Border inspection of imported used vehicles

Correct as at 13th December 2017. It may be superseded at any time.

 

 

 

Latest news & updates

  1 2 3   Next

Introduction

1 Purpose and Scope

The NZ Transport Agency Waka Kotahi (NZTA) has prepared this manual to assist vehicle inspectors and inspecting organisations in achieving correct and consistent standards for the border inspection of imported used vehicles entering New Zealand.

The purpose of the manual is to explain the conditions of appointment and the requirements for the border inspection of imported used vehicles that are entering New Zealand.

This manual applies to the border inspection of imported used vehicles. The types of vehicles that need to be inspected are listed in section 3.2.

Amendments to this manual will be issued from time to time as inspection requirements change and improvements are made. Details of amendments are available from the Amendments tab on the horizontal menu. Suggestions for improvement should be made using the feedback button found on every page.

2 Contacts

The following are contact details for the NZ Transport Agency:

National Office

Vehicles team
Technical Services
50 Victoria Street
Private Bag 6995
Wellington 6141

Tel: 04 894 5400

Fax: 04 894 5011

NZTA Border Inspections (BIS Data Entry)

Private Bag 11777
Palmerston North 4442

Tel: 0800 804 580 (option 4)
From outside New Zealand: +64 6 953 6200

Fax: 06 953 6282

Email: info@nzta.govt.nz

3 The border inspection process


In order to inspect a vehicle at the border the vehicle inspector and inspecting organisation must take the following steps:

1. Know the vehicle inspector’s and inspecting organisation’s responsibilities. Part 3.1 of this section lists the legal responsibilities. The vehicle inspector and inspecting organisation must read and understand them.

2. Establish whether the vehicle requires a border inspection. Part 3.2 of this section explains how to determine if a vehicle requires a border inspection.

3. Establish whether the vehicle with damage needs to be flagged. Part 3.4 of this section explains how to determine if a vehicle needs to be flagged with damage.

4. Complete the required inspection documentation. Part 3.5 of this section explains the requirements for handling of photographs and completing check sheets.

5. Record the inspection outcome. Part 3.6 of this section explains how to notify the Transport Agency of the information collected at the Border Inspection.

6. Collect fees. Part 3.9 of this section lists the requirements for the inspecting organisation when charging and collecting fees.

3.1 General duties and responsibilities

Applicable legislation: Land Transport Rule: Vehicle Standards Compliance 2002 (Rule 35001/1) (‘the Rule’)

3.1.1 Vehicle inspectors and inspecting organisations (definitions in the Rule)

Vehicle inspector means an individual appointed by the Transport Agency under section 2.2(1) of the Rule to carry out inspection activities in accordance with requirements and conditions imposed by the Transport Agency.

Inspecting organisation means a person or organisation appointed by the Transport Agency under section 2.2(1) of the Rule who is responsible for inspection outcomes.

In this manual, a vehicle inspector or inspecting organisation is appointed for the purpose of border inspection of imported used vehicles, unless stated otherwise.

To avoid doubt, any reference to a certifier in any legislation, notice of appointment, or any other relevant document is a reference to a vehicle inspector or inspecting organisation (as applicable) appointed by the Transport Agency under the Rule.

3.1.2 Document retention (section 2.3(4) of the Rule)

A vehicle inspector or inspecting organisation must:

a) keep, for at least two years, the original of any documents that have been collected in the inspection process

3.1.3 Advise incorrect inspection and/or vehicle defects (section 2.3(4) of the Rule)

A vehicle inspector or inspecting organisation must:

a) advise the Transport Agency as soon as practicable if there is a reason to believe that the inspection of a vehicle has been carried out incorrectly

3.1.4 Delegation (section 2.4(1) of the Rule)

A vehicle inspector or inspecting organisation may not delegate any function or power to carry out inspection activities for which they were appointed, except under conditions specified by the Transport Agency in writing.

The only tasks that may be delegated to non-approved staff are administrative processes such as recording vehicle attributes or removing and replacing components to enable the inspection process to be carried out.

 

3.2 Establishing whether a vehicle is required to have a border inspection

The inspection organisation will ensure that all used vehicles imported into New Zealand for the purpose of registration are inspected at the border before they are released to the owner/importer. The only exceptions are:

a) New vehicles

b) Vehicles imported by a person who is approved by the Transport Agency in accordance with the relevant Regulation, or Rule as a certifier for vehicles of that make

c) Overseas visitor’s vehicles (imported temporarily with overseas registration)

d) Vehicles returning to New Zealand that have current New Zealand registration

e) Vehicles that the owner declares are not going to be registered in New Zealand

f) Vehicles that are described in section 6.1 of the Land Transport Rule: Vehicle Standards Compliance 2002, that is:

