themselves to the designated person at the establishment at the arranged time. There is no separate charge for travel to a premise for inspection related activities.

5.1.2 DAFF Authorised Officer arrives early

If a DAFF AO arrives early and is able to start work, then chargeable time starts from when the client agrees that the activity can start, even if this is before the booked time.

5.1.3 Client not ready

If a DAFF AO has been requested to attend at a specified time and arrives to find the consignment or client is not ready, the client is to be charged from the specified time or from when the DAFF AO arrived whichever is later. If a consignment or client is not ready, the client may request that the officer wait until they are ready, providing that the additional time would not adversely
affect service to other clients. This would be solely at DAFF’s discretion. If a client is not ready in time, then the client is to be charged for the period for which the DAFF AO has waited and will need to request a new inspection.

5.1.4 Interruptions to service delivery

The client must not be charged for any ‘time out’, i.e. taken by the DAFF AO for reasons not related to the inspection. Such reasons may include responding to phone calls and/or rest breaks. Other interruptions caused by the client that ultimately delay the inspection must be considered part of the chargeable time.

The time recorded for an interrupted service should be treated as a continuous period of time when rounding units to ensure that the client is not disadvantaged.

5.1.5 Finish time

Chargeable in-field time will stop when all the inspection or audit documentation required at the inspection site has been completed. The final chargeable activity will be the verification of submitted documentation prior to the issuance of export certification.

5.1.6 Cancelled inspections

As per the Plant Export Operations Service Charter, 24 hours notice is required outside of weekends and public holidays to allow time to reallocate inspection resources. If you are unable to provide 24 hours notice you will be subject to a fee for service associated with the work related to the cancellation. The costs will include all pre-inspection activities already conducted and fee for service for the officer’s time. Cancellations include scenarios where appointments are moved due to product unavailability.

Attachment A: Overtime Examples

Example A

Continuous

A client requests an inspection to be undertaken on a weekday beginning at 4.30 pm. The inspection lasts for 4 1/2 hours and is finished at 9.00 pm.

For 2 hours between 4.30 pm and 6.30 pm the inspection falls within standard hours of operation. For 2 1/2 hours between 6.30 pm and 9.00 pm the inspection moves into continuous overtime. FFS is charged for the total inspection time of 4 1/2 hours.

Normal FFS is charged as follows:
Fee For Service (4.30 pm to 9.00 pm) 4 1/2 hours @ ($36 per 1/4 hour) $648.00

Overtime is charged as follows:
Overtime – Time and a half - Continuous
(6.30 pm to 9.00 pm) 2 1/2 hours @ ($15 per 1/4 hour) $150.00

Total Charges (FFS + Overtime) $798.00

Example B

Non Continuous

A client requests an inspection to be undertaken on a Saturday beginning at 4.30 pm. The inspection lasts for 4 1/2 hours, and is finished at 9.00 pm.

The first 3 hours are charged at time and half at the non continuous overtime rate. FFS is charged for the total inspection time of 4 1/2 hours.

Normal FFS is charged as follows:
Fee For Service (4.30 pm to 9.00 pm) 4 1/2 hours @ ($36 per 1/4 hour) $648.00

Overtime is charged as follows:
Overtime – Time and half - Non continuous
(4.30 pm to 7.30 pm) minimum 3 hours @ ($180.00) $180.00

Overtime – Double Time - continuous
(7.30 pm. to 9.00 pm.) 1 1/2 hours @ ($20.00 per 1/4 hour) $120.00

Total Charges (FFS + Overtime) $948.00

Example C

Continuous

A client requests an inspection to be undertaken from 12.00 midnight to 10.00 am on a weekday.

The first 3 hours from 12.00 midnight to 3.00 am are charged at time and half at the continuous rate, along with FFS. For 3 1/2 hours between 3.00 am to 6.30 am the double time continuous rate is applied along with FFS. No overtime is applied between 6.30 am and 8.00 am as these are core business hours. Normal FFS charges are also applied throughout.

Normal FFS is charged as follows:
Fee For Service (12.00 midnight to 10.00 am) 10 hours @ ($36 per 1/4 hour) $1,440.00

Overtime is charged as follows:
Overtime – Time and a half - Continuous
(12.00 midnight to 3.00 am) 3 hours @ ($15.00 per 1/4 hour) $180.00

Overtime – Double Time - Continuous
(3.00 am to 6.30 am) 3 1/2 hours @ ($20.00 per 1/4 hour) $280.00

Total Charges (FFS + Overtime) $1,900.00

Example D

Non Continuous

A client requests an inspection to be undertaken on a Saturday from 3.00 pm to 5.00 am on Sunday.

The first 3 hours from 3.00 pm to 6.00 pm are charged at time and half at the non continuous overtime rate, along with FFS. The following 11 hours from 6.00 pm to 5.00 am are charged at the continuous double time overtime rate along with FFS.

Normal FFS is charged as follows:
Fee For Service (3.00 pm to 5.00 am) 14 hours @ ($36 per 1/4 hour) $2,016.00

Overtime is charged as follows:
Overtime – Time and half - Non continuous
(3.00 pm to 6.00 pm) minimum 3 hours @ ($180.00) $180.00

Overtime – Double Time - continuous
(6.00 pm to 5.00 am) 11 hours @ ($20.00 per 1/4 hour) $880.00

Total Charges (FFS + Overtime) $3,076.00

Attachment B: Exemption of manual certification charge

Country/Commodities for which an exemption is allowed re: charging electronic certification ($16) when importing country mandates manual certification:

Attachment C: Breakdown of Plant Export Annual Charges For Registered Establishment

Grain commodities

• prescribed grain (any seed or grain of any of the following kinds: barley, canola, chickpeas, dried field peas, faba beans, lentils, lupins, mung beans, oats, sorghum, soybeans, whole vetch and wheat)
• plant products (nuts, fodder, straw, timber products and other grains & seeds not listed above) for which a phytosanitary certificate or any other official certificate is required by an importing country authority.

Horticulture commodities

• fresh fruit & vegetables (includes herbs and mushrooms);
• nursery stock, tissue cultures, cut flowers, foliage and dried fruit.

Rates for establishment registration annual charge

Tier 1 – basic importing country requirements (no additional declarations) – importing country requirements can be determined from MICoR Plant cases that list an additional declaration is not required.

For example:

Tier 2 – importing country requirements requiring additional declarations - importing country requirements can be determined from MICoR Plant cases that list an additional declaration is required.

An Additional Declaration is a statement that is required by an importing country to be entered on a Phytosanitary Certificate which provides specific additional information on a consignment in relation to regulated pests.

For example:

Tier 3 - Protocol Markets

Information released under the FOI Act

The department received a request for access to information relating to changes to the annual charges for horticulture registered establishments flowing from the reform of Australia’s export certification services. In response, a document was created and released under section 23(1) of the Freedom of Information Act 1982 (FOI Act).

• 2012.13–47 information provided PDF [113 KB]