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Commission Regulation (EU) No 825/2010 (repealed)Show full title

Commission Regulation (EU) No 825/2010 of 20 September 2010 laying down form and content of the accounting information to be submitted to the Commission for the purpose of the clearance of the accounts of the EAGF and EAFRD as well as for monitoring and forecasting purposes (repealed)

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ANNEX I

X-TABLE

FINANCIAL YEAR 2011

20102011A ↓F100F101F103F105F105BF105CF106F106AF107F108F109F110F200F201F202AF202BF202CF205F207 F211 F212 F213 F214 F217 F218F220F221F222BF222CF300F300BF301
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20102011A ↓F304F305F306F307F402F500F502F503F508AF508BF509AF510F511 F515 F517 F518 F519 F519B F519C F520 F521 F522 F523F531F532F533F600F601F602 F602BF603F700
05020101050201011000XXXXXXX
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05020101050201011000XXXXXXXXXXXXX
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20102011A ↓F100F101F103F105F105BF105CF106F106AF107F108F109F110F200F201F202AF202BF202CF205F207 F211 F212 F213 F214 F217 F218F220F221F222BF222CF300F300BF301
05020503050205031112XXXXXXXXXXXXXXX
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05020807 050208991512XXXXXXXXXXXXXXXXXX
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05020899 05020899 1507 X X X X X X X X X X X
05020806 050208991511XXXXXXX
05020807 050208991512XXXXXXX
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20102011A ↓F702F703F703AF703BF703C F704 F704A F704B F704C F706 F706A F706B F706CF707F707AF707BF707CF800F800BF801F802F802BF804F805F808F809F812F814F816F816B
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20102011A ↓F304F305F306F307F402F500F502F503F508AF508BF509AF510F511 F515 F517 F518 F519 F519B F519C F520 F521 F522 F523F531F532F533F600F601F602 F602BF603F700
05020810 050208993140XXXXX
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05021103 0000 A A A A A
05021104050211040000XXXXXXX
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05021104050211043220XXXXXXX
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20102011A ↓F702F703F703AF703BF703C F704 F704A F704B F704C F706 F706A F706B F706CF707F707AF707BF707CF800F800BF801F802F802BF804F805F808F809F812F814F816F816B
05020810 050208993140
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20102011A ↓F100F101F103F105F105BF105CF106F106AF107F108F109F110F200F201F202AF202BF202CF205F207 F211 F212 F213 F214 F217 F218F220F221F222BF222CF300F300BF301
05021105050211051751XXXXXXXXXXXXXXXXXX
05021199050211990000XXXXXXXXXXXXX
05021199050211991710XXXXXXXXXXXXXXX
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05021201050212012002XXXXXXXXXXXXXXX
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05021202050212022011
05021202050212022012
05021202050212022013
05021202050212022014
05021203050212032020XXXXXXXXXXXXXXX
05021203050212032024XXXXXXXXXXXXXXX
05021204050212042030XXXXXXXXXXXX D DX
05021204050212042031
05021204050212042032
05021204050212042033
05021204050212042034
05021205050212052040XXXXXXXXXXXXXX
05021206050212062050XXXXXXXXXXXXX D DX
05021208050212083120XXXXXXXXXXXXXXX
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05021303050213032126XXXXXXXXXXXXXX
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20102011A ↓F304F305F306F307F402F500F502F503F508AF508BF509AF510F511 F515 F517 F518 F519 F519B F519C F520 F521 F522 F523F531F532F533F600F601F602 F602BF603F700
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20102011A ↓F702F703F703AF703BF703C F704 F704A F704B F704C F706 F706A F706B F706CF707F707AF707BF707CF800F800BF801F802F802BF804F805F808F809F812F814F816F816B
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20102011A ↓F100F101F103F105F105BF105CF106F106AF107F108F109F110F200F201F202AF202BF202CF205F207 F211 F212 F213 F214 F217 F218F220F221F222BF222CF300F300BF301
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05030105 0000 A A A A A A A A A A A A A A A A A A
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20102011A ↓F304F305F306F307F402F500F502F503F508AF508BF509AF510F511 F515 F517 F518 F519 F519B F519C F520 F521 F522 F523F531F532F533F600F601F602 F602BF603F700
05021499050214992290XX
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05030101050301010000XXXXXXXXXX
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20102011A ↓F702F703F703AF703BF703C F704 F704A F704B F704C F706 F706A F706B F706CF707F707AF707BF707CF800F800BF801F802F802BF804F805F808F809F812F814F816F816B
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20102011A ↓F100F101F103F105F105BF105CF106F106AF107F108F109F110F200F201F202AF202BF202CF205F207 F211 F212 F213 F214 F217 F218F220F221F222BF222CF300F300BF301
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20102011A ↓F304F305F306F307F402F500F502F503F508AF508BF509AF510F511 F515 F517 F518 F519 F519B F519C F520 F521 F522 F523F531F532F533F600F601F602 F602BF603F700
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05030299 05030299 2123 X X X X
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05030299050302992125
05030299050302992128
20102011A ↓F100F101F103F105F105BF105CF106F106AF107F108F109F110F200F201F202AF202BF202CF205F207 F211 F212 F213 F214 F217 F218F220F221F222BF222CF300F300BF301
05030299050302992222XXXXXXXXXXXXXXXXX
05030299050302993900XXXXXXXXXXXXXX
05030299050302993910XXXXXXXXXXXXXXXXXX
05030300050303000000XXXXXXXXXXXXXXX
05040114050401140000XXXXXXXXXXXXXXXX D D
05040400050404000000XXXXXXXXXXXXXXXXXXXXXX
0504050105040501XXXX AXXXXXXXXXXXXXXXXXXXXX
05070106050701060000
05070106050701063701
05070107050701070000
0507020005070200
67010000670100000000
67020000670200000000XXXXXXXXXXX
67030000670300002071XXXXXXXXXXXXXX D D D D
680100006801XXXXXXXXXXX
68020000680200000000XXXXXXXXXXX
68036803
20102011A ↓F304F305F306F307F402F500F502F503F508AF508BF509AF510F511 F515 F517 F518 F519 F519B F519C F520 F521 F522 F523F531F532F533F600F601F602 F602BF603F700
05030299050302992222XXXXXXXX
05030299050302993900XX
05030299050302993910XXXXXXXXX
05030300050303000000X
05040114050401140000XXXXXXXX
05040400050404000000XXXXXXXXXX
0504050105040501XXXXXXXXXX
05070106050701060000
05070106050701063701
05070107050701070000
0507020005070200
67010000670100000000
67020000670200000000X
67030000670300002071XX D D D D D D D D D D D
680100006801X
68020000680200000000X
68036803
20102011A ↓F702F703F703AF703BF703C F704 F704A F704B F704C F706 F706A F706B F706CF707F707AF707BF707CF800F800BF801F802F802BF804F805F808F809F812F814F816F816B
05030299050302992222
05030299050302993900
05030299050302993910
05030300050303000000
05040114050401140000
05040400050404000000
0504050105040501
05070106050701060000
05070106050701063701
05070107050701070000
0507020005070200
67010000670100000000
67020000670200000000
67030000670300002071
680100006801
68020000680200000000
68036803

