Sri Lanka Import procedures for relief commodities

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• Bilateral donations
• UN Related donations
• Entry and Departure of Aircraft:
• Documentary requirements for Clearance of Aircraft
• Aircraft documents required (arrival/departure)
• Procedures for non-scheduled flights
• Handling of Aircraft

Bilateral donations

For bilateral donations of relief commodities, the donating agency has to contact the Ministry of Foreign Affairs (MFA) in Sri Lanka. The following documents have to be sent related to the commodities:

Fax: + 94 11 535 7406
Tel: +94 11 232 8681 or 232 7048
Contact Person: Chief of Protocol

UN Related donations

For UN related donations, the same documents have to be forwarded to:

RC/RR UNDP

Mr Miguel Bermeo
e-mail: Miguel.Bermeo@undp.org

Fax: +94 11 2589691

UNDAC contact point at the airport in Colombo is Mr. Man Thapa, tel.: 0094 773148960

Entry and Departure of Aircraft:

Documentary requirements for Clearance of Aircraft

It is necessary that the under mentioned aircraft documents be submitted by airline operators for clearance on entry and departure of their aircraft to and from Sri Lanka. The Pilot-in-Command or his authorized agent must sign one copy of the General Declaration. All documents listed below must follow the ICAO Standard as set forth in the relevant Appendices to ICAO Annex 9 and acceptable when furnished in English and completed in legible handwriting.

Aircraft documents required (arrival/departure)

Notes:

• one copy of the General Declaration is endorsed and returned by customs, signifying clearance

Procedures for non-scheduled flights

• Prior approval must be obtained for the operation of non-scheduled flights into Sri Lanka
• Required approval will be granted by the Director General of the Civil Aviation, Sri Lanka (DGCA) upon submission of an application in writing as per the format prescribed herein.
• DGCA may, in approving such flights, assign a flight clearance number (FCN) which should be quoted for all clearance purposes.
• The applications for the operation of a non scheduled flight into Sri Lanka must include the following information shown hereunder in the same order:

1. Name of Operator

• Postal Address
• Fax Number
• E-mail (if any)
• AFTN address (if any)

2. Type of Aircraft
3. Registration number of aircraft
4. State of registry of aircraft
5. Aircraft call sign
6. Communication equipment on board
7. Name of pilot in command
8. Total number of persons on board
9. Expected date and time of arrival at VCBI
10. Expected date and time of departure from VCBI
11. Point of origin
12. Places of intended landing prior to arrival at VCBI
13. Inbound ATS route including entry point at Colombo FIR
14. Purpose of flight
15. Whether dangerous goods on board and if so, UN number, ICAO class and division
16. Name of consignor

• Postal address
• Fax number
• E-mail (if any)
• AFTN address (if any)

16. Name and address of consignee

• Postal address
• Fax number
• E-mail (if any)
• AFTN (if any)
• For general relief commodities, consignee may be described as “to whom it may concern”

17. services/facilities required
18. Name of local handling agent

• Postal address
• Fax number
• E-mail (if any)
• AFTN (if any)

19. Final destination
20. Place of immediate landing after departure from Sri Lanka
21. Outbound ATS route including exit point of Colombo FIR
22. Whether the operator has operated into VCBI or over Colombo FIR (within the preceding three years) and if so the last date of operation type of aircraft and registration number

(Note: items 15 and 16 are not applicable for non-scheduled (passenger), Relief, Search and Rescue, Private or Ambulance flights)

Flight clearance or re-clearance once granted remains valid for a period of two days from the day of intended operation.

Re-clearance shall quote the Flight Clearance / Re-clearance number and indicate the expected new date and time of operations and any other details required if there is any change in the previously indicated information.

Re-cleared flights will be issued with a re-clearance number which shall be quoted for any subsequent references.

Delayed operations that fall within the two days of planned operations or cancellations should be notified forthwith to DGCA and Colombo Area Control Center

The Pilot-in-Command of the aircraft shall, on demand by an authorized person, produce any of the following documents relating to the aircraft or the persons and / or the goods carried therein for inspection

• Certificate of registration
• Certificate of airworthiness
• Licenses of its operating crew
• Journey Log Book
• Telecommunication Log
• Any license to install and use a radio apparatus in the aircraft
• In case of a public transport aircraft, one of the load sheets relating to the aircraft
• In case of a public transport aircraft, one of the copies of the certificate of safety which was last issued in respect of the aircraft
• Passenger manifest showing names and places of embarkation and disembarkation
• Cargo Manifest

Handling of Aircraft

The handling of the aircraft should be entrusted to a recognized airline e.g. SriLankan Airline and the DGCA is advised of the arrangements made, before the landing.