How Do I Prepare My Driver To Cross Into Canada Commercially And What Documents Do They Need (DIY Customs Consulting)

This article is part of the Customs Compliance Guide

Commercial truck drivers entering Canada with a commercial load should be prepared to show both personal identification and the shipment paperwork needed for the release type being used. The exact paperwork depends on the driver's citizenship or immigration status, the carrier's program membership, the shipment type, and whether the load is moving under PARS, CSA, FAST, in-bond, in-transit, or another process.

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What travel documents are required when crossing into Canada?

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Driver Identification

An approved travel document, a U.S. Passport

The exact document required depends on the driver's citizenship, immigration status, and program membership. The driver should carry original, valid documents and should confirm requirements before dispatch if their status is unusual.

CBSA states that travellers entering Canada must carry proper identification for themselves and for any children travelling with them. CBSA also recommends that U.S. citizens carry a valid U.S. passport when entering Canada.

U.S. Citizens

CBSA recommends that U.S. citizens travel with a valid passport. A U.S. citizen may also be able to present documents that show full name, date of birth, and citizenship, and if the citizenship document does not include a photo, the officer may ask for separate photo identification.

Examples include:

• valid U.S. passport;
• U.S. passport card;
• U.S. enhanced driver's licence;
• birth certificate or certificate of citizenship/naturalization with photo identification; or
• certificate of Indian status with photo identification.

Drivers should also confirm whether the carrier, shipper, receiver, or FAST/CSA process requires a passport or other specific document even where CBSA may accept alternative proof of citizenship.

U.S. Permanent Residents

A U.S. permanent resident entering Canada by land directly from the United States should present a valid U.S. permanent resident card to the border services officer. CBSA states that a passport is not required for this land or water scenario, but drivers should still confirm any carrier, shipper, or immigration requirements that apply to their movement.

If the permanent resident is not travelling directly from the United States by land or water, or if there are unusual immigration circumstances, the driver should confirm current requirements before dispatch. Carrier policies, customer site rules, or return-entry requirements into the United States may also require additional documents.

NEXUS and FAST

A NEXUS card may be used to enter Canada, but CBSA advises members to travel with a passport or proof of permanent residence in case they are asked to prove status. A NEXUS card should not be treated as a substitute for all commercial shipment documentation.

A FAST commercial driver card does not replace immigration or identity documents. CBSA states that FAST drivers must still possess the appropriate immigration and identity documents, such as a passport, permanent resident card, birth certificate, work permit, visa, or related documents as applicable.

For a FAST lane movement into Canada, everyone in the vehicle must have a valid FAST commercial driver card, the goods must be eligible for the FAST process, and the movement must be for a FAST-approved carrier and importer. Dispatch should confirm that the shipment qualifies before the driver uses the FAST process.

Shipment Paperwork

In addition to the driver's identification, the driver should carry the paperwork required for the load and release type. Dispatch should confirm the port of arrival, broker instructions, carrier code, PARS number or cargo control number, conveyance reference number, and release status before the driver reaches the booth.

For most loaded commercial shipments, the driver may need:

• ACI eManifest lead sheet;
• PARS barcode label or PARS paperwork, when PARS release is being used;
• bill of lading or waybill;
• commercial invoice;
• packing list or other shipper paperwork, where applicable;
• broker instructions and release status; and
• permits, certificates, or other government department documents for regulated goods, where applicable.

BorderPrint's Canada cross-border requirements guidance for drivers also notes that drivers should carry the ACI lead sheet, invoice, barcode paperwork, identification, and any program-specific documents required for the shipment type.

ACI Lead Sheet

CBSA Memorandum D3-4-2 states that, when the conveyance and shipment arrive at the first port of arrival, the driver is required to provide a lead sheet to the border services officer as a means of reporting the highway conveyance.

The lead sheet should contain either:

• a paper document with at least a barcoded conveyance reference number (CRN), which CBSA identifies as the preferred option; or
• a paper document with at least a barcoded cargo control number (CCN) and a handwritten CRN.

For non-PARS releases, CBSA recommends that the document presented be marked as an eManifest or portal lead sheet and not be an invoice, bill of lading, or other release document. For PARS release at the first port of arrival, the driver may present the required PARS documentation with a barcoded CCN and handwritten CRN.

PARS Shipments

For a PARS shipment, the driver should carry the bill of lading and commercial invoice or other release package bearing the PARS barcode, unless the broker or carrier uses another approved document process. Dispatch should confirm that the PARS shipment has been accepted in ACI and that the broker release is on file before the driver arrives.

If there are multiple PARS shipments on the truck, each shipment should have its own PARS number and supporting paperwork. The driver should know which PARS barcode belongs to which shipment so the officer can identify the cargo quickly.

FAST and CSA Shipments

CBSA notes that full loads of CSA shipments are exempt from cargo and conveyance data sets, but mixed CSA and non-CSA shipments require full ACI/eManifest cargo details and the CSA indicator. Carriers should follow their CSA and FAST procedures when preparing the driver's paperwork.

For CSA or FAST shipments, dispatch should verify that the carrier, importer, driver, and goods meet the program requirements before the driver uses a FAST lane or CSA process. If the load is mixed or partially non-CSA, the non-CSA freight must be reported according to the applicable ACI requirements.

Driver Checklist

Before the driver leaves for the border, dispatch should confirm:

• the driver's passport, permanent resident card, FAST card, NEXUS card, visa, work permit, or other required identification is valid;
• the ACI eManifest is accepted by CBSA;
• the broker release is on file for PARS freight;
• the driver has the ACI lead sheet or other required conveyance reporting document;
• the driver has invoices, bills of lading, packing lists, and any permits or certificates;
• the PARS number, CCN, and CRN match the manifest and paperwork;
• the port of arrival matches the transmitted ACI eManifest; and
• any FAST, CSA, in-bond, in-transit, hazardous goods, or regulated goods requirements have been confirmed.

BorderConnect Usage

In BorderConnect, dispatchers can prepare the ACI eManifest, generate or print the ACI lead sheet, track PARS shipment status, and confirm whether the manifest is accepted by CBSA before the driver reaches the border. The lead sheet should be given to the driver by print, email, fax, or another reliable method before arrival.

BorderConnect users should check the trip, conveyance, shipment, carrier code, port, ETA, CRN, and CCN before transmitting. If a driver changes ports, trip numbers, equipment, or paperwork, dispatch should update the ACI eManifest and confirm the updated status before the driver reaches primary inspection.

In order to comply with ACI eManifest requirements, carriers should ensure the ACI eManifest is on file with CBSA for at least one hour before the driver arrives at the Canadian border. If the truck is also carrying PARS freight, the broker clearance for those PARS shipments should also be on file before arrival.

Related Resources

• Shipment release types
• Generating ACE and ACI eManifest Lead Sheets
• PARS Shipment Type
• FAST Information
• Customs Self Assessment
• ACI eManifest Software User Guide
• BorderConnect ACI eManifest
• BorderPrint PARS barcode labels