Date – 04th June 2025
Venue – IECD Office
Participants
IECD
- Mrs.T.T.Uplimalee Premathilaka – Controller General
- Mr.Mohan Wijerathna – Controller, Administration & Policy
- MS.Erangika Patuwathawithana – Controller – Operation
- Mr.Sahan Kuruppu – Controller – IT
- Mr.Shyam Senanayaka – Deputy Controller
- Ms.Prbani Gunawardena – Deputy Controller
- Ms.Minidula Balasooriya – Assistant Controller
- Ms.Erandi Hettiarachchi – Assistant Controller
- Mr.Dimuth Tharaka – Assistant Director – IT
- Ms.C.T.Ariyawansha – Management Service Officer
- Mr.H.B.W.Dhanendra – Management Service Officer
- Ms.Amila Herath – Management Service Officer
- Ms.Lakshika Ranaweera – Management Service Officer
- Mr.S.A.R.D.Samarathunag – Management Service Officer
IMP CCC
- Mr. Sankha Gammangila
- Mr. Ushan de Silva
- Yashodha Fernando
| Issues | Proposed Solutions | Discussion points at the meeting – 04.06.2025 |
|---|---|---|
| 1) Phones are not answered, and customers are not allowed inside the Import Control Department premises. Access to customers is restricted to the inquiry counter on the ground floor. Customers must explain their issues to multiple staff members, from the counter officer onwards, to reach a Chief Clerk, ADG, or senior officer. It would be helpful if officer contact details were available in the system for better coordination. | Allocate a dedicated officer to handle phone inquiries and customer support. Simplify the process and remove unnecessary barriers so that customers or their representatives can meet senior management when required. Alternatively, publish a telephone directory with direct and extension numbers for relevant units, officers, and Deputy Controllers on the official website for easy access. Additionally, enable query marking on debit applications so that customers can edit and resubmit instead of outright rejection. Install desktop computers at IECD for customers to check their debit application status and make necessary amendments, reducing delays. | IECD has published 5 mobile numbers per unit on its website and agreed to include unit details. The system supports two-way communication, allowing customers to submit comments or queries. Application status is viewable as a percentage progress on the portal. IECD encourages customers to use the system instead of calling or visiting. Debit applications submitted in the morning with fulfilling of all the standard requirements will be processed by evening; licenses may take up to 2 days, depending on query response times. |
| 2) Customer jobs are delayed if the relevant officer is unavailable. If an officer is in a meeting or off duty, other officers do not provide assistance, forcing customers to wait until the responsible officer is available. | Assign an immediate alternative officer on duty to ensure continuous processing and avoid unnecessary delays. | IECD acknowledged staff shortages and noted that the current workforce is already working overtime. They will do their level best to manage the situation when a relevant officer is unavailable. Customs operates 24/7, whereas IECD does not, creating a processing gap. |
| 3) Import Debit applications require both scanned and physical copies of relevant shipping documents. Despite submitting scanned copies of required documents (such as Original COA, Original NMRA CR & IL), the department still requires a separate file containing original hard copies for scrutiny before approving the Debit. | Eliminate the requirement for physical copies since scanned documents have already been uploaded to the system. Alternatively, introduce an online verification system with NMRA to immediately validate approvals. | Physical recommendation letters are required due to previous fraudulent uploads. IECD has created an interface for all recommendation authorities, but they are not yet utilizing it. IMP CCC is requested to urge authorities to adopt this interface. |
| 4) Duplicate submission of hard copies. Even after uploading all documents to the department’s system and the customs ASTCUDA system, staff still request another set of hard copies for processing. | Avoid duplicate submissions by ensuring that once documents are uploaded to the system, they do not need to be resubmitted in physical form. | Covered under point no 3 |
| 5) Debit processing time is excessive, often taking half a day, a full day, or even several days (especially for special licenses and normal debits). | Set a specific timeframe for processing Debit approvals that have no errors to streamline efficiency. | Covered under point no 1 |
| 6) After debit applications are submitted to IC we do not know whom to contact to check the status | Suggest that name of the assigned officer with contact number /email is shown on the portal (system) just like BOI has | Covered under point no 1 |
| 7) When issuance of licenses /Debiting and the payments are effected online, it is a question why wharf has to visit IC with hard copies? Final debit approval is received on line to office ? | Better to look at whether this could be avoided and to deal directly with the consignee office if any issues ,then if necessary the wharf or a representative can visit . | Covered under point no 3 |
| 8) Cashier cutoff time is too early. If possible, extend the cashier cutoff time beyond 3:00 PM to facilitate more transactions. | Consider extending the cashier cutoff time to improve convenience and accommodate more transactions. | Online payment portal is available and encouraged for use. |
| 9) IECD change and classify off the commodity of item description under different category Which is not relevant to the CUSTOM Classification. If so, this kind of a situation leads to make an issue with Customs at the time of clearance of Cargo. | IECD must change their classification method according to the Custom Commodity Classification in order to avoid difference in classifications between two Govt. Authorities. | IECD’s classification is based on end-use and unit allocation / recommendation obtained from DAPH. The classification does not impact users if correct unit and HS code are selected. Customers must clearly define end-user details. IECD is revisiting licensing requirements for all products. |
| IECD to consider AEO status obtained importers & provide fast tracking option | Currently, this is not linked to the IECD process. There have been incidents where companies utilizing the AEO facility submitted fraudulent documentation; therefore, this request cannot be facilitated at this time. |
Next Steps
- Import Section to request all recommendation authorities to align with the IECD interface.
- Create awareness among members to avoid in-person visits to IECD as all services are available via the online system.
- Organize an awareness session for CCC members in collaboration with IECD in July or Aug & proposal was accepted by the controller general