  • vehicles of class AB, TA or TB
  • armoured vehicles used exclusively as equipment of the New Zealand Defence Force
  • traction engines
  • mechanically propelled rollers
  • tractors (other than agricultural tractors) and machines, including trailers, for use solely in mom-agricultural land management or roading operations, whether for traction or otherwise
  • agricultural motor vehicles
  • vehicles registered for use on a road in a country other than New Zealand that are not going to be in New Zealand for a continuous period of more than 18 months (see VIRM: Entry certification Technical bulletin 5 – Inspection requirements for temporary vehicle imports)
  • vehicles listed below:

a) pedestrian-controlled goods service vehicles

b) vehicles propelled and supported solely by self-laying tracks

c) vehicles used on roads only in road construction zones in accordance with notices declaring those zones

d) vehicles that are used on a road only when crossing or proceeding along a section of the road where the vehicles have been authorised to operate by an authorisation of a road-controlling authority that requires:

i. a written agreement by the vehicle’s operator or the person for whom the vehicle is being operated, to construct, reconstruct, maintain, or restore to the satisfaction of the road-controlling authority all or part of the road used by the vehicle, and

ii. the erection and maintenance of warning devices, signs or control devices as required by the road-controlling authority and the director, and

iii. where the use of the road does not consist solely of the direct crossing of the road, the prior approval of the NZ Transport Agency

e) all-terrain vehicles that are used on a public highway

f) motor vehicles exclusively designed and used on a road for driving, carrying or propelling any of the following, which must be permanently attached to the vehicle:

i. aerodrome runway sweepers

ii. electrical substations

iii. filters for transformer oil

iv. log haulers that are stationary when hauling logs

v. aero engine test benches

g) tractors owned by a local authority and used exclusively for the construction, maintenance or mowing of stopbanks and the banks of rivers, streams, drains, canals or other watercourses

h) mobile or movable huts, galleys or similar motor vehicles that are used on a road solely in connection with the construction or maintenance of roads

i) tractors used exclusively for shunting railway rolling stock

j) traction engines

k) forklifts

l) aerodrome crash fire tenders that are used on a road only in emergencies

m) trailers while being drawn by a motor vehicle specified in (n) to (s) of this schedule

n) motor vehicles, used exclusively in connection with the embarking and disembarking of ships’ passengers or for loading and unloading ships’ mail, cargo, and passengers’ baggage, and used on a public highway only when proceeding unladen from one wharf to another wharf or from its usual place of storage to a wharf and returning to that place of storage

o) motor vehicles designed exclusively or principally as part of the armament of the New Zealand Defence Force

p) cable jinkers

q) front-end loaders

r) log skidders

s) tractor cranes

t) rough-terrain cranes

u) mobile crushing and screening plane machines, which are mounted on trailers

v) motor graders

w) motor scrapers

x) trailer scrapers

y) plant for servicing oil-filled cables

z) post debarkers

aa) saw bench apparatus

bb) forestry chippers

cc) tree feller bunchers

dd) trench diggers and excavators

ee) vehicles that are always used unladen on the road and that are designed exclusively for carrying earth or other bulk materials

ff) mobile concrete mixers that are mounted on tractors

gg) a vehicle that is similar in design, construction or purpose to a vehicle listed above that cannot be categorised by vehicle class.

 

3.3 Vehicle inspection

3.3.1 Inspecting a vehicle at the border (section 4.2 of the Rule)

The inspection of a vehicle at the border must be carried out in accordance with requirements and conditions imposed by the Transport Agency.

The vehicle inspection must be completed before a vehicle can be released from a customs-controlled area to the vehicle owner/importer. If the border inspection organisation wishes to use an alternative inspection procedure, they must contact the Transport Agency (Technical Support) for prior approval.

3.3.2 Information to be recorded at the border inspection (section 4.3 of the Rule)

A vehicle inspector or inspecting organisation must record and provide to the Transport Agency, or to other persons specified by the Transport Agency, the following information about a vehicle inspected.

a) its make, model, and vehicle identification number or chassis number

b) the name and address of its importer

c) its odometer reading

d) any obvious defects or damage identified in the inspection

e) left-hand drive

f) border inspection date

g) ship name

h) country of export and port of arrival

i) inspection site and inspector ID.

Note 1

When recording the VIN/’other VIN’ No. take the number from the manufacturer’s stamp (into bodywork/chassis of the vehicle) or the manufacturer’s ID plate.

Note 2

If it is not possible to record an odometer reading, write zeros in the odometer field on the check sheet.

Note 3

When checking the condition of the vehicle the following items shall be inspected but not necessarily in the order shown:

  • Engine compartment
  • Right side
  • Luggage cargo compartment
  • Left side
  • Under body or chassis frame
  • Passenger compartment.
Note 4

The vehicle inspector or inspecting organisation may refuse to inspect a vehicle because the vehicle is presented in such a condition that inspection is unreasonably difficult or cannot be completed (eg components covered in dirt, components missing etc), or

Note 5

Where the vehicle inspector requires further information in order to carry out an inspection, the inspector must reject the vehicle until the information has been obtained.

Note 6

The inspector ID is the person’s initials, followed by a sequential number which identifies the inspector.

Note 7

Used vehicles (imported from Japan) that have had the vehicle identifier partially or totally removed cannot be border inspected for the NZTA unless the vehicle has been re-identified by the Japanese Ministry of Land, Infrastructure and Transport (MLIT) and issued with an authentic Export Certificate that list the new identifiers.

 

3.4 Establishing whether a vehicle with damage needs to be flagged

To establish whether a vehicle with damage needs to be flagged:

Refer to Reference material 1 for guidelines for the detection of reportable damage on imported used vehicles.