ANNEX II Technical specifications for the transfer of computer files to the EAGF and EAFRD from 16 October 2010

INTRODUCTION

These technical specifications apply in respect of the financial year 2010, which commenced on 16 October 2009.

1. Transfer Medium

The coordinating body of the Member State must transfer the computer files and the relating documentation to the Commission through STATEL/eDAMIS. The Commission will only support one installation of STATEL/eDAMIS per Member State. The latest eDAMIS client and more information on the use of STATEL/eDAMIS shall be downloaded from the CIRCA web-site of the agricultural funds.

2. Computer file structure

2.1.The Member State must create a computer record for each individual component of the EAGF/EAFRD payments and receipts. These components are the individual items of which the payment (receipt) to (from) the beneficiary consists.

2.2.The records must have a flat file structure. If fields have more than one value, separate records containing all data fields are required. Make sure that no double counting occurs(1).

2.3.All information for the same category of payments or receipts must be contained in the same computer file. Separate files relating to the same payments (e.g. for traders or inspections, or for basic and measure data) are not allowed.

2.4.The computer files must have the following characteristics:

(1)

The first record in the file (header row) contains the file description. The field names comprise an ‘F’ followed by the field number used in Annex I (the ‘X-table’). Only field names existing in this Annex are allowed.

(2)

The following records in the file are data (data rows), in the order indicated by the first record describing the file structure.

(3)

The fields are separated by a semicolon (‘;’). The header row and data rows shall all contain the same number of semicolons. In the data rows, empty fields appear as a double semicolon (‘;;’) within the record, or as a single semicolon (‘;’) at the end of the record.

(4)

Records vary in length. Each record ends with a code ‘CR LF’ or ‘Carriage Return – Line Feed’ (in hexadecimal: ‘0D 0A’). The header row never ends on a ‘;’. Data rows only end on a ‘;’ if the last field is empty.

(5)

The file is in ASCII coding according to following table. Other codes (such as EBCDIC, TAR, ZIP, etc.) are not accepted:

CodeMember State
ISO 8859-1BE, DK, DE, ES, FR, IE, IT, LU, NL, AT, PT, FI, SE and GB
ISO 8859-2CZ, HU, PL, RO, SI and SK
ISO 8859-3MT
ISO 8859-5BG
ISO 8859-7GR and CY
ISO 8859-13EE, LV and LT
(6)

Numeric fields:

(a)

Decimal separator: ‘.’

(b)

The symbol (‘+’ or ‘–’) appears on the far left, followed immediately by the figures. For positive numbers, the ‘+’ sign is optional.

(c)

Fixed number of decimals (the details are set out in the Annex III hereto).

(d)

No spaces between digits. No spaces or other signs between thousands.

(7)

Date field: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

(8)

Budget code (field F109) required format without spaces: ‘999999999999999’ (where ‘9’ stands for any figure between 0 and 9).

(9)

Quotation marks (‘’) are not allowed at the beginning or at the end of the records. The semicolon field separator ‘;’ must not be used in data in text format.

(10)

All fields: no spaces at the beginning or end of a field.

(11)

Files satisfying these rules will look like the following (example for financial year 2004):

  • F100;F101;F106;F107;F108;F109

  • BE01;154678;+152.50;EUR;20030715;050201011000001

  • BE01;024578;-1000.00;EUR;20030905;050208031502002

  • BE01;154985;9999.20;EUR;20030101;050205011100001

  • BE01;100078;+152.75;EUR;20030331;050208091515002

  • BE01;215452;+0.50;EUR;20030615;050201011000002 (Please note +0.50 and not +.50)

  • BE01;123456;21550.15;EUR;20030101;050805013810001

  • etc.

  • (other data rows with the fields in the same order).

2.5.Data files with the characteristics as described under 2.4 shall be sent with consignment type ‘X-TABLE-DATA’ (see ‘eDAMIS client’).

2.6.The computer program for checking the format of computer files before sending them to the Commission (‘WinCheckCsv’) is included in the data transfer program (‘eDAMIS client’). The paying agencies are invited to download the check program from CIRCA separately for offline validation purposes.

