SENT and customs clearance for feed imports from Ukraine — a practical guide

Why Ukraine, why now?

Ukraine remains one of the primary suppliers of sunflower meal, feed maize, and wheat bran to Central Europe. Despite the ongoing conflict, delivery volumes via rail (broad gauge → transshipment at Hrubieszów, Dorohusk, or Medyka) and road continue to run at several tens of thousands of tonnes per month. For a Polish importer, this represents a genuine opportunity to purchase raw material at 15–25 USD/t below Baltic port prices — but only if the administrative formalities do not erode that margin.

Customs clearance — the basics

Since June 2022, Ukrainian agricultural products have entered the EU under autonomous trade liberalisation measures (extended by successive regulations). In practice, this means:

• Zero duty on the majority of feed products (sunflower meal CN 2306 30, maize CN 1005 90, bran CN 2302) — as of 2024
• The obligation to file a customs declaration SAD/MRN at a border customs office or an inland office (simplified procedure available to AEO-authorised companies)
• A phytosanitary certificate issued by the Ukrainian authority (DPSS) — the original must accompany the goods or arrive at least several hours ahead of them
• An EUR.1 movement certificate or REX (registered exporter declaration) — a prerequisite for claiming tariff preferences

Clearance time at Dorohusk or Hrubieszów with complete documentation: 4–12 hours. In the event of missing documents or detention by the Veterinary Inspectorate — up to 3–5 days.

The SENT system — what, when, and how

The Electronic Transport Supervision System (SENT) covers, among other things, bulk feed carried by heavy goods vehicles over 3.5 t and by rail wagons where the consignment weight exceeds 500 kg and the value exceeds 15,000 PLN.

Step-by-step guide for road imports:

1. The sending entity (Ukrainian exporter or freight forwarder) registers the notification in the PUESC system (Electronic Services Portal of the Customs and Fiscal Service) before entering Polish territory — and receives a SENT reference number.
2. The driver enters the SENT number into the GPS tracking device fitted to the vehicle (mandatory since 2017) or uses the SENT GEO application.
3. The consignee (Polish importer) is obliged to confirm receipt of the goods in the SENT system within 1 business day of unloading. Failure to confirm carries a risk of a fine of up to 20,000 PLN.
4. In the event of a change of route or delivery point — the notification must be updated before the change takes effect.

SENT for rail transport:

For rail freight wagons the procedure is simplified — the notification may be filed by the rail carrier (PKP Cargo or CTL Logistics Group) acting as the sending entity. The consignee is nonetheless required to confirm receipt.

Phytosanitary and veterinary inspection

This is a frequently overlooked yet costly element. When importing plant-based feed (meal, bran, grain) from Ukraine:

• The Border Phytosanitary Inspectorate (GIF) carries out documentary checks and — either on a random basis or where there is reasonable suspicion — physical inspections with sampling
• Laboratory results: 2–5 business days (testing for quarantine organisms, mycotoxins, and pesticides)
• Inspection costs borne by the importer: 150–400 EUR per consignment, depending on volume and scope of testing
• For feed of animal origin (meat-and-bone meal) — additionally the Border Veterinary Officer (GLW) is involved, and a health certificate compliant with Regulation (EU) 2020/692 is required

Most common errors and how to avoid them

• Missing or out-of-date phytosanitary certificate (the document is valid for 14 days from the date of issue)
• Discrepancy between the weight stated on the CMR or rail consignment note and the SENT notification — results in vehicle detention
• Failure by the importer to confirm receipt in SENT
• Failure to register as an entity in PUESC before the first delivery (registration takes 1–3 business days)

Summary of additional costs (indicative figures, road transport, 25 t)

| Item | Estimated cost | |---|---| | Customs agency (clearance) | 300–600 PLN | | Phytosanitary inspection | 150–400 EUR | | SENT handling (freight forwarder) | 100–200 PLN | | Laboratory testing (if required) | 200–800 PLN |

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If you are planning to import animal feed from Ukraine and wish to discuss specific terms or the allocation of formalities between the parties to the transaction — the ARIA 3A team in Szczecin is at your disposal. We operate both as a supplier and as a logistics partner for complex supply corridors.