Kenya - Obtain Sugar Export License

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Procedure

Apply Online Step 1: Register on AFA IMIS portal (for new applicants)

1. Appliant should browser the Agriculture and Food Authority (AFA) website.
2. On the Home page, hover the mouse cursor over the “DIRECTORATE “ option, on the drop box select “Sugar”.
3. This will navigate the user to the AFA Sugar Directorate page.
4. Once on the page, hover the mouse cursor over the “PORTAL” option , on the drop box select “Dealers”, on the next page click on the “IMIS” hyperlink, this will navigate the user to the AFA IMIS portal to be able to register with the AFA IMIS portal.
5. Hover the mouse cursor over the “REGISTER NOW” and click on the tab, This will facilitate the online registration of stake holder system users and organization details, page to open.
6. Populate all the available fields accurately before clicking on the “Submit Application” tab. Upon successful submission the applicant will received a Registration submission notification on their device.
7. Upon receipt of the registration request, the Agriculture and Food Authority Registration office will start the vetting process to ensure that the applicant is a legitimate company. After approval , the IMIS system will forward an email with the credentials will be sent to the users registered email address to facilitate access to the portal.

Step 2: Obtain annual registration certificate

1. Once logged in the portal the user will be required to apply for an annual registration certificate with the AFA Sugar Directorate , locate the registration form, Populate all the available fields accurately, upload all the supporting documentation as listed on the site before clicking on the “Submit” tab.
2. upon successful submission, applicant will receive a AFA Sugar Directorate submission notification on their device and will be sent a invoice for the registration certificate.
3. Applicant will be required to pay for the annual registration fee of Ksh 100,000.00, using different payment platform. Please refer to the “Fees” section of this page for more information. Upon making payment the applicant will receive a payment confirmation notification.
4. After a successful document evaluation phase, which is within 05 working days the applicant will be sent a certificate of registration to their AFA IMIS account to print.

Step 3: Obtain a Sugar Export Licesne

1. Login the AFA IMIS portal, and locate sugar export license application form, under the AFA Sugar Directorate, Populate all the available fields accurately, upload all the supporting documentation as listed on the site before clicking on the “Submit” tab for processing, which is usually within 05 working days.
2. After a successful document evaluation phase, applicant will receive a AFA IMIS payment notification for the export license fee of Ksh. 15,000.00 via their AFA IMIS account. Payment method is via mobile money platform i.e Mpesa. Alternative; the export license fee can also be paid by cheque in favour of the AFA Horticultural Crops Directorate. For more information please refer to the “Fees” section of this page.
3. Upon making payment, the sugar export license will be sent to the applicant AFA IMIS account to print.

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Required Documents

Requirement for Annual Registration Certificate:

• Individual PIN certficate (copy) of the Directors.
• Copies of the Directors identity document {Identity card(for citizens) or Passport (copy) for foreigners)}
• Valid copies of the Directors Valid work permit (if foreigners).
• AFA Sugar Directorate registration information.(The applicant will be required to fill their details on the provided template).
• Information (Applicants are required to list the Company's Directors as per the details captured on CR 12.)
• proof of payment of the annual registration fee.

Requirement for Sugar Export license:

• List of shareholders (Form CR-12) (copy), Certified copy for limited companies.
• Certificate of incorporation (copy) For local companies.
• Certificate of compliance (copy) For a branch of a foreign company.
• Company PIN certificate (copy)
• Valid tax compliance certificate (copy). This is obtained online via the Kenya Revenue Authority (KRA) website.
• Valid business permit (copy)
• Valid police cleareance certificate (certificate of good conduct)
• Copies of the Directors identity document {Identity card(for citizens) or Passport (copy) for foreigners)}
• Valid copies of the Directors Valid work permit (if foreigners).
• Information. (Details of the intended produce for export, packhouse details, as well as details of transportation of the consignment).
• Copy of the Association membership certificate
• proof of payment of the export license fee

Additionally requirement for a export license, for exporters buying produce from a farmer

• A copy of the Contract. (If the exporter is purchasing produce from a grower, then a contract must be witnessed by a HCD officer. It can be authenticated during the farm inspection or the packhouse inspection or upon request).
• A copy of the Lease agreement. (For contracted packhouses).

Office Locations & Contacts

Kenya Sugar Board Office - Head Office
(Sugar Directorate)
Address: Sukari Plaza, New Loresho Estate, Off Waiyaki Way,
P.O. Box 51500 – 00200, Nairobi
Email: [email protected]
Phone: +254 (0)722 203 127/8, +254 (0)733 333378/9
Sugar Directorate Contacts

Agriculture and Food Authority (AFA) - Head Office
Address: Tea House; Naivasha Road, off Ngong Road
P.O Box 37962 - 00100, Nairobi
Cell Phone: +254-722200556/734600944
Wireless: +254 - 020 - 2536869/2536886
E-Mail: [email protected]
Agriculture and Food Authority (AFA) website

Eligibility

• A person that wishes to export sugar form Kenya is eligible to apply.

Fees

The following fees are applicable:

• A Annual Registration fee of Ksh. 100,000.00
• Export permit fee of Ksh.15,000.00
• Export permit renewal fee Ksh.10,000.00

Annual Registration Payment methods: (Mobile Money platform or Direct Deposit or Bank Deposit).

• Payments can be made via MPESA paybill number 4068895, the account number will be the company name of the applicant.
• Direct deposits can also be made via National Bank of Kenya MPESA paybill number 625625, the account number will be 01001031599900.
• For bank payments, cash deposits can be made to AFA Sugar Directorate, account number 01001031599900 National Bank of Kenya, Hill Branch.

Export Permit Payment Method: (Mobile Money platform or Direct Deposit or Bank Deposit). For payments via mobile money platform MPESA;

• Login to the AFA IMIS System
• Go to “License Payment & Appeal” menu.
• Open “License Payment” window.
• Click Pay Now.
• You will receive an MPESA prompt via the phone number provided during registration.
• Paybill number: 7159591, a/c no: "Exporter's Name".

For payments via Cheque

• Cheques should be made to AFA Horticultural Crops Directorate. ABSA Bank of Kenya, Queensway Branch, Account No: 0945019115.

Please Note: For payments made via the bank, through direct deposit/RTGS/Cheques, applicants will be required to upload the reference document on the System.

Validity

• The sugar exporter registration certificate is valid for one (01) financial year; beginning 1st July to 30th June, unless revoked, suspended or cancelled by the Authority.
• The certificate should be renewed atleast 30 days, before the expiration of the current certificate.
• The Sugar export licence is issued only for the specific consignment being exported.

Documents to Use

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Sample Documents

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Processing Time

• The time frame accumalatively for processing the application is usually within 07 days.

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Instructions

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Required Information

• Particulars of the applicant
• contact details
• Names of Directors, addresses and signatures
• Warehouse Capacity in Metric Tonnes (Physical Address/ L.R. No).
• Previous Experience
  • Quantity of sugar imported in the last 12 months (tonnes)
  • Type of sugar (specify)
  • Country of destination
  • Value (KShs/metric tonnes)
  • Dates of exportation
  • Last registration number by the Board or its predecessor
• Country of destination in respect of the application
• Certification of registration details
• Delaration by the applicant

Need for the Document

• An export license is a license issued to allow the holder to take or cause to be taken out of Kenya sugar and its by-products.
• The licence is issued only for the specific consignment being exported.

Information which might help

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Other uses of the Document/Certificate

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External Links

Sugar Import/export Guideline
AFA Horticultural Crops Directorate (HCD) export licence
Import/Export Regulation-2020
AFA IMIS Portal Registration

Others

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