3. Annual declaration

3.1.The coordinating body of the Member State must send either one annual declaration file for all paying agencies or separate annual declaration files for each paying agency. An annual declaration file should contain the total amounts by paying agency together with the budget and currency codes, for both EAGF and EAFRD measures(2).

3.2.The files should have the characteristics as described under 2.4. Each line should contain the following fields (in this order):

(a) F100

:

paying agency code

(b) F109

:

budget code

(c) F106

:

amount expressed in the currency code F107

(d) F107

:

currency code

3.3.Files satisfying the rules will look like the following (example for financial year 2007):

  • F100;F109;F106;F107

  • BE01;050205011100014;218483644.90;EUR

  • BE01;050212012003012;29721588.82;EUR

  • BE01;050212012000022;26099931.75;EUR

  • BE01;050208031502013;20778423.44;EUR

  • BE01;050212052040001;16403776.45;EUR

  • BE01;050405011132001;8123456.45;EUR

  • etc.(3)

3.4.Annual declaration files shall be sent through STATEL/eDAMIS with consignment type ‘ANNUAL-DECLARATION’.

4. Explanation of Differences

4.1.In the case of differences between the annual declaration and monthly or quarterly declaration or X-table data the coordinating body of the Member State should send either one ‘difference-explanation’ file for all paying agencies or separate ‘difference-explanation’ files for each paying agency. Such file(s) should explain, through standard codes, the difference by budget code between the annual declaration and monthly declaration (T104) or between annual declaration and quarterly declaration (SFC2007) or between annual declaration and the sum of the records (Σ F106) of the X-table data.

4.2.The files should have the characteristics as described under 2.4. Each line should contain the following fields (in this order):

(a) F100

:

paying agency code

(b) F109

:

budget code

(c) Exco

:

explanation-reconciliation code

(d) F106

:

amount of the explained difference in EURO

4.3.The explanation-reconciliation code must be expressed only once per budget code (F109) by a three-character code corresponding to the following code list:

Code EAGFA) Type of difference [Annual Declaration to (=MINUS) Monthly Declaration (T104)]
A01Administrative error (outstanding amounts to be recovered at the end of the financial year and credited to the EAGF via the Annual Declaration)
A02Rounding error
A03Misposting error (data input on wrong budget code)
A04Cut-off error (amount in Annual Declaration but not reported in T104)
A05Cut-off error (amount in T104 but not declared in Annual Declaration)
A06Payment error (payment pending in the bank)
A07Late payment correction
A08Ceiling error (correction because expenditure passed ceiling)
A09Off-set of irrecoverable amount
A10Off-set of irrecoverable amount (50/50 rule)
A11Correction due to recovery of outstanding debts
A12Correction due to double entry of expenditure
A13Reallocation of expenditure by Fund (national or community)
A20Conformity corrections
A21Adjustments on entitlements
A22Modulation not declared
A23Exchange rate corrections
A99Other error
Code EAFRDB) Type of difference [Annual Declaration to (=MINUS) Quarterly Declaration (SFC2007)]
B01Administrative error (outstanding amounts actually recovered but not yet deducted in the Quarterly Declarations during the reference period and credited to the EAFRD via the Annual Declaration)
B02Rounding error
B03Misposting error (data input on wrong budget code)
B04Cut-off error (amount in Annual Declaration but not reported in Quarterly Declaration)
B05Cut-off error (amount in Quarterly Declaration but not declared in Annual Declaration)
B06Payment error (payment pending in the bank)
B11Correction due to recovery of outstanding debts
B12Correction due to double entry of expenditure
B13Reallocation of expenditure by Fund (national or community)
B14Co-financing rate error (amount with wrong co-financing rate in Annual Declaration)
B15Co-financing rate error (amount with wrong co-financing rate in Quarterly Declaration)
B16Difference due to co-financing rate in Quarterly Declaration
B23Exchange rate corrections
B99Other error
Code X-tableC) Type of difference [Annual Declaration to (=MINUS) X-table (EAGF and EAFRD)]
C01Administrative error (outstanding amounts to be recovered at the end of the financial year and credited to the EAGF via the Annual Declaration)
C02Rounding error
C03Misposting error (data input on wrong budget code)
C04Cut-off error (amount in Annual Declaration but not reported in X-table)
C05Cut-off error (amount in X-table but not declared in Annual Declaration)
C06Payment error (payment pending in the bank)
C07Late payment correction in AD
C08Ceiling error (correction in AD because expenditure passed ceiling)
C09Off-set of irrecoverable amount
C10Off-set of irrecoverable amount (50/50 rule)
C11Correction due to recovery of outstanding debts
C12Correction due to double entry of expenditure
C13Reallocation of expenditure by Fund (national or community)
C14EAFRD: Co-financing rate error (amount with wrong co-financing rate in Annual Declaration)
C15EAFRD: Co-financing rate error (amount with wrong co-financing rate in X-table)
C20Conformity corrections
C21Adjustments on entitlements
C22Modulation not declared
C23Exchange rate corrections
C24EAGF – 25 % retention on amounts resulting from cross-compliance (R1782/2003, Art. 9)
C25EAGF – 20 % retention on amounts recovered following irregularities (R1290/2005, Art. 32)
C98Not required X-table data
C99Other error

4.4.Files satisfying the rules will look like the following (example for financial year 2008):

  • F100;F109;Exco;F106

  • AT01;050207011401006;A03;+505.90

  • The amount declared in the Annual Declaration is EUR 505.90 higher than the amount (wrongly) declared in the monthly declarations [Tables 104].

  • AT01;050207011403006;A03;-505.90

  • The amount declared in the Annual Declaration is EUR 505.90 smaller than the amount (wrongly) declared in the monthly declarations [Tables 104].

