ICS-2 system in road and rail transport – what carriers need to watch out for
On April 1st, the final phase of implementing the ICS-2 system for the road and rail transport sector began. This means that carriers now have little time left to fully comply with the new EU customs import control requirements.
The new Import Control System 2 (ICS-2) replaces the previous Entry Summary Declarations (ENS), introducing comprehensive requirements related to the safety and control of goods imported into the European Union. The system is already fully implemented for air transport, and the maritime sector has completed its implementation phase. ICS-2 for rail and road transport is scheduled to be rolled out in January and June 2026, respectively, but companies should already register in the system now.
“The biggest risks for carriers related to ICS-2 are primarily incorrect HS codes and invalid EORI numbers. Both of these issues can result in the automatic rejection of a declaration by the system or the shipment being flagged for inspection, leading to delays and additional costs,” emphasizes Joanna Porath, owner of the customs agency AC Porath.
Road and rail carriers need to pay particular attention to several key aspects:
- Registration in the system – all freight forwarders issuing transport documents should register and define their role in the system (carrier, freight forwarder, logistics operator)
- Submission timelines – in road transport, ENS declarations must be submitted one hour before crossing the EU border; in rail transport – two hours before arrival
- Responsibility for declarations – failure to prepare for the new system may result in goods being held at the border, and incorrect declarations will be automatically rejected
- Required data in the system – an EORI number and 6-digit HS codes must be provided, which requires close cooperation between carriers and shippers
“It’s worth reviewing your procedures now and preparing for all stages of data entry into ICS-2 between parties involved in the transaction. Companies must decide whether to use the EU’s system, their own IT system, or rely on a representative’s services. Early preparation will significantly reduce the risk of delays and unexpected costs,” adds Joanna Porath.
The ICS-2 system is a three-phase process that includes submitting the ENS, notification of arrival, and presentation of goods for inspection. Depending on the type of transport, the submission timeline differs – from 24 hours before loading in the case of maritime container transport, to 1 hour for road transport.
“It’s important to note that the goal of the system is not only to streamline customs procedures but also, and more importantly, to ensure the safety of goods entering the European Union through more thorough control and risk assessment. One must understand not only the theory behind ICS-2 but also the practical aspects of filing declarations. Carriers are ultimately responsible for any errors, and they will bear the consequences of non-compliance,” explains Joanna Tymińska from the AC Porath Customs Academy.