 

3.5 Checksheets, photographs and affixing inspection sticker

All inspections shall be recorded on an electronic or paper based check sheet (see Reference material 7a or Reference material 7b) that has the prescribed information and signed by the inspector. All locations where the inspector observes indications of structural damage or deterioration shall be recorded and photographed. In most cases two photographs (usually a wide shot showing the whole front, rear, or side of vehicle and under-body shot) of the damaged/deteriorated area and a close up shot is required. One photo is OK if the damaged/deteriorated area can be clearly identified and the extent of the damage is obvious. The inspector can use their discretion to determine how many photos are required. The maximum number of photographs required for any vehicle would be four.

If requested, a copy of the checksheet must be supplied to the vehicle owner.

At the completion of the inspection, affix an ‘Border Inspected’ sticker to the wiper arm on the driver’s side of the vehicle.

Note 8

For motorcycles, place the inspection sticker onto the headlamp glass/lens.

 

3.6 Notification to the Transport Agency of the information collected at the border inspection

3.6.1 When the inspection has been completed the inspection organisation will notify the NZTA’s database.

See Reference material 2 for the data transfer process.

3.6.2 On a vehicle where any damage or deterioration has been detected, the inspector will be required to attach a label (NZTA notice to the Importer).

See Reference material 3 for a sample of the label. The label must be placed on the inside of the windscreen in the bottom right hand corner (when sighted from the driver’s seating position).

Note 9

For water-damaged vehicles, mark the vehicle with a large "W".

 

3.7 Vehicles presented for a border inspection after being released from customs

If a vehicle is presented for a border inspection after it has been released from customs there are additional requirements. Refer Reference material 9 for the additional inspection requirements.

 

3.8 Disputes

If an importer disputes the decision to report or flag damage they may present the vehicle to an approved Transport Agency entry inspector or repair certifier for re-consideration.

If an importer or owner dispute arises: report the incident to Transport Agency immediately.

 

3.9 Collecting fees

NZTA has a set regulatory fee (Section [8A of the Land Transport (Certification and Other Fees) Regulations 1999) for the border inspection process. The inspecting organisation will collect the $6.33 (incl. GST) fee as part of their invoice to the customer for the full inspection service.

For inspections carried out offshore, the border inspection fee will not include GST and will be $5.50 per vehicle.

The inspection organisation will be solely responsible for ensuring that the customer is charged the correct Transport Agency border inspection fee and that the fee is paid to the NZTA as specified in the flowchart below:

border check inspection invoicing procedure

4 Complaints

Encourage customers to direct any complaints to the inspecting organisation in the first instance.

To ensure that all written complaints are investigated, the inspecting organisation must maintain an effective complaints management process and provide the following:

a) a clear and concise statement that recognises the positive value of complaints

b) clear and concise instructions to all customers on how to register a complaint. This can be accomplished in several ways, for example:

  • a clear notice visibly displayed on the workplace wall
  • a clear statement on any receipt or invoice issued
  • a clear statement on the inspecting organisation’s checksheet

c) a straightforward explanation of the expected standards for resolution and the customer’s right to appeal to the NZTA if they are dissatisfied with the proposed resolution

d) documentation of complaint investigations, prepared in accordance with the Border inspection organisation’s (BIOs) manual so that details of the investigation can be readily checked

e) acknowledgment in writing of all written complaints within three working days, with the investigation completed and a resolution proposed to the complainant within 20 working days, of the complaint being made

f) a record of all complaints, both verbal and written, recorded in accordance with the BIOs manual

g) directions, for any customer who wishes to make a complaint or appeal a decision made by an inspecting organisation, to use the NZTA free phone 0800 699 000.

5 Inspection premises and equipment

5.1 The inspector must carry out the border inspection in an inspection area that:

a) enables a safe and thorough inspection

b) is situated within a structure that has a roof and sides, and:

i. is of sufficient dimensions to enable the efficient and thorough inspection of any vehicle

ii. is on ground that is constructed of a material that will remain firm in all weather conditions

iii. is on ground that is even and level (the ground will be considered level when it can be demonstrated that a vehicle will remain stationary with all brakes released)

iv. is sufficiently clear of structural and equipment intrusions (other than those necessary for the inspection process) to enable the efficient and thorough inspection of any vehicle.

v. is provided with sufficient lighting to enable good visibility of the vehicle being inspected and the equipment used in the inspection process.

Note 1

The upper body and internal inspection can be carried out in an open area if the weather condition and natural light is good. When the weather is bad (rain and snow) and the natural lighting is poor the upper body and internal inspections must be carried out in the inspection area detailed in section 5.1 (above).

5.2 The inspection area must provide the following equipment for the inspector to use as required:

a) an inspection hoist, pit or ramp that enables the efficient and thorough close visual inspection of the complete vehicle underbody

b) an industrial-quality, hand-held inspection lamp (500 lux minimum)

c) a digital camera which is capable of taking photos that meet the following specifications:

  • 640 x 480 pixels in size
  • RGB, 24 bits per pixel
  • Minimum DPI of 72, maximum of 180.
5.3 Compliance with statutory requirements

It is the inspection organisation’s responsibility to ensure that the premises and equipment comply with: occupational safety and health requirements and any other relevant acts, regulations and local bylaws.