  • AT01;050302180000004;A01;-125.80

  • The amount declared in the Annual Declaration is EUR 125.80 lower than the amount declared in the monthly declarations [Tables 104] due to the correction on ‘administrative errors’.

  • AT01;050302270000001;C04;+31.05

  • The amount declared in the Annual Declaration is EUR 31.05 higher than the amount reported in the X-table due to a cut-off problem.

  • AT01;050302270000001;C05;-81.00

  • AT01;050405011321001;B02;+3.04

  • AT01;050405013211001;C15;+3075.07

  • AT01;050405013211001;B02;-0.80

  • AT01;050405013211001;C14;-688.23

  • etc.

4.5.The ‘difference-explanation’ files shall be sent through STATEL/eDAMIS with consignment type ‘DIFFERENCE-EXPLANATION’.

5. Documentation (code list)

5.1.In case where codes are used for fields, for which Annex III does not enforce standard codes, the coordinating body of the Member State must transfer a code list for each paying agency through STATEL/eDAMIS in order to explain all these used codes.

5.2.This code list can have the look and feel of an ordinary letter. The identity of the paying agency and the name or administrative unit of the addressee shall be clearly marked.

5.3.The eDAMIS client includes a specific consignment type for this kind of tabular transfer i.e. ‘CODE-LIST’.

6. Data Transfer

The coordinating body must send the computer files completely and only once.

If the coordinating body notices that false data were transmitted or a problem occurred with the data transfer, the Commission has to be informed immediately. All files, which contain incorrect information, are to be indicated. Therefore, the Commission is to be asked to delete these files. Thereafter, in order to avoid an overlapping of computer records or data files, the coordinating body must send the corrected computer files to replace entirely the previous incorrect information.

ANNEX III

‘AIDE-MÉMOIRE’ FINANCIAL YEAR 2011

General remark: significance of the X, A and D codes used in Annex I

All the information marked ‘X’ or ‘A’ is obligatory.

‘X’

=

data element already included in the previous version of this Regulation.

‘A’

=

data element to be added compared to the previous version of this Regulation.

‘D’

=

data element to be deleted compared to the previous version of this Regulation.

Where a data request makes no sense under particular circumstances or is not applicable for the Member States concerned, then put NULL value, which shall be represented by two consecutive semicolons (;;) in the CSV format data file.

1. Data relating to payments

Preliminary remark: In this section, the term ‘payment’ refers to both the EAGF and EAFRD payments and the receipts.

1.1. F100: name of paying agency

Required format: to be expressed by a code (see the code list F100 kept up-to-date on CAP-ED):

https://webgate.ec.europa.eu/agriportal/awaiportal/

1.2. F101: reference number of payment

The reference number identifying the payment clearly in the paying agency's accounts. Removals relating to food aid shall not be considered as sales of intervention products. In this particular case field F101 can be ignored.

1.3. F103: type of payment

Required format: to be expressed by a one-character code corresponding to the following code list:

CodeSignificance
0Food Aid
1Advance or partial payment
2Final payment (first and single payment, or settlement of the balance after advance payment, or normal export refund payment)
3Recovery/reimbursement (following a sanction)/correction
4Receipt of amounts (not preceded by an advance or final payment)
5Pre-financing payment export refund
6No financial transaction
1.4. F105: payment with sanction

Required format: yes = ‘Y’; no = ‘N’.

1.5. F105B: Cross-Compliance: reduction or exclusion from payments

For EAGF, the field F105B must be used to indicate the amount reduced or excluded (negative amount) on the basis of Article 23 of Council Regulation (EC) No 73/2009(4). This negative amount (in EURO) resulting from cross-compliance control system must only be shown once per beneficiary under direct aids. It concerns the 100 % reduction to the farmer i.e. without the 25 % retention provided for in Article 25 of Council Regulation (EC) No 73/2009.

For EAFRD, the field must be used to indicate the amount reduced or excluded (negative amount) on the basis of Article 51 of Council Regulation (EC) No 1698/2005(5). This negative amount (in EURO) resulting from cross-compliance control system must only be shown once per beneficiary under the corresponding EAFRD budget codes.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for any number from 0 to 9 inclusive.

1.6. F105C: amount (EUR) not paid: reduction or exclusion from payments as a result of administrative and/or on-the-spot checks

The field must be used to indicate the amount reduced or excluded on the basis of administrative and/or on-the-spot checks pursuant to the sector relevant regulation. This (negative) amount resulting from administrative and/or on-the-spot checks must be reported in field F105C for each budget post for which a reduction or exclusion has been made. This negative amount (in EURO) must only be shown once per beneficiary.

The amount resulting from Cross-Compliance should be reported in field F105B and consequently, should not form part of the (negative) amount to be reported in field F105C.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for any number from 0 to 9 inclusive.

1.7. F106: amount in EUR

Amount of each individual item of payment in EURO.

The amounts in field F106 relate to the EAGF and EAFRD expenditure only. National expenditure shall not appear under this heading.

For EAGF, the sum of these amounts (F106) by budget code (F109) shall in principle correspond with the amounts declared in table 104.

For EAFRD, the sum of these amounts (F106) by budget code (F109) shall in principle correspond with the amounts calculated in the quarterly declarations of expenditure for the same period.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

1.8. F106A: public expenditure in EUR

Amount of any public contribution to the financing of operations whose origin is the budget of the State, of regional and local authorities, of the European Communities and any similar expenditure.

The sum of these amounts (F106A) by budget code (F109) shall in principle correspond with the certified public expenditure declared in the EAFRD table.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

1.9. F107: currency unit

Required format: EUR

1.10. F108: date of payment

The date determining the month of declaration to the EAGF/EAFRD.

