What are the best practices for filing electronic export information (EEI)?

1 Choose the right filing method

There are two main ways to file EEI: through the AESDirect portal or through an AES-certified software. The AESDirect portal is a free online service provided by the Census Bureau, where you can enter your EEI data manually or upload a file. The AES-certified software is a third-party application that integrates with your existing systems and automates the filing process. The choice of filing method depends on your volume, frequency, and complexity of exports, as well as your budget and preference. Both methods require you to have an Employer Identification Number (EIN) and an AES account.

2 Follow the filing deadlines

The general rule is that you must file EEI before your goods leave the United States, but the specific deadlines vary depending on the mode of transportation and the destination country. For example, if you are exporting by air, you must file EEI at least two hours before the scheduled departure time of the aircraft. If you are exporting by sea, you must file EEI at least 24 hours before the cargo is loaded on the vessel. If you are exporting by truck, you must file EEI at least one hour before the arrival of the truck at the border. You can find the complete list of filing deadlines on the Census Bureau website.

4 Check the filing status and confirmation

After filing EEI, you must check the filing status and confirmation on the AESDirect portal or the AES-certified software. The filing status will indicate whether your EEI was accepted, rejected, or conditional. If your EEI was accepted, you will receive a confirmation number, also known as an Internal Transaction Number (ITN), which is your proof of filing. You must include the ITN on your export documents and provide it to your carrier or forwarder. If your EEI was rejected, you will receive an error code and a message explaining the reason for rejection. You must fix the error and refile your EEI before exporting your goods. If your EEI was conditional, you will receive a warning code and a message indicating a potential issue with your EEI. You should review your EEI and make any necessary adjustments before exporting your goods.

5 Stay compliant with export regulations

Filing EEI is not only a statistical requirement, but also a compliance requirement. You must comply with the export regulations of the U.S. government agencies that have jurisdiction over your goods, such as the Bureau of Industry and Security (BIS), the Office of Foreign Assets Control (OFAC), or the Directorate of Defense Trade Controls (DDTC). You must also comply with the import regulations of the destination country and the transit countries. You must obtain any licenses, permits, or certificates that are required for your goods, and report them on your EEI. You must also screen your goods, customers, and transactions against the restricted parties lists and the embargoed countries lists, and avoid any violations or sanctions.

6 Keep records of your filings

The last best practice for filing EEI is to keep records of your filings for at least five years from the date of export. You must retain copies of your EEI data, your ITN, your error or warning messages, and your corrections or cancellations. You must also retain copies of your other export documents, such as your invoices, bills of lading, air waybills, packing lists, and licenses. You must be able to provide these records upon request from the Census Bureau or other government agencies in case of an audit or an investigation.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?