5.4 Other requirements and considerations

The computer equipment, and document storage must be located and operated from a location where the public does not have access when staff are not present.

Inspection area lighting should conform to New Zealand standard code of practice for interior lighting design (NZS 6703:1984), or subsequent amendments. The code of practice establishes performance requirements for specific workplace lighting.

6 Appointments

Vehicle inspectors

To allow the inspecting organisation(s) to ensure continuity of service provision, vehicle inspectors will not be appointed by the NZTA. The approved inspection organisations(s) will have permission to delegate employees as vehicle inspectors if they meet and maintain the minimum NZTA vehicle inspector requirements. It will be a responsibility of the inspection organisation to track, monitor, record, audit and train the vehicle inspectors.

The vehicle inspector must:

a) demonstrate a comprehensive knowledge of the requirements in the VIRM: Border inspection of imported used vehicles, sufficient to inspect a vehicle at the border

b) have attended an approved two-day course in structural integrity and energy management, and achieve the required pass standard

c) be a fit and proper person (section 2.6 of the Rule). Refer to the NZTA’s fit and proper person guidelines for inspection organisations and vehicle inspectors

d) be physically capable of carrying out the border inspection process

e) be able to pass a basic eyesight test.

7 Definitions and abbreviations

NZTA

means the NZ Transport Agency

Make

in relation to a motor vehicle, means the name given for market identification to a group or groups of motor vehicles by a company or organisation which owns that name.

New motor vehicle

means a motor vehicle, which is not a used motor vehicle.

Structural damage

Includes any of the following:

  • distortion or buckling of panels or pressings forming part of the unitary body construction, which causes misalignment from the original state.
  • corrosion of panels, pressings or welds in the unitary body structure which degrades the strength of the structure.
  • deformation in the crush zones; cracking in or adjacent to welds; misalignment of the suspension or damaged to the attachment points to the body structure.
  • cracking or deformation of cross members, sills or chassis rails.
  • misalignment, deformation, cracking or corrosion of a separate chassis frame.

Used motor vehicle

means a motor vehicle, which has been:

  • supplied to the consumer market and sold; or
  • used as a demonstration, test or courtesy vehicle by its manufacturer or importer; or
  • used for training or testing purposes; or
  • previously registered or licensed.

Reference materials

1 Guidelines for the detection of reportable damage on imported used vehicles (excl motorcycles)


1 Introduction

This guide is designed to provide foundation material to assist vehicle inspectors in the requirements for inspecting imported used motor vehicles; and the identification, recording, and flagging of structural damage.

The use of diagrams and photographs is used to support the written standards listed in the guide and illustrates:

  • structural areas of unibody and body-over-frame vehicles
  • energy management paths
  • examples of the types of structural damage that needs to be reported.
Note: Refer to Reference material 10 for guidance on the inspection of motorcycles.

2 Purpose

The purpose of the guide is to provide vehicle inspectors with reference material stipulating the standards for reportable structural damage, supporting information, and to assist in the decision-making process when an imported used vehicle must be reported to the NZTA (or ‘flagged’).

Exclusions to flagging of structural parts, ie those that do not require reporting are described and explained.

This guide also gives examples of ‘minor’ damage, which would be considered as cosmetic, and do not require reporting to the NZTA.

3 Overview – Structural parts: Unibody chassis

5

1 Inner guard8 Cant rail15 Rear seat floor22 Front bumper
2 Upper chassis rail (reinforcer)9 Roof (not shown)16 B pillar23 Spare wheel well
3 Strut tower10 C pillar (upper)17 Floor24 Tunnel (longitudinal)
4 A pillar (upper)11 Rear panel18 Sill (rocker panel)25 Rear seat cross beam
5 Windscreen header12 Rear ¼ panel19 A pillar (lower)26 Rear suspension cross beam
6 Roof stiffener13 Boot floor20 Bulkhead 
7 Parcel tray14 Rear seat back21 Lower (engine) chassis rail 

5

5

4 Overview – Structural parts: Body-over-frame chassis

5

5 Overview – Energy management path

5

The structural integrity of the passenger safety cell is a key feature of motor-vehicle design.

  • Front and rear structural parts are designed to absorb or manage collision energy by collapsing in pre-determined areas called crush zones.
  • Crush zones are built into the front and rear of the vehicle in the form of holes, slots, dimples, convolutions, or hydro-formed tailored blanks.
  • Bonnets are designed to buckle and avoid windscreen penetration, and also minimise pedestrian injury.
  • The unibody structure is designed to route collision energy around the passengers; with the passenger safety cell the last area to deform in a crash where collision energy exceeds the design.

6 Criteria for reporting structural damage or corrosion

The following information gives guidance to vehicle inspectors in determining whether or not a light vehicle (including motorcycles where applicable) undergoing border inspection requires reporting.

Applicable legislation

Vehicles to which this section applies must be inspected by a vehicle inspector or inspecting organisation appointed under 2.2(1)(k) in accordance with requirements and conditions imposed by the NZTA under 2.3.

The criteria detailed below must be used when deciding if any damage or corrosion should be reported. All damage meeting this criteria and found in the energy management path areas must be reported.