Required format: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

1.11. F109: budget code

For EAGF, the full code of the Activity Based Budgeting structure must be given, including the title, chapter, Article, item and sub-item.

For EAFRD budget line 05040501, the budget sub-items must be given according to Annex IV.

Required ABB-format without spaces: ‘999999999999999’, where 9 stands for a digit from 0 to 9. Missing positions shall be filled with zeroes (e.g. 05020901160 becomes 050209011600000).

1.12. F110: marketing year or period

For intervention products the Commission needs to know the marketing year to which the product corresponds or the quota period it is to be set off against.

2. Data relating to beneficiary (applicant)

Preliminary remark: The fields F200, F201, F202A, F202B and F202C must always be used to identify the beneficiary of a payment i.e. the final beneficiary. The fields F220, F221, F222B and F222C may only be used if a payment is made to the beneficiary through an intermediate organisation.

The field F207 is only related to the field F200.

2.1. F200: identification code

The individual unique identifier allocated to each applicant at Member State level.

2.2. F201: name

The applicant's last name and first name, or the business name.

2.3. F202A: applicant's address (street and number)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2.4. F202B: applicant's address (international post code)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2.5. F202C: applicant's address (municipality or city)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2.6. F205: holding in less-favoured region

In the case of support for a holding in a less-favoured area, this must be indicated here.

Required format: yes = ‘Y’; no = ‘N’.

2.7. F207: region and sub-region in the Member State

Region and sub-region code (NUTS 3) is defined by the main activities of the holding of the beneficiary to which the payment is assigned.

The code ‘Extra Region’ (MSZZZ) should only be indicated in cases e.g. where no NUTS 3 code exists.

Required format: NUTS 3 code as specified in the code list F207 on CAP-ED: https://webgate.ec.europa.eu/agriportal/awaiportal/

2.8. F220: identification code of the intermediate organisation

The individual unique identifier allocated to intermediate organisations at Member State level.

The payment is made to the beneficiary via the intermediate organisation i.e. via each intermediate institution or directly to this organisation.

2.9. F221: name of the intermediate organisation

The organisation's name.

2.10. F222B: organisation's address (international post code)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

2.11. F222C: organisation's address (municipality or city)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

3. Data relating to declaration/application

3.1. F300: number of declaration/application

This must enable the declaration/application to be traced through the Member States’ files.

3.2. F300B: date of application

The date of receipt of the application by the paying agency (including any divisional or regional offices thereof).

In the case of payments under the national support programmes in the wine sector, the date of application shall be the one specified in Article 37(b) of Commission Regulation (EC) No 555/2008(6).

Required format: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

3.3. F301: number of contract/project (where applicable)

For EAFRD measures and programmes, a unique identification number must be allocated to each project.

3.4. F304: authorising office

This is the office responsible for administrative control and authorisation, e.g. the region. The more decentralised the management of the scheme is, the more important this information becomes.

3.5. F305: number of certificate/licence

‘N’ = no, if not applicable.

3.6. F306: date of issue of the certificate/licence

This field must be completed when a number of certificate/license is indicated in field F305.

Required format: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

3.7. F307: office holding supporting documents

Only where this is not the same as that specified in field F304.

4. Data relating to security

4.1. F402: amount of processing security (others than tender securities) in EURO

In the case of advance payments in the wine sector (budget post 05020908) the amount of the security lodged must be indicated.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

5. Data relating to products

Preliminary remark concerning quantities: as a basic rule, quantities, areas and numbers of animals must only be shown once. In the case of an advance payment followed by a balance payment, the quantity must be shown in the record of the advance payment. This is also true for cases where the advance payment and balance payment are booked on different budget sub-posts (advances and balance). Adjustments to quantities, areas and numbers of animals must be shown in the records covering the balance or subsequent payments. In the case of sums recovered, if the amount applied for is reduced because of incorrect quantities, areas or numbers of animals, the adjustments to the quantities must be indicated by a minus sign.

5.1. F500: product code/rural development sub-measure code

The Member States must draw up their own lists of codes, to be detailed in the explanatory note to the payment file(s).

In the case of rural development measures under EAFRD budget post 05040501, indicate where applicable, a code per sub-measure implemented (e.g. type of agri-environmental measure).

In the case of rural development expenditure in the new Member States (budget post 050404000000) a one-character or two-character code corresponding to the following list must be expressed:

CodeSignificance
AInvestment in farms
BStart-up assistance for young farmers
CTraining
DEarly retirement
ELess-favoured areas and areas with environmental restrictions
FAgri-environment and animal welfare
GImproving the processing and marketing of agricultural products
HAfforestation of agricultural land
IOther forestry measures
JLand improvement
KReparcelling
LSetting up farm relief and farm management services, setting-up consulting services in farms and agricultural vulgarisation
MMarketing of quality agricultural products
NBasic services for the rural economy and population
ORenovation and development of villages and protection and conservation of the rural heritage
PDiversifying agricultural activities and activities close to agriculture to provide multiple activities or alternative sources of income
QManaging agricultural water resources
RDeveloping and improving infrastructure connected with the development of agriculture
SEncouraging tourist and craft activities
TProtecting the environment in connection with agriculture, forestry and landscape management and improving animal welfare
URestoring agricultural production potential damaged by natural disasters and introducing appropriate prevention instruments
VFinancial engineering
XRespect of standards
YRecourse of consulting services regarding respect of standards
ZVoluntary participation of farmers in food quality systems
AAMeasures of producer groups in the area of food quality
ABSemi-subsistence farms in the restructuring process
ACProducer groups
ADTechnical assistance
AEComplements to direct payments
AFComplements to State aid in Malta
AGFull-time farmers in Malta
SAFinancing of Sapard projects

In the case of export refunds: F500 is only required if F804 contains ingredients for which export refund is fixed. Then in F500, the code of the goods (in principle the CN code declared in box 33 of the SAD; 8 digits) must be indicated for non-annex 1 goods, or the product code for the final processed agricultural products.

