Compulsory SENT registration for foreign companies - key information
Last year in October, we wrote about the Polish government's plans to make it mandatory for foreign transport companies to register in the SENT system. Two deadlines were set at the time. In November, registration was opened to companies from outside the European Union. At the beginning of the year, the same obligation was extended to EU-registered companies. In response to numerous enquiries, we have compiled a collection of the most interesting issues and explained them.
Contact regarding registration with BDO and SENT
e.nadolna@ekologistyka24.pl , +48 881 045 376
j.blazewicz@ekologistyka24.pl , +48 500 867 153
We were surprised by the number of enquiries we received and the number of phone calls we received in relation to the publication of our first an article describing the changes to the SENT system. We see a clear interest in the topic from both the Baltic countries and the south of the continent.
SENT for foreign companies - Frequently asked questions
Below are the questions that came up most frequently and aroused a lot of emotion, together with our answers. We have put them in order for better understanding.
Registration in the SENT system
The changes came about on the basis of the Act of 25 September 2024. It was there that it was decided that from 1 November 2024, all foreign haulage companies registered outside the European Union must be registered in the SENT system if they want to make deliveries to Poland. The changes are intended to tighten up the system for monitoring the transport of sensitive goods. The document also mentions a second deadline, 1 January 2025, when the obligation to register in the aforementioned system will also cover companies from the European Union.
A haulier does not need to register a company in the SENT system. All they need to do is appoint an employee who will create a personal account there and from there they can successfully prepare the necessary declarations.
Failure to register, and therefore to make the required SENT declaration, will deplete your pocket by PLN 20,000 (almost EUR 5,000). And if you had a declaration, but it was incomplete, you will be fined half of this amount.
Obligations of the carrier
You must meet two conditions:
1. Find a company, which will help you register in the SENT system.
2. Familiarise yourself with the requirements for declaring movements of sensitive goods.
This can happen, especially if the carrier is not properly prepared for data entry or encounters technical problems. It is therefore important that the notification is made in advance and that all the required documents are prepared before the transport starts.
Yes, it is required to equip the vehicle with a geolocation device that allows real-time monitoring of the transport. You must ensure that it is compatible with the SENT system, so that you can retrieve up-to-date data on the vehicle's location. If you have a faulty GPS device, you risk a fine of PLN 10,000 (~ EUR 2,500).
Notification is still mandatory. In the event that the system does not respond and it is not possible to do so on the website, an alternative solution has been introduced. In this exceptional case, it will also not be possible to monitor the vehicle in real time. The driver must carry a special, duly completed form. However, he cannot draw up such a letter himself. He must use the template provided by the legislator.
SENT notification
In the SENT system, goods considered sensitive, such as fuels, denatured alcohol, tobacco, waste and other goods subject to special surveillance were previously subject to declaration. After the change of regulations, the declaration covers any type of transport carried out by a company from outside Poland. For companies registered in the EU, transport through or with Poland which ends outside the EU must be declared. For non-EU companies, on the other hand, transport involving Poland, whose destination is within the EU, is to be declared. It does not matter whether the transport is in transit, cabotage, import or export.
When declaring a carriage, you must provide, among other things, details of the carrier, information about the vehicle (e.g. registration number), details of the goods to be transported (type, quantity), places of loading and unloading and the route of the carriage.
Although the system allows applications to be made in English, some difficulties can still be encountered due to unfamiliarity with local regulations. This is why it is important to establishment of cooperation with a professional consultancy firm.
Report back to us. We helped already to many companies. We have over 10 years' experience so we know what to do and how to do it to solve your problem.
SENT for foreign companies - participation of EU and third country hauliers
For obvious reasons, most of the customers we have helped register on the SENT platform so far have come from Poland. The share of carriers from EU and non-EU countries has until recently been small. However, in the last several months or so, we have noticed an increased interest in notifications from carriers from the Baltic countries. Germany, customers from the Benelux countries or France are equally interested in the SENT platform. The number of enquiries from third countries such as Ukraine is also increasing. This is best illustrated by the diagram below.
How to avoid waste transport problems?
In October last year, when we published information about the changes effective from novemberWe were approached by several hauliers concerned about these changes. They were unfamiliar with the regulations and were being pressured to take on loads that were waste. They had already had unpleasant experiences with the Polish services, but each time they managed to get out of it. The most common problem they reported to us was freight forwarders giving laconic answers to questions about the type of cargo they were taking on. It was only at the point of loading that it turned out that the transport required documents that they did not have. However, it was not a question of CMR documents, but Annex VII or the waste transport permit.
Resigned, they were looking for a way out of the situation to avoid being manoeuvred into problematic situations a second time. After consulting us, rich in new knowledge, they were visibly calmer. All of them have now been registered by us with both BDO and SENT, so with the arrival of the new year they can start transporting to Poland without hindrance.
Have you found yourself in a similar situation or want to prevent it? Contact with us. We will help you comprehensively.
