Documents At The Point Of Entry

Documents at the point of entry typically refer to the various forms of documentation that are required, checked, or processed when goods, individuals, or data enter a specific system, country, or organization.

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International travellers entering Uganda are required to present several key documents at the point of entry:

  • Passport: A valid passport with at least six months validity from the date of entry.
  • Visa: A valid visa, which can be obtained online (e-Visa) or at Ugandan embassies and consulates. Citizens of some countries are eligible for visa on arrival or visa-free entry.
  • Yellow Fever Vaccination Certificate: Proof of vaccination against yellow fever is mandatory for all travelers over one year of age.
  • COVID-19 Test Results: A negative COVID-19 PCR test result taken within 72 hours before departure may be required, depending on current health regulations.
  • Return or Onward Ticket: Proof of onward or return travel.

Foreign companies seeking to register and operate in Uganda must provide several documents at the point of entry into the business environment:

  • Certificate of Incorporation: Proof of the company’s legal formation in its home country.
  • Resolution to Register a Foreign Company: A board resolution authorising the registration of the foreign entity in Uganda.
  • Memorandum and Articles of Association: The company’s founding documents outlining its purpose and structure.
  • List of Directors and Secretary: Names, addresses, and nationalities of the company’s directors and company secretary.
  • Registered Office Address: A local address in Uganda where the company will be physically located.
  • Audited Financial Statements: Recent financial statements certified by an auditor.
  • Tax Identification Number (TIN): Obtained from the Uganda Revenue Authority (URA).
  • Trading Licence: Issued by the local municipal authority where the company operates.
  • Investment Licence: Required for certain sectors, issued by the Uganda Investment Authority (UIA).

  1. Bill of Lading/Airway Bill

The Bill of lading/Airway Bill (also referred to as B/L and AWB) is a document issued by the Carrier or its agent to the shipper of goods as a contract of carriage of goods. It is also a receipt for cargo accepted for transportation. It must be presented for taking delivery of the goods at the destination. The B/L serves as proof of ownership or title of the cargo.

  1. Insurance Certificate

Certificates of Insurance cover the importer/exporter for any possible damage to the goods while in transit. Your broker or freight forwarder can arrange insurance for your shipment.

  1. Proforma Invoice

 

Pro forma invoices basically contain much of the same information as the formal quotation. A pro forma invoice is a quote in an invoice format that may be required by the buyer to apply for an import license, contract for pre-shipment inspection, open a letter of credit, or arrange for a transfer of hard currency.

  1. Commercial invoices

A commercial invoice is a required document for the export and import clearance process. It is sometimes used for foreign exchange purposes. In the buyer’s country, it is the document that is used by their customs officials to assess import duties and taxes.

  1. Certificate of Origin

This certificate is required by all foreign customs authorities in deciding whether the imports should benefit from preferential treatment in accordance with special trading areas, Customs Unions, Common Markets such as the Common Market for Eastern and Southern Africa (COMESA) and EAC African Common Market (EAC).

  1. Permits for restricted goods

Permits for restricted goods are provided to the importers by the Minister of Trade, Industry and Cooperatives under Sections 3 and 4 of the External Trade Act, Cap. 88. The Minister may Time to Time Prohibit External Trade (Restriction to importation) order, 2022-1-2 which says the import of any class of goods without a license granted under this section.

  1. Purchase Order

What is a Purchase Order? A purchase order is a legal document form used by a buyer and sent to a supplier for an order. A purchase order specifies items, quantities, prices, and credit terms for a purchase from the vendor. A Purchase Order becomes a legally binding contract when a vendor accepts the purchase order.

  1. Packing list.

A packing list itemizes the contents of each package (box, pallets, etc). It includes weights, measurements and detailed lists of the goods in each package. The packing list should be included in carton or package, and can be attached to the outside of a package with a copy inside.

  1. Sales Contract

 

This is the document between a buyer and a seller that explains what’s being purchased and the terms of the sale. These contracts include critical information about both parties, how the goods or services will be delivered, and the terms of liability if either party reneges on the sale.

  1. Evidence of Payment.

Proof of payment is a document that provides evidence of a bank transfer. The most common documents used and accepted are receipts, invoices, and bank statements. Ideally, the information that needs to be included in the document is: Personal Details – Your name, the name of your bank, and your account number.

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