5.2. F502: quantity paid (number of animals, hectares, etc.)

See preliminary remarks in heading 5 (data relating to products).

For the wine sector, the products obtained after distillation shall be expressed by alcoholic strength.

For all other sectors, the quantity paid shall be expressed in the unit which is laid down in the Regulation as the basis for the premium payment.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9. With a possibility to increase the number of decimals if significant. (max 6).

5.3. F503: quantity covered by payment application lodged (quantity claimed)

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9. With a possibility to increase the number of decimals if significant. (max 6).

5.4. F508A: area covered by payment application lodged

The area covered by the application.

For budget post 050404000000 (Rural Development in the new Member States) this field is required only for the measures E, F and H.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

5.5. F508B: area covered by payment made

See preliminary remark in heading 5 (data relating to products).

The area on which the payment is made.

For budget post 050404000000 (Rural Development in the new Member States) this field is required only for the measures E, F and H.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

5.6. F509A: area wrongly declared

The difference between the area declared and that found. Overstatement being the area declared exceeding the area found and reported with a positive figure. Understatement being the area found exceeding the area declared and reported with a negative figure.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

5.7. F510: Community regulation and article number

In the case of intervention goods, the ad hoc instrument published in the Official Journal of the European Union is required.

5.8. F511: EAGF rate of aid (€) per unit of measurement

The field F511 must be used if data is reported in one of the required quantity fields F502, F508B and F800. The rate of aid must be expressed in the same unit of measurement as the reported quantity.

Required format: 9 … 9.999999, where 9 stands for a digit from 0 to 9.

The use of six decimal places may seem odd but some regulations like Council Regulation (EC) No 660/1999(7) fix the premium with up to five decimals even when using €. To cover all possibilities the number of decimals has been raised to six.

5.9. F531: total alcoholic strength by volume

Expressed in %vol/hl.

Required format: 99.99, where 9 stands for a digit from 0 to 9.

5.10. F532: natural alcoholic strength by volume

Expressed in %vol/hl.

Required format: 99.99, where 9 stands for a digit from 0 to 9.

5.11. F533: wine growing zone

Wine growing zone as defined in the appendix to annex XIb of Council Regulation (EC) No 1234/2007(8).

Required format: to be expressed by one of the following codes: A, B, CI, CII, CIIIA, CIIIB.

6. Data relating to inspections

The Commission needs to know the number of inspections carried out and the number of cases where penalties have been applied as a result. Where the premium is withheld or recovered in full, zero payments must be indicated with the date of the decision in F108.

6.1. F600: on-the-spot inspection

The ‘on-the-spot checks’ mentioned here are those referred to in the relevant regulations(9). They include the physical visits of the farm (code ‘F’ or code ‘C’) and/or checks by remote sensing (code ‘T’) and, the physical spot checks of goods (code ‘G’), the substitution checks (code ‘S’) and the specific substitution checks (code ‘U’) for export refunds.

Field F601 needs to be completed only if an on-farm inspection or control on cross-compliance (‘F’ or ‘C’) is indicated in field F600.

Field F602 needs to be completed where an on-the-spot check (‘F’, ‘C’, ‘T’, ‘G’, ‘S’ or ‘U’) is indicated in field F600.

Field F602B needs to be completed only if the additional levy payable has been recalculated.

In the case of multiple visits concerning the same measure and the same producer only report once. Every record, be it the advance or balance payment or other, that can be related to a particular inspection, shall have the appropriate code (see below) in field F600.

Administrative checks, within the meaning of the above-mentioned regulations (see footnote below), shall not be mentioned in F600. Nevertheless, sanctioned claims shall be identified in field F105 (code ‘Y’) and reduced or excluded amounts shall be reported in field F105C (negative amount), whether they originate from an administrative check or on-the-spot check.

Required format: ‘N’ = no inspection, ‘F’ = on-farm inspection, ‘C’ = controls on cross-compliance, ‘T’ = inspection by remote sensing, ‘G’ = on-the-spot check of goods, ‘S’ = substitution check and ‘U’ = specific substitution check.

In case of a combination of on-farm inspection and cross-compliance and/or inspection by remote sensing one of the corresponding codes ‘FT’, ‘CT’, ‘CF’ or ‘FTC’ must be shown.

In the case of a combination of checks for export refunds one of the corresponding codes ‘GS’, ‘GSU’, ‘GU’ or ‘SU’ must be reported.

6.2. F601: date of inspection

This field must be completed when an on-farm inspection or control on cross-compliance (‘F’ or ‘C’) is indicated in field F600. The date of inspection is not required for remote sensing checks.

Required format: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

6.3. F602: application reduced

If the application has been reduced as a result of an inspection, this must be indicated here. This field must be completed when an on-the-spot inspection is indicated in field F600.

Required format: yes = ‘Y’; no = ‘N’.

6.4. F603: reason for reduction

Where there is more than one reason indicate the one justifying the highest penalty. This field must be completed when the application has been reduced as a result of an on-the-spot inspection.

Required format: to be expressed by a code; the codes must be explained in the accompanying letter.

7. Data relating to payment entitlements

Preliminary remark:

The Commission needs to know the total amount for each kind of entitlement as defined in Title III of Regulation (EC) No 73/2009.

