Back-up procedure | Notification Crew & Passengers

The Port Community System (PCS) is unavailable

If the back-up procedure below is in effect, this will be stated on the Portbase website.

What to do during the disruption?

  • Check with the Zeehavenpolitie and/or the Koninklijke Marechaussee whether your last notifications before the disruption have been received.

  • If the back-up procedure is in effect, you must submit your notifications directly by email to the border authorities:

    1. Enter all details using the Portbase Excel format.

    2. Send the Excel form by email to:

    3. You will receive an acknowledgement of receipt from the border authority by email.

During the emergency procedure, you fulfil your notification obligation by submitting the notification by email.

The emergency procedure ends as soon as:

  • the disruption has been resolved (this will be announced on the Portbase website), or

  • there is no longer permission to use the emergency procedure.

What to do after a disruption?

  • You do not need to submit your Bemanning en Passagiers notification via the PCS afterwards.

  • Do you have a follow-up message or amendment to a PAX message that you sent by email during the disruption? Then you must resubmit the full PAX message electronically, including the amendments or changes.

  • If you do not have a follow-up message or amendment, you do not need to resubmit the message electronically.

The border control systems are unavailable

Procedure in case of disruption or maintenance – Border Control

What to do during the disruption?

  • If a disruption or maintenance of the Border Control system is known, this will be announced via the Nationale Helpdesk Douane website.

  • You can find these announcements via:

  • The announcement will state whether you can still submit PAX-berichten via the PCS or whether the noodprocedure is in effect.

1. Continue submitting via PCS

  • During the disruption or maintenance, the messages are not processed immediately by Border Control, but they are buffered.

  • As soon as the disruption/maintenance has been resolved, Border Control will process the messages and you will receive the acknowledgements (response messages) with a delay via the PCS.

  • Can your notification not wait until the system chain is operational again? Then contact the relevant Border Control authority by email:

2. Emergency procedure

  • You may only use the emergency procedure when this is explicitly stated on the Nationale Helpdesk Douane website, or when you have received permission from the border authority.

Operation of the emergency procedure:

  1. Enter all details using the Portbase Excel format.

  2. Send the Excel form by email to:

  3. You will receive an acknowledgement of receipt by email from the border authority.

During the emergency procedure, you fulfil your notification obligation by submitting the notification by email.

The emergency procedure ends as soon as:

  • the disruption has been resolved (this will be announced via the Nationale Helpdesk Douane website), or

  • there is no longer permission to use the emergency procedure.

 

What to do after a disruption?

  • Messages that are still received by email after the emergency procedure has ended will receive a reply message with instructions to submit the data electronically after all.

  • Do you have a follow-up message or amendment to a PAX message that you sent by email during the disruption? Then you must resubmit the full PAX message electronically, including the amendments or changes.

  • If you do not have a follow-up message or amendment, you do not need to resubmit the message electronically.

 

Contact information

Koninklijke Marechaussee 
dutch-immigration@mindef.nl 

Zeehavenpolitie 
rotterdam@dutch-immigration.nl 

Nationale Helpdesk Douane 
088-1566655 
nhd.apeldoorn@belastingdienst.nl

Related to

Was this article helpful?

0 out of 0 found this helpful