This video shows how a Customs Agent can register, accept, and ammend authorisation, to enable completion of actions on behalf of trader they represent.
Note: This video recording is accurate at the time of recording, however please refer to the written guidance on NICTA for the most up to date information.
Transcript of this video:
00:01 – Welcome to this overview of the agent and intermediary functionality available on the Trader Support Service portal, which allows traders to authorise customs agents and intermediaries to represent them, to submit declarations and facilitate payments on their behalf. This video is for customs agents and intermediaries, and will show you how to convert an existing Trader Support Service account into a customs agent account; how to accept an authorisation request to represent a trader; and how to view the list of traders you represent. If you do not already have an account on the Trader Support Service portal, select “Register” in the banner and scroll down the page to either add yourself as a trader or carrier, or register as a customs agent. You will then need to complete the required information and if you select customs agent, then the account type will be set to customs agent and is not adjustable. The EORI number for the customs agent is also mandatory.
01:09 – If you are a customs agent that already has a trader account on the Trader Support Service portal, you will need to convert the existing account into a customs agent type. Only the primary contact for the trader will be able to convert the account to a customs agent profile and if you are not the primary contact, please refer to the Agents and Intermediaries’ Handbook for further details and guidance. Log into your existing Trader Support Service account and navigate to your company profile in the banner. Scroll down the page to the agent and intermediary section, and select the “Convert Account to Agent Account” button. A pop-up box will appear, asking you to accept the Trader Support Service terms and conditions of becoming a customs agent. For further information, please click on the blue Ts and Cs link here. If you agree to the terms and conditions, select “Continue”. If you do not agree, select “No”, but please note you will be unable to convert your account unless you agree to the terms and conditions.
02:20 – When you select “Continue”, your account will be converted into an agent account and you will see a green confirmation message appear in the top right-hand corner. Please note that the EORI number field in your company profile must have a GB prefix for this conversion to take effect. Otherwise, an error message will pop up, stating that you need to insert GB-prefixed EORI. You will need to log out of your account and back into your account for this change to take effect.
02:52 – Please note that as a customs agent, you will be required to complete multi-factor authentication each time you log into your account. When you next log into your customs agent account after either creating or converting it, you will be asked to enable multi-factor authentication. You will need to download an authenticator application onto your mobile device that supports time-based one-time passwords. Open the authenticator app and scan the QR code displayed on your computer screen, or type the code that’s presented underneath it. The app will generate a six-digit code that you will need to enter into the text field on the right-hand side of your computer screen, and then select “Pair Device and Log In” button. This will then pair your device to the Trader Support Service account. From now, each time you log into the Trader Support customs agent account, you will be prompted to open your authenticator app and enter the six-digit code it displays at that time. If there are other colleagues linked to your customs agent account, they will also need to complete the multi-factor authentication steps.
04:08 – As a customs agent, you will need to gain authorisation to represent a trader on the Trader Support Service portal. Traders can only authorise one customs agent to represent them; however, as a customs agent you can represent more than one trader. The trader must initiate the authorisation process, which initiates an authorisation request. For details on how they do this, please see the Agents and Intermediaries’ Handbook or the associated video. By sending you an authorisation request, the trader has agreed and accepted the Trader Support Service terms and conditions, acknowledged their responsibility for the accurate and timely submission of their declarations, and has authorised the Trader Support Service to grant you access to their account and certain information. You will not be able to represent them until you have accepted the authorisation request from the trader.
05:06 – As the primary contact for your company, you will receive an email notification and when logged into the Trader Support Service portal, you will also see a notification in the banner. Clicking on either “View Agent Request” link in the email, or the notification in the Trader Support Service portal, will redirect you to confirm whether you would like to represent this trader. By clicking on “Yes”, you will be authorised to represent the trader and complete declarations and payments on their behalf. If you do not want to represent the trader, select the “No” button. A pop-up message will then appear, asking if you would like to raise a case about this trader’s request. You can raise a case if you believe the trader is troubling you with unsolicited or unwarranted authorisation requests and if raised, the case will be investigated.
06:01 – Please note that the trader also needs to grant a standing authority to you in the HMRC systems for use of their methods of payments when you are representing that trader.
06:11 – To view the list of traders that you are authorised to represent, click on the company profile in the banner. Scrolling down the page to the agents and intermediaries section, you will see a list of the traders you are authorised to represent on the Trader Support Service portal under “My Traders”. From here, you can select each trader account and then click the “View Trader Company Information” button to view information about that trader. You will be able to view certain basic information about the trader’s company with read-only permissions, as well as some of the information about their methods of payment. Please note, however, you will not be able to view the trader’s subsidiary usage information or user information. As you are unable to view the trader’s subsidy information, it is that trader’s responsibility to inform you if their subsidy limit is at risk of being breached. You should hold a commercial agreement with the trader to address this as the Trader Support Service accepts no responsibility if that trader subsidy limit is breached.
07:21 – If you do need to remove your authorisation to represent a trader on the Trader Support Service portal, navigate to the list of “My Traders” on your company profile. Click on the name of the trader that you no longer wish to represent and select the “Remove Representation” button. You will see the following message: “If you select ‘Yes, Remove’, you will be removed as a representative of this trader. If you select ‘Cancel’, you will be returned to the previous page.” If you do remove your authorisation to represent the trader, the primary contact of that trader’s account will receive an email notification that you will no longer act on their behalf. You will also no longer be able to see any declaration cases that you raised on behalf of that trader, and these cases will be transferred to that trader’s account.
08:16 – That concludes this video demonstrating how to create a customs agent and intermediary account; how to view information relating to the traders you represent. For more information and videos, please visit the Northern Ireland Customs and Trade Academy website, or refer to the Agents and Intermediaries’ Handbook.