Furthermore, the Commission needs to know financial information on the amounts not paid following administrative or on-the-spot-checks (IACS controls).

7.1. F700: amount of payment entitlement in EUR

Amount of payment entitlement in EURO i.e. the total amount to be paid in respect of the payment entitlements as defined in Title III of Regulation (EC) No 73/2009 after performing the IACS controls.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

7.2. F702: area covered by payment made

For payment entitlements based on areas: The area on which the payment is made.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

If a payment is composed of normal entitlements and entitlements subject to special conditions, then the requested information under section A) and B) has to be filled in as appropriate. If a section is not applicable, then put NULL value in that section.

Payment entitlements mentioned below are those referred to in Title III of Regulation (EC) No 73/2009:

7.3. A) Payment entitlements based on areas (normal entitlements)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

7.4. F703: amount in EURO of payment entitlement

The total amount in EURO of the payment entitlement as lodged in the claim.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

7.5. F703A: area covered by payment application lodged

The ‘activated’ area covered by the aid application: For payment entitlements based on areas, this is the area ‘activated’ i.e. maximum area subject to payment (see also Article 57(2) of Commission Regulation (EC) 1122/2009(10)).

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

7.6. F703B: area determined

The area determined as a result of administrative or on-the-spot checks.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

7.7. F703C: area not found

The difference between the ‘activated’ area declared in the aid application and the one found as a result of administrative or on-the-spot checks.

Overstatement being the area declared exceeding the area found and reported as a positive figure. Understatement being the area found exceeding the area declared and reported as a negative figure.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

7.8. B) Payment entitlements subject to special conditions

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

7.9. F707: amount in EUR of payment entitlement

The total amount in EURO of the payment entitlement as lodged in the claim.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

7.10. F707A: number of livestock units (LU) in the reference period

This number represents the agricultural activity exercised in the reference period expressed in LU according to Article 44(2) of Regulation (EC) No 73/2009.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

7.11. F707B: number of livestock units (LU) declared

This field must indicate the exact number of LU declared for the calendar year concerned (Article 44(2) of Regulation (EC) No 73/2009).

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

7.12. F707C: number of livestock units (LU) determined

The number of LU determined as a result of administrative or on-the-spot checks, in order to check the compliance with Article 44(2) of Regulation (EC) No 73/2009.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9.

8. Additional data relating to export refunds

8.1. F800: net weight/quantity

See preliminary remark in heading 5 (data relating to products).

The weight or the quantity shall be expressed in the unit of measurement

In the case of processed products (non-annex I goods or processed agricultural products): the quantity of the ingredient eligible for funding. If the code of the goods (F500) contains more than one ingredient eligible for funding (F804), then multiple records with corresponding amounts (F106) and quantities (F800) must be created.

Required format: + 99 … 99.99 or – 99 … 99.99, where 9 stands for a digit from 0 to 9. With a possibility to increase the number of decimals if significant. (max 6).

8.2. F800B: unit of measurement for field F800

Required format: to be expressed by a one-character code corresponding to the following table:

CodeMeaning
KKilogram
LLitre
PPiece (item)
8.3. F801: application number (export refunds: SAD)

The more detailed the application number is given, the more important this information becomes. For instance, an extension to the application number such as the indication of the ingredient number will allow more precise identification of export refund data.

8.4. F802: customs office of placing under customs supervision

The Member States must use the Transit Customs Office List (COL(11)). This is the list of authorised customs offices for Community/common transit operations. It may be that due to its objective of ‘transit operations’ some of the customs offices might be missing although this will be the exception. In that case the Member State shall provide the name of the customs office in full.

Required format: The format of the COL code consists of two positions to denote the country (ISO code of a Member State) followed by a six-character code that define the customs office. For instance ‘EE1000EE’.

8.5. F802B: customs office of exit

Indicate the customs office, which certifies that products covered by refund applications have left the customs territory of the Community. The Member States must use the Transit Customs Office List (COL(12)). This is the list of authorised customs offices for Community/common transit operations. It may be that due to its objective of ‘transit operations’ some of the customs offices might be missing although this will be the exception. In that case the Member State shall provide the name of the customs office in full.

This information is vital for the auditors concerning substitution checks. The information is available in T5 or equivalent documents.

Required format: The format of the COL code consists of two positions to denote the country (ISO code of a Member State) followed by a six-character code that define the customs office. For instance ‘GB000392’.

8.6. F804: export refund code

In the case of non-processed agricultural products: The 12 digit product code, for which export refund is fixed.

In cases of processed products (non-annex I goods or processed agricultural products): the CN code(s) of the ingredient(s) for which export refund is fixed. In this case, F500 must be completed with the code of the final product. See also the explanatory note to F800 for the procedure to follow where more than one ingredient of a processed product is eligible for refund.

8.7. F805: code for destination

Required format: ‘XX’, where X stands for a letter between A and Z (codes of the nomenclature of countries and territories for the external trade statistics of the Community. See Commission Regulation (EC) No 2020/2001(13) of 15 October 2001 and subsequent updates).

In view of harmonisation, the Member States shall also use the miscellaneous category (codes Q*) of the nomenclature of countries and territories for the external trade statistics. It is known that that nomenclature does not cover all special export refund cases but the Commission does not require that kind of detail. Member States shall therefore convert their special national codes to the broader categories of the nomenclature of countries and territories for the external trade statistics before sending their data to the Commission.

8.8. F808: date of advance fixing

If fixed in advance, the date on which the rate of refund was set.

Required format: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

8.9. F809: last day of validity (advance fixing)

Required format: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

8.10. F812: reference of the invitation to tender if applicable (advance fixing)

The procedure stipulated in Article 5 of Commission Regulation (EC) No 1501/95(14) or similar procedure for other sectors. The Commission needs the reference of the invitation to tender.

