How does the iCMS portal process a pre-arrival declaration for UK sea freight shipments?

Kenya’s Integrated Customs Management System (iCMS) allows importers and their clearing agents to submit customs declarations and supporting documents before a vessel from the UK arrives in Mombasa. This process is known as Pre-Arrival Clearance (PAC) or Pre-Arrival Processing (PAP) and is designed to reduce port delays, speed up cargo release, and allow customs risk assessments to be completed before the cargo lands. (Kenya Revenue Authority)

For a commercial shipment from the UK—whether one container or five 40ft High Cube containers carrying 300 CBM of cargo—the process generally follows the same workflow.

1. Import Documentation Is Prepared

Before arrival, the importer and clearing agent gather the key documents, including:

• Import Declaration Form (IDF)
• Commercial Invoice
• Packing List
• Bill of Lading
• Certificate of Origin (if applicable)
• Product permits and licences (where required)

These documents form the basis of the customs declaration lodged through iCMS. (Kenya Revenue Authority)

2. Shipping Line Submits the Manifest

Before the vessel arrives, the shipping line or its agent submits the sea cargo manifest electronically into iCMS.

KRA requires sea manifests to be transmitted electronically before vessel arrival, allowing customs and other agencies to access shipment information in advance. The manifest contains details such as:

• Container numbers
• Consignee details
• Cargo descriptions
• Package counts
• Gross weights
• Bill of Lading references

Once submitted, iCMS registers the manifest and makes the data available for customs processing. (Kenya Revenue Authority)

3. Clearing Agent Lodges the Customs Entry

After the manifest becomes available in iCMS, the importer’s licensed clearing agent lodges the customs declaration electronically.

The customs entry is linked directly to the registered manifest and includes:

• HS Codes
• Customs values
• Country of origin
• Duty calculations
• Supporting documents

This converts the shipment from a transport document into an active customs declaration. (Kenya Revenue Authority)

4. Taxes and Duties Are Assessed

iCMS calculates the applicable taxes based on:

• CIF Value (Cost + Insurance + Freight)
• HS Code classification
• Duty rates
• VAT
• Import Declaration Fee (IDF)
• Railway Development Levy (RDL)
• Excise Duty (where applicable)

An electronic assessment is generated, and the importer can proceed with payment. (Kenya Revenue Authority)

5. Duty Payment Is Made Before Arrival

One of the key advantages of pre-arrival processing is that taxes can be paid before the vessel berths.

KRA recommends that declarations and payments be completed at least 48 hours before vessel arrival to benefit from expedited processing. (Kenya Revenue Authority)

For a large shipment, this means customs liabilities can be settled before the cargo physically reaches Mombasa.

6. Automated Risk Assessment

Once the entry is lodged and payment is made, iCMS performs automated risk analysis.

The system evaluates factors such as:

• Product type
• Import history
• Customs value
• Origin of goods
• Regulatory requirements
• Compliance records

Based on this assessment, the shipment may be:

• Approved for expedited release
• Selected for scanning
• Selected for partial inspection
• Selected for full physical verification

High-risk cargo receives additional scrutiny, while compliant low-risk cargo can move more quickly. (Kenya Revenue Authority)

7. Partner Government Agencies Review the Cargo

Where necessary, other government agencies may review the declaration electronically.

Examples include:

• Standards regulators
• Health regulators
• Agricultural authorities
• Communications regulators

Their approvals can be processed before arrival, helping reduce delays after discharge. (kratv.kra.go.ke)

8. Vessel Arrives at Mombasa

When the vessel arrives:

• The cargo is discharged.
• Container status is updated.
• Customs confirms arrival information.
• Release conditions are checked.

Because most processing has already been completed, compliant cargo can move rapidly through the final release stage. (Kenya Revenue Authority)

9. Release or Inspection

After arrival, iCMS issues the appropriate release instructions.

The shipment may:

Be Released Immediately

If all checks are complete and no inspection is required.

Be Scanned

For additional verification.

Undergo Physical Inspection

If selected through risk profiling or regulatory requirements.

The inspection decision is often made before arrival through the risk assessment process. (kratv.kra.go.ke)

Example: 300 CBM UK Shipment

For a shipment consisting of:

• 300 CBM of cargo
• Five 40ft High Cube containers
• 300 product lines
• One importer in Kenya

the typical iCMS pre-arrival process would be:

1. IDF approved.
2. Shipping line files manifest.
3. Clearing agent lodges customs entry.
4. Supporting documents uploaded.
5. Taxes assessed.
6. Duties paid.
7. iCMS performs risk analysis.
8. Regulatory approvals obtained.
9. Vessel arrives.
10. Cargo released or inspected.

Much of the clearance work is completed before the containers reach Mombasa Port. (Kenya Revenue Authority)

Benefits of Pre-Arrival Processing

For importers bringing cargo from the UK, pre-arrival declarations can provide:

• Faster cargo release
• Reduced storage charges
• Reduced port congestion
• Earlier duty assessment
• Improved inventory planning
• Better cash flow management
• Lower demurrage exposure

KRA specifically promotes pre-arrival processing as a trade facilitation measure that enables legitimate cargo to be released more quickly upon arrival. (Kenya Revenue Authority)

How UK World Cargo Can Help

For UK-to-Kenya commercial shipments, UK World Cargo can assist with:

• Export documentation preparation
• Commercial invoices
• Consolidated packing lists
• Sea freight bookings
• Container shipping
• Cargo consolidation
• Coordination with clearing agents
• Pre-arrival documentation readiness

Proper preparation before departure helps ensure that the iCMS declaration process runs smoothly and that customs clearance can begin before the vessel reaches Kenya.

Final Thoughts

The iCMS portal processes pre-arrival declarations by receiving the vessel manifest, linking customs entries to that manifest, calculating duties and taxes, conducting automated risk assessments, and coordinating approvals from customs and other government agencies before the cargo arrives. For UK sea freight shipments, declarations and payments can be completed in advance, allowing compliant cargo to move through Mombasa much faster once the vessel berths. This process is especially valuable for large commercial consignments such as multi-container FCL shipments because it reduces delays, storage costs, and clearance bottlenecks. (Kenya Revenue Authority)