PRE-ARRIVAL INFORMATION
PRE-ARRIVAL INFORMATION
Hereby we provide below the pre-arrival information, containing requirements and regulations which are in force in Ukrainian ports. We kindly ask you to take into consideration that requirements of the Authorities as well as legislative acts are subject to regular changes and could be different in each particular port/terminal. Thus the information provided below is a guidance, and we kindly ask Shipowners always to liaise with their local agent for actual updated information.
- as per SOLAS XI-2/9.2.1 and ISPS code your vessel should provide standard info for vessels intending to enter port prior 48 hours of arrival
- on arrival at roads send arrival report mentioning bunker rob (ifo, mdo, lubr oil, fw),
arrival drafts, ballast o/b.
- please contact port control upon arrival
- please tender notice of arrival and NOR
- towage/mooring/pilots services should be engaged by port agent
- only appointed load port agent authorized to order towage/mooring/pilotage and other services related to the arrival, stay and departure
- pilots require vessels entering port to keep propeller and rudder effectively submerged and keep bows in water to improve handling
- vessel should have on board relevant certificates for loading its cargo in order to produce them to Harbour Master (for example Compliance for the Carriage of Grain cargoes)
- please make a copy of pilot's bill on arrival
- consult the agent before giving permission for unauthorized surveyors and/or ship-chandlers and/or ecological inspectors to board the vessel, be prepared to prevent unauthorized people from boarding the vessel, guarding your ship shall always be in accordance with the ISPS code
Standard documents required for inward clearance formalities:
- Crew list (indicate seamen's book number)
- Ship cash declaration
- Crew effects declaration (include private medicines, original signatures)
- Crew currency declaration (or to be included into crew effects declaration)
- Nil list
- Medicine list (+ expired if any)
- Narcotics list (+ expired if any). More detailed below
- Provision store list
- Bonded store list
- Ship stores declaration, including chemicals, pyrotechnic, spare parts, paint kg/ltr/drums, grease, lub oil in drums, etc. More detailed below
- Maritime declaration of health
- Vaccination list (rarely, but may be asked)
- List of ports of call
- Preliminary stowage plan (indicate capacity of each hold separately and total capacity and estimated sailing drafts fore and aft)
- Ballast water reporting form
- Ship's particulars
- Nor
- Grain stability calculation for expected cargo with graphic diagram of bending moment
Copies of following certificates with endorsements:
- International Tonnage cert.
- International Load Line cert.
- Registry cert.
- Class cert.
- Certificate of officer responsible for medical care or first aid (in case vessel will be fumigated)
- International Sewage Pollution Prevention cert.
- Sanitation Exemption cert.
- Medical chest cert
Local security officer will request following copies upon his visit (or through agent) as per ISPS requirements:
- International Ship Security cert.
- Continuous Synopsis Record (only latest page)
- Security officer cert (copy of diploma)
- Security Plan only cover page.
All copies to be approved by ship stamp. Some of above documents will be requested before arrival so vessel must have means to send them to the agent. Captain must declare and guarantee that on arrival at port (arrival anchorage and upon berthing) actual figures of ship's cash, bonded store, narcotics - in strict conformity with declaration provided beforehand.
CUSTOMS REQUIREMENTS
Please note that officers from contraband department (black customs) may inspect vessel on arrival/departure. To avoid any penalties and protocols crew has to declare everything (money, personal effects, medicines). Crew should be informed that there are no problems to spend money ashore, even w/o any official receipts. So there is no sense to hide crew's cash. During port stay bounded stores room will be sealed by custom (or rarely by agent). Some goods may be in masters custody for crew consumption basis on daily rate per person: 1 ltr of alcohol and 40 cigarettes. Also each person can keep 200 pcs cigarettes (1 carton), 1l of strong alcohol, 2l of wine. If anybody has more please ask all extra to collect into bonded store room. All porno, arms (even signal pistol), knives, handcuffs, electroshocks, armor vests, etc (if any) must be collected, declared and put to the bonded store or master safe (may be sealed).
Please check all common spaces on main deck - crew dressing rooms, laundries, tally rooms etc., and declare all chemicals (for fumigation, tanks/holds cleaning/washing materials) such as methanol, ethylic, ether, cleaning materials, acids, washing powder, soap, new overalls and other content (which usually kept in bosun or chief cook storeroom), nonferrous metals (copper, brass, etc) in engine room kept for repairs.
All paint (all types, all drums and little cans, even old paint) and thinner, antifreeze should be exactly counted and precisely declared for customs (may be checked by customs officers very thoroughly personally).
There is no need to declare used cloth, rags, old computers or other appliances. But new equipment that can be theoretically sold should be declared.
All bunkers should be measured up to liters or kilos (even not in use, if contained not only in tanks but in engine and hydraulic system, in drums and cans, oil tanks on deck, any other stores, full, half-empty or with small qty, the waste oils as well, and declared exactly for customs. Not declared items to be deemed as smuggling, because customs will sound quantities definitely.
All pyrotechnics to be declared valid and expired (including rockets in life boats). .
Custom and Immigration together strictly check narcotics and even medicines containing narcotics. All medicines containing even insignificant quantity of narcotic substances should be listed, even expired ones, including personal medicine. Although one missed tablet can not cause serious troubles, do not be provoked or threatened, we recommend all should be declared accurately. Please pay utmost attention to include in narcotic list all medicine of group A, even expired ones. Following medicines, or medicines containing any percentage of similar substances, are considered as narcotic containing and must be declared:
- Morphine
- Codeine
- Barbiturates (Phenobarbital)
- Ephedrine
- Diazepam, Nitrazepam (all kinds)
- Methergine
- Largactil, Chlorpromazine
- Aminophylline
- Pheniramine
- Amitriptyline
- Atropine
- Albulid
- Diphenhydramine, Benadryl
- etc
In case something from above items will be found then penalty will be imposed. Undeclared cash will be arrested together with all cash of the particular seaman. Please apply your patience to declare all ship's stores with maximum accuracy. All undeclared stores will be withdrawn from the vessel as smuggled goods.
ECOLOGICAL & SANITARY RULES
On entering 12 mile zone all outlet valves (namely bilge, domestic, gray water, etc.) must be closed and sealed with compulsory entry in ship's log-book as they are always inspected. Vessel has to be equipped with the sewage holding tank of enough capacity for period of stay or with annually tested, certified sewage treatment plant. In case vessel is equipped with the sewage treatment plant all the outgoing treated sewage water to be collected into the holding tank without discharging overboard at the port harbor and samples may be taken by sanitary. Holding tank and its capacity must be indicated in ISPP certificate.
Sewage water accumulated in holding tank can be discharged into port's barge. Same goes to garbage disposal. These services are free of charge in any port, insist on them.
Grey sewage waters (from galley/showers/etc) can not be discharged directly at sea. The valve or pipe for grey water must be closed at anchorage or at port otherwise ecological authorities will impose fine. They must be collected in the tank.
Please be advised as per state inspection of protection of the black sea regulations, the ship's ballast water can be discharged in territorial waters of Ukraine only if it was taken (changed) in the Black Sea.
Discharging of any dirty substances (such as holds cleaning waters, garbage, residues of previous cargo, oily waters etc.) inside 200 mile economic zone of Ukraine is strictly prohibited.
If there is some scale or remains of the previous cargo after cleaning/washing the holds, it should be disposed to shore facilities at discharge port.
Pls make sure that the vessel's deck is clean from any oils/bunker residues and garbage is well separated per categories. Anti-rat guards on mooring ropes should be fixed upon berthing.