8.11. F814: day of acceptance of payment declaration (COM-7)

For the beef sector: in the case of pre-financing, complete field F814 only (disregarding fields F816 and F816B); if pre-financing is not involved, complete fields F816 and F816B (disregarding field F814).

Required format: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

8.12. F816: date of acceptance of export declaration

Date within the meaning of Article 5(1) of Commission Regulation (EC) No 612/2009(15).

Required format: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

8.13. F816B: date of export from the EU territory

Date of export as indicated on the export declaration or on the T5. See also Article 7(1) of Commission Regulation (EC) No 612/2009.

Required format: ‘YYYYMMDD’ (year in four digits, month in two digits, day in two digits).

9. (Not used)

. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .

ANNEX IV Structure of EAFRD budget codes (F109)

INTRODUCTION

For EAFRD, there is only one budget heading defined in the budget nomenclature: ‘05040501’.

As the budget codes can be up to 15 figures long, the remaining 7 figures can be used for identifying the programs and measures. This will allow reconciliation of the data from the different sources on financial year, paying agency, measure and program level.

1. BUDGET CODE STRUCTURE

The budget codes must have the following structure:

  • The first 8 figures are constant: ‘05040501’.

  • The following 3 figures indicate the measure, according to the attached list.

  • The next 1 digit can have the following values (increasing with increasing co-financing rate:

    1

    non-convergence region

    2

    convergence region

    3

    outermost region

    4

    voluntary modulation

    5

    additional contribution for Portugal

    6

    additional funds from Article 69(5a) of Council Regulation (EC) No 1698/2005, non-convergence region

    7

    additional funds from Article 69(5a) of Council Regulation (EC) No 1698/2005, convergence region

  • The next digit indicates 0 = Operational Program or 1= Network Program.

  • The last 2 figures indicate the program number: figures between ‘01’ and ‘99’ are allowed.

2. EXAMPLE

F109 = ‘050405011132001’ means: budget heading ‘05040501’ (EAFRD), measure ‘113’ (early retirement), convergence region (‘2’), Operational program (‘0’) and program number ‘01’.

3. LIST OF THE EAFRD MEASURES

AXIS 1

IMPROVING THE COMPETITIVENESS OF THE AGRICULTURAL AND FORESTRY SECTOR

CodeMeasure
111Vocational training and information actions
112Setting up of young farmers
113Early retirement
114Use of advisory services
115Setting up of management, relief and advisory services
121Modernisation of agricultural holdings
122Improvement of the economic value of forests
123Adding value to agricultural and forestry products
124Cooperation for development of new products, processes and technologies in the agriculture and food sector and the forestry sector
125Infrastructure related to the development and adaptation of agriculture and forestry
126Restoring agricultural production potential damaged by natural disasters and introducing appropriate prevention actions
131Meeting standards based on Community legislation
132Participation of farmers in food quality schemes
133Information and promotion activities
141Semi-subsistence farming
142Producer groups
143Provision of farm advisory and extension services in Bulgaria and Romania
144Holdings undergoing restructuring due to a reform of a common market organisation

AXIS 2

IMPROVING THE ENVIRONMENT AND THE COUNTRYSIDE THROUGH LAND MANAGEMENT

CodeMeasure
211Natural handicap payments to farmers in mountain areas
212Payments to farmers in areas with handicaps, other than mountain areas
213Natura 2000 payments and payments linked to Directive 2000/60/EC (WFD)
214Agri-environment payments
215Animal welfare payments
216Non-productive investments
221First afforestation of agricultural land
222First establishment of agroforestry systems on agricultural land
223First afforestation of non-agricultural land
224Natura 2000 payments
225Forest-environment payments
226Restoring forestry potential and introducing prevention actions
227Non-productive investments

AXIS 3

IMPROVING THE QUALITY OF LIFE IN RURAL AREAS AND ENCOURAGING DIVERSIFICATION OF ECONOMIC ACTIVITY

CodeMeasure
311Diversification into non-agricultural activities
312Business creation and development
313Encouragement of tourism activities
321Basic services for the economy and rural population
322Village renewal and development
323Conservation and upgrading of the rural heritage
331Training and information
341Skills acquisition, animation and implementation of local development strategies

AXIS 4

LEADER

CodeMeasure
411Implementing local development strategies. Competitiveness
412Implementing local development strategies. Environment/land management
413Implementing local development strategies. Quality of life/diversification
421Implementing cooperation projects
431Running the local action group, acquiring skills and animating the territory as referred to in article 59

5

Technical Assistance

CodeMeasure
511Technical assistance

6

Complement to direct payment for Bulgaria and Romania

CodeMeasure
611Complement to direct payment
(1)

Note: You should first read the preliminary remark concerning ‘quantities’ in chapter 5 of Annex III.

(2)

See Article 6 (b) and (c) of Regulation (EC) No 885/2006.

(3)

Budget codes, for which no expenditure is declared, should not be included in the Annual Declaration file.

(9)

Commission Regulation (EC) No 1975/2006 [rural development].

Council Regulation (EC) No 73/2009 [direct support schemes].

Commission Regulation (EC) No 1122/2009 [direct support schemes].

Commission Regulation (EEC) No 2159/89 [nuts].

Commission Regulation (EC) No 1621/1999 [dried grapes].

Commission Regulation (EC) No 1276/2008 [export refunds].

Commission Regulation (EC) No 968/2006 [sugar restructuring fund].

(11)

http://ec.europa.eu/taxation_customs/dds/csrdhome_en.htm

(12)

http://ec.europa.eu/taxation_customs/dds/csrdhome_en.htm

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