The important distinction when applying these criteria is:

  • Whether the area identified as damaged by impact, previous repair, or corrosion is structural or cosmetic, and
  • Whether the extent of damage is sufficient to compromise the structural integrity of the motor vehicle, or
  • Whether evidence of damage, previous damage repair, or heat damage is present in a structural area, or energy management path of the motor vehicle.

Photographs illustrating examples of structural damage and corrosion are shown in Reference material 5.

Under-body impact damage

A vehicle must be reported if it has underbody damage as a result of a collision with a substantial object, sufficient to cause the splitting of seam welds, distortion of suspension members or mounting points, or tearing of metal structures, excluding floorpan stiffeners (Note 1).

Note 1

When distinguishing between floorpan stiffening members and cross-members, note that a member that runs through the line of a seat or occupant area will not be an energy absorbing member (ie its purpose is to reinforce the floorpan), while a member that runs alongside a seat or occupant area should be treated as an energy absorbing member (ie a chassis rail).

Denting or distortion
  • A vehicle must be reported if there is any discernible denting or distortion to the folds or swages in the dog leg, sill panel or structure of the inner/outer sill weld seam, other than minor scraping.
  • A vehicle must be reported if rocker panels (outer sills) are dented or creased lengthways along the sill and the depth of the crease exceeds 25mm.
  • A vehicle must be reported if rocker panels (outer sills) are vertically dented or creased across the sill regardless of the depth of the crease or dent.
Outer sills cross section and rocker panels

5

5

Crush zones and kick-up areas

A vehicle must be reported if there is distortion of the longitudinal rails affecting the front and rear crush zones and kick-up areas.

Crossmembers

A vehicle must be reported if there is denting or distortion of the crossmember as a result of collision with an object.

Cracking

A vehicle must be reported if there is cracking in:

  • the unibody chassis
  • any crossmembers and subframes
  • a load bearing member, or energy management paths in unibody structures
  • the body of a vehicle with a body-over-frame chassis in the energy management paths, engine mounts, suspension mounts, body mounts, pillars, or sills.
Repaired damage

A vehicle must be reported if signs of fresh repair, rust prevention or under-sealing to any part of the vehicle structure are evident.

Supplementary Restraint System (SRS): Airbags and seatbelt pretensioners

A vehicle must be reported if it has a deployed airbag or seatbelt pretensioner, or there is evidence of repairs to or tampering with airbag module covers. (including colour variations in plastic covers to steering wheels, dash panels, interior trim, or non-original stitching to seat mounted airbags). A vehicle must be reported if the SRS warning light stays illuminated when the engine is running.

Water damage, fire damage or other written off vehicles

A vehicle must be reported if there is evidence that it has suffered water damage, fire damage or the veicle has been written off (Note 2).

Note 2

For the purposes of the border inspection, evidence of water or fire damage may be physical evidence, or it may be that the vehicle has been written-off for insurance purposes as a result of water, fire or other damage.

Corrosion Damage
  • Corrosion damage is where the metal has been eaten away, which is evident by pitting. The outward signs of such corrosion damage are typically displayed by the swelling of a panel between spot welds, or lifting or bubbling of paint. In extreme cases, the area affected by the corrosion damage will fall out and leave a hole.
    A vehicle must be reported if there is corrosion damage in any structural area, as indicated in the shaded areas of Figure 1-1-1.
Note 3

For the purposes of the border inspection, corrosion damage includes any signs of ‘rust bleed’. Rust bleed is a rust coloured stain or mark that appears around an area of corrosion that may not be visible. Rust bleed is most commonly found where panels join or overlap when corrosion has started between the two surfaces and moisture has caused a rust stain or mark to run onto the external surface.

  • Perforated corrosion is where the metal is corroded to the extent that it has holes, or holes are exposed when rust scale is removed. If metal is badly pitted causing a loss of metal thickness it must also be treated as perforated corrosion.

If there is perforated corrosion in any other (non-structural) area, as indicated in the non-shaded areas of Figure 1-1-1, the vehicle requires to be reported.

Figure 1-1-1. Structural corrosion damage limits
5

Corrosion, or the repair of corrosion on ‘bolt on’ parts (doors, bonnets, and boot lids)
within a 150mmcircle around the outside of hinge or latch components will require to
be reported. These ‘no corrosion’ zones are circled in Figure 1-1-2.

Figure 1-1-2. Hinge and latch anchorage corrosion damage limits
5

7 Cosmetic damage

Cosmetic damage to the motor vehicle’s outer body panels is permitted, providing it does not affect the structural integrity of chassis, the energy management paths, or any of the bonded or welded seams or joints as a result of the manufacturing process.

Cosmetic parts on a unibody chassis are generally bolt on items such as the front guard, boot-lid, and in most cases the doors.

Photographs illustrating examples of cosmetic damage are shown in Reference material 6.

Inspection

A list of specific types of damage follows. It explains the extent to which damage is allowed before a vehicle must be reported.

Underbody impact damage
  • A vehicle does not require reporting if it has minor underbody impact damage as a result of ‘grounding’ the vehicle or some scraping of the sill seams.
  • A vehicle does not require reporting if there is crushing or tearing of floorpan stiffening members (Note 4), provided it does not affect any internal cross-members designed for side-impact protection.
Note 4

When distinguishing between floorpan stiffening members and cross-members, note that a member that runs through the line of a seat or occupant area will not be an energy absorbing member (ie its purpose is to reinforce the floorpan), while a member that runs alongside a seat or occupant area should be treated as an energy absorbing member (ie a chassis rail).

