Tariff Invoices Submission Guidance

Please ensure the following:

• Submit your invoices to [email protected].
• Include a maximum of ten (10) invoices per email.
• Ensure the overall email size does not exceed 10 Megabytes, including all attachments.
• Invoice attachments must be in PDF format.
• Do not submit encrypted or password-protected PDFs, as we will be unable to open and process them.
• Send your invoice after Google has received the goods or service.
• Please refer to the Invoicing Requirements applicable to your country.

Important:

• Create a brand new email when submitting invoices.
  • Avoid forwarding or replying from prior emails sent to Google (of any type) with new invoices. Even if the subject line or attachments/body content are modified, our system will not create a new ticket. Each email creates a thread, and our system recognizes these threads and considers them prior emails, thus not creating a new ticket.

• Avoid submitting additional invoices under an already created ticket. Once the email with the pdfs has been sent to [email protected], no subsequent invoices should be sent in the same email thread. Later invoices will not be added, and a new ticket will not be generated. Instead, a new email ticket should be created.

The primary reasons invoices are returned to vendor are:

• A mismatch of information between the invoice and purchase order (e.g. entity, PO number, supplier name, amount, PO currency, line items).
• Missing information such as Invoice number, PO Number, Currency, Tax Details, etc.
• The credit memo does not reference PO number or the original invoice number.

Necessary Reports for Tariff Validation 

1. ACE Entry Summary Report (titled ES-003: Entry Summary Line Tariff Report)

   1. Sourced directly from ACE (US Customs’ Data Portal) in the public Entry Summary folder’s available reports.
   2. Verifies the detailed information about the imported goods, including the HTS code, value and origin of the goods communicated to US Customs by the supplier/partner.

2. ACE Monthly / Daily Statement Report (titled REV-103: Periodic Daily Statement Entry Summary List)

   1. Sourced directly from ACE (US Customs’ Data Portal).
   2. Provides evidence of actual payment by supplier/partner to US Customs, including payment date, entry summary number related to payment, and the specific payment amounts for tariffs, taxes, anti-dumping duties, and import fees (e.g. MPF/HMF).

3. Detailed Brokerage Report (Sample report) 

   **** MUST HAVE****

   1. Sourced from broker / filer who performed customs clearance for the supplier/partner
   2. Validates the accuracy of customs clearance data against the actual product; industry-standard recordkeeping requirement for US Brokers & due-diligence expectation for Importers
   3. Must clearly link the GPN/MPN (Google Product Number/Manufacturer Part Number) of each imported item to the corresponding entry declaration information
   4. Minimum data elements includes the following line-level data:
      1. Entry Summary Number
      2. Entry Summary Line Number
      3. GPN/MPN
      4. Product Description 
      5. Declared Value
      6. Imported Quantity
      7. Primary Tariff Number (e.g. chapter 1-97)
      8. Supplemental Tariff Number(s) (e.g. chapter 98/99 code declared in addition to the primary HTS code)
      9. Country of Origin
      10. Country of Export
      11. Manufacturer

Purpose of the Reports

These reports enable us to validate the tariff amounts passed through to us by third parties. It also ensures accurate reporting for our suppliers as well as improves compliance with customs regulations. 

Accessing the ACE Reports

ACE Secure Data Portal (ACE Portal) is a web-based single-window tool, providing a centralized online access point to connect CBP, the trade community and government agencies involved in importing goods into the United States. 

If they don’t already have access, all importers can obtain access to the US Customs Data Portal by setting up an ACE Portal Account for their company (see link for more information about ACE accounts). Alternatively, all brokers should already have access to ACE and can generate the required ACE reports on behalf of their client. The two requested reports are standard, readily available reports within ACE’s Public Folder for Trade. 

Please ensure that the ACE reports are downloaded directly from the ACE Portal to maintain data integrity. 

Submission of Reports

Please submit the required reports corresponding to tariff reimbursement along with each invoice or billing statement. This will facilitate timely processing and repayment of tariff costs.