Denting or distortion

A vehicle does not require reporting if rocker panels (outer sills) are dented or creased lengthways along the sill to a depth of less than 25mm.

Cross-members

A vehicle does not require reporting if it has minor jacking damage to a cross-member, provided there is no indication of loss of steering or suspension alignment.

Repaired damage

A vehicle with repaired damage does not require reporting if repairs are only to correct cosmetic damage to the outer body panels, provided the vehicle inspector is able to discern the extent of the damage and confirm that none of the vehicle manufacturer’s seams or joints have been disturbed during the repair.

Entry vehicles with known corrosion problems
Mitsubishi

Diamante:Floor/front strut towers

Legnum: Under body/Strut towers

Lancer Evo: Rear rails

Delica van: Front rails

Nissan

Safari: Floor/front and rear cross members/radiator support panels

Terrano: Floor area

Mistral: Floor area

Pulsar: Under body and inner floor/sill joint

Mazda

Demio: Front cross member

MPV: Rear chassis rail

8 Ancillary Procedures

Doubt regarding damage status

If after completing the check on the vehicle there is any doubt whether to report the damage found, the following approach should be applied.

IF IN DOUBT DO NOT REPORT THE DAMAGE

Exceptions to flagging of structural parts

The front windscreen and all other glass is a structural part in the Unibody chassis, and modern (light) Body-over-frame chassis. For the purpose of entry-level inspection, the glass is not to be flagged as a damaged structural item, unless the cause of the windscreen damage can be attributed to airbag deployment or other structural damage that must also be flagged.

2 Border inspection system guidelines


1 System guidelines overview

Border inspection system

The purpose of the border inspection system is to record the data collected by service providers when border inspections are performed on used vehicles intended to be imported into New Zealand.

Entering border inspection records

Border inspection records can be entered individually through a user interface, or stored in a batch file and uploaded to the system via the border inspection system homepage.

A border inspection record must be entered within 48 hours of the inspection being carried out for vehicles inspected in New Zealand and within five days after the ship has departed for vehicles inspected offshore.

Access to methods of entering records

Access to both methods of entering a record is via the homepage of the border inspection system website.

Duplicate records will not be accepted.

Note: To increase the font size in the system, select and hold Control (Ctrl) whilst simultaneously rolling the scroll wheel on your mouse.

Logging into the system

Refer to the Accessing and logging into the system section for instructions on how to access the NZTA online services and log in to the border inspection system.

Border inspection system homepage

5

Attachments

Border inspection records may include attachments; attachments may be a combination of images and one water damage report. Refer to the Attachments section for further information about attachments and their specifications.

Contact details

To access NZTA contact details, hover your mouse over Contact Us at the top right-hand side of the screen. The message will refer you to the VIRM, page 2-1 for the relevant NZTA contact details.

1.1-BI-home-screen-contact-us

2 Accessing and logging into the system

Logging into the border inspection system
Step Action
1

Open a new explorer window and enter the following URL:

https://glsgwpro01.transactpro.nzta.govt.nz/portal/Portal.aspx

2

This will provide access to the NZTA online services access point:

 5

3 Click on Log on
4

The following window will open:

 5

5 Enter your username and password and click on Log on
6
If Then...
the log-in is successful the border inspection system homepage will display (refer to Step 7 for a screenshot)
the log-in is not successful an error message will display (refer to Step 8 for a screenshot)
7

The border inspection system homepage:

5

8

The unsuccessful log-in error message:

5

3 Entering an individual record

Creating a new record
Step Action
1

On the homepage, create a new record by using one of the methods below:

  • click on the I need to create a new Border Inspection Record button in the middle of the screen, or
  • select the Manage records tab at the top left of the screen and select Create New Record from the list on the left-hand side of the screen.

5

2

A new window will open and display the following form:

5

3

Complete the necessary fields.

Note: Refer to the Completing the form section for additional information about entering details.

4 When all fields have been completed and all attachments (if necessary) have been added, to save the record, click on OK.
 

4 Completing the form

Standard mandatory fields

In the Create New Record screen, any field that is preceded by an * is a mandatory field and must be populated before the record is submitted.

The following fields are mandatory:

  • Identifier
  • Make: select from a drop-down list
  • Model: free text
  • Inspector ID: free text
  • Inspection Date: select using the calendar picker
  • Left Hand Drive: automatically defaults to ‘No’
  • Border Odometer: must contain a value greater than, or equal to, zero
  • Site: select from a drop-down list
  • Importers Name: free text
  • Importers Address: free text
  • Ship Name: free text
  • Port of Arrival: select from a drop-down list
  • Country of Import: select from a drop-down list
  • Damage: automatically defaults to ‘No’.
Additional notes for vehicle section
  • Identifier: at least one identifier must be entered for a record. Either:
    • VIN ISO, or
    • Other VIN

Do not enter a vehicle identifier into the ‘Chassis’ field.

  • Make: if you select Other in the Make drop-down list, enter the make details for the record in the Other Make box.
Note 1

VIN ISO:

  • cannot include: ‘O’ for Oscar, ‘I’ for India or ‘Q’ for Quebec
  • must be 17 characters in length
  • must not have a dash (-) entered in the number.
Note 2

A Japanese domestic VIN will always have a dash (-) somewhere in the VIN.

Additional notes for inspection section
  • Inspector ID: Use the person’s initials followed by a sequential number which identifies the inspector.
  • Inspection date: the inspection date must be entered as yyyy/mm/dd. Select a date by using the date picker icon to the right of the Inspection Date box.

    Note: The date cannot be in the future.
  • Border Odometer: border odometer readings must be values that are equal to or greater than zero. If no odometer reading can be recorded, enter ‘00000’
  • Site: if you select Other in the Site drop-down list, enter the site details for the record in the Other Site box.
  • Ship name: If you want to record the voyage number, use this field following the name of the ship, eg Transfuture 6 (VOY 48)
  • Port of Arrival: if you select Other in the Port of Arrival drop-down list, enter the port details for the record in the Details of Other Port box.
  • Country of import: this is the country that the vehicle was exported from.
  • Damage: if the No button is selected, the Damage section will not appear and no further fields need to be completed. If the Yes button is selected, further fields related to damage will appear enabling notes, photos and/or water damage reports to be attached to the record. Refer to the Entering further information if the vehicle is damaged section for further details.

5 Entering further information if the vehicle is damaged

Create new record screen with additional damage fields

5

Mandatory fields for damage information

If the vehicle has been damaged, the following fields are mandatory:

  • Damage
  • Structure Damage
  • SRS Damage
  • Fire Damage
  • Water Damage
  • Damage Notes
  • Damage Photo 1.
Additional notes for the damage fields
  • Damage: if you select the Yes button, you must supply at least one photo with the record showing the damage to the vehicle. Refer to Damage Photo 1 bullet point below.
  • Damage notes: when entering damage notes, select from the following list to describe the type of damage and where the damage is on the vehicle.

Damage

Rust

External

Underbody

Internal

Front

Rear

Side

Left

Right

Note: When a modified vehicle is flagged, record in the notes "suspect modification to the vehicle".

  • Water Damage: if you select the Yes button, you must supply a water damage report with the record. Refer to Water Damage Report bullet point below.
  • Damage Photo 1: click on Browse… to locate the photos to be attached.

Note: Photo pixels must not exceed 640 x 480 pixels. Minimum of two photos must be attached.

  • Water Damage Report: click on Browse… to locate the file to be attached
  • Refer to the Attachmentssection for detailed specifications for photographs and reports.

6 Entering multiple border inspection records (batch files)

Introduction

Multiple border inspection records can be loaded in an .xml file and submitted for upload to the border inspection system.

Uploading a batch file
Step Action
1

On the homepage, upload a batch file by using one of the methods below:

  • click on the I need to upload a batch file button in the middle of the screen, or
  • select the Manage records tab at the top left of the screen and select Upload Batch File from the list on the left-hand side of the screen:

5

2

A new window will open requesting that you select a file to upload:

5

3 Click on Browse… to locate the batch file stored on your system.
4 After you have selected the relevant file, click on OK.
Batch file specifications
  • The file must be supplied in an xml format that meets the NZ Transport Agency (NZTA) border inspection schema. For a copy of the schema, refer to the technical specifications that were supplied with your NZTA contract.
  • Images and jpegs are to be incorporated as part of the inspection record and included in the xml file
  • The following fields must be populated in upper case:

» UnknownMake (eg KAMAKUSA)

» ImporterName (eg FAST CARS INC)

  • The following fields must be populated in title case:

» UnknownPort (eg Whanganui, not whanganui or WHANGANUI)

» UnknownSite (eg Pokeno, not pokeno or POKENO).

7 Adding additional images to an existing record

Overview
  • An additional four images may be added to an existing border inspection record
  • Additional images must be located, selected and then submitted for inclusion with an existing inspection record
  • Additional images can only be uploaded to one inspection record at a time.
Adding additional images
Step Action
1

On the homepage, add additional images by using one of the methods below:

  • click on the I need to submit images button in the middle of the screen, or
  • select the Manage records tab at the top left of the screen and select Submit additional images from the list on the left-hand side of the screen:

 5

2

A new window will open that provides browser capability to enable additional images to be selected:

5

3

Enter the Identifier associated to the existing inspection record that you wish to add the images to.

This will be either:

  • VIN ISO, or
  • Other VIN.

Note: VIN ISO cannot include: ‘O’ for Oscar, ‘I’ for India or ‘Q’ for Quebec, and must be 17 characters in length.

4

Next to Image 1, click on Browse… to locate the image to be uploaded.

Refer to the Attachments section for attachment specifications.

5 Once selected, the name of the image for uploading will be displayed in the Image 1 box.
6 Use the Image 2, 3 and 4 boxes to upload more images, if necessary, clicking on Browse… beside each box to locate the images to be uploaded.
7 After you have uploaded all necessary images, click on OK.

8 Attachments

Water damage report

When a record indicates that the vehicle has water damage, a water damage report must be included. This is stored as a jpeg file and submitted with the initial record:

  • only one water damage report is permitted for inclusion with a record
  • a water damage report cannot be submitted as an additional attachment after the initial record has been entered into the system.

See Reference material 4 for a copy of the water damage report form.

Technical specifications – water damage report

A water damage report jpeg must be a minimum size of 200kb and cannot exceed 400kb.

Photos

When a record indicates that the vehicle has damage, it must have at least one photo attached when the initial record is submitted:

  • up to four images can be loaded with the initial record and another four images can be loaded separately for the record after the initial submission.
Technical specifications – photos

All photos supplied with records must meet the following specifications. Each image must:

  • be formatted as a JPEG
  • 640 x 480 pixels in size
  • RGB, 24 bits per pixel
  • Minimum DPI of 72, maximum of 180.

9 Example error messages (screenshots)

Error messages

When insufficient or incorrect information is entered by the user, an error message will display.

The message appears at the top of the page in red font and fields that require populating are also highlighted in red.

Example 1: Create new record

5

Example 2: Create new record

5

Example 3: Submit additional images

5

3 Notice to the importer

5

4 Report on water damaged vehicles

Water damage report (PDF)

Published: February 2013 Version: 2

5 

5 Examples of major structural damage and corrosion

5-1 Under-body damage: Crushing of floor pan stiffening members

The damage in these images is within the threshold and do not need repair certification (the damage is non-structural)

5

5

5

crush 4

5

crush 4

5-2 Under body damage: Splitting of seam wells

5

crush 4

crush 4

5-3 Under body damage: Tearing of the metal

5

crush 4

crush 4

5-4 Damage to rocker panels

5

5

5

crush 4

5

crush 4

crush 4

5 

5

5 

5 

5 

5-5 Rear quarter/dogleg

5

5

5

crush 4

5

crush 4

5 

5 

5 

5 

5 

5-6 Dogleg flag

Look for discrepancies in the door gap.

5

5

crush 4

5

5

5

5 

5

5 

5 

5-7 Distortion to longitudinal rails: Front and rear crush zones

5

5

5 

5 

5-8 Collision damage to steering or suspension components

5

5

5

crush 4

5

5

5-9 Damage to the vehicle’s outer body panels: Seam or joint integrity

Damage to the vehicle’s outer body panels which affect the integrity of any of the seams or joints installed by the vehicle manufacturer (and may have also caused secondary damage - further inspection may be required)

5

5 

crush 4

crush 4

5

5-10 Corrosion which has resulted in perforation or flaking of the metal: Nissan Terrano and Mistral

When inspecting Nissan Terranos or Mistrals always check for corrosion of the floor under the rear seat (examples are shown in the first three photos below).

5

5

crush 4

5

crush 4

crush 4

5

5

 

5-11 Water damaged vehicles

5

crush 4

5

crush 4

crush 4

5

5-12 Heat and fire damaged vehicles

5

crush 4

5

crush 4

5-13 Examples of repairs

5

crush 4

5

crush 4

crush 4

5

crush 4

5

5

6 Examples of minor non-structural cosmetic damage

6-1 Front guards

crush 4

crush 4

5

crush 4

crush 4

5

6-2 Sills/rocker panels (minor damage)

crush 4

crush 4

5

crush 4

crush 4

5



6-3 Minor/cosmetic damage: Rear quarter panel and dogleg

crush 4

crush 4

5

crush 4

crush 4

5

crush 4

crush 4

7a Checksheet specifications (vehicles inspected in NZ)

Overview

The Transport Agency preference is to have one standard checksheet that is used by all border inspection service providers.

General requirements applicable to all checksheets
  • The checksheet must contain an ‘Appointed by NZ Transport Agency’ logo. Please refer to the latest version of the NZ Transport Agency Visual Brand Guidelines for requirements for the use of the logo.
  • The checksheet must contain the version number and/or version date of the checksheet (eg 5/09, indicating that the checksheet was last approved/changed in May 2009).
  • The checksheet must include the following information:
    • The words: ‘Complaints regarding border inspection issues should be first directed to the border inspection organisation’. Additional words may be added to the checksheet to meet the requirements for complaint statements contained in the Introduction section of the VIRM.
    • The words ‘NZ Transport Agency reserves the right to recheck any vehicle following an inspection.’
Items to be on the checksheet
  • The checksheet shall contain all the items to be recorded and checked by the vehicle inspector during a border inspection.
  • Any additional items included must be relevant to the inspection requirements in the VIRM.
Items required to be recorded on all checksheets
  • Inspecting Organisation name
  • Address where inspection was carried out
  • Vehicle Make
  • Vehicle Model
  • Vessel Name
  • Voyage number (optional)
  • Vehicle Identification Number (VIN)
  • Inspection date
  • Vehicle Inspector’s name
  • Vehicle Inspector’s signature
  • Indication of vehicle structural inspection pass or fail
  • Diagram of vehicle/s
  • For damaged vehicles a check list (see below) detailing type of damage and where damage is located on the vehicle
    • Damage
    • Rust
    • External
    • Under body
    • Internal
    • Front
    • Rear
    • Side
    • Left
    • Right
  • Odometer reading
  • Left-hand-drive/right-hand-drive
  • Provision for notes to be recorded.

7b Checksheet specifications (vehicles inspected outside NZ)

Overview

The NZTA preference is to have one standard checksheet that is used by all border inspection service providers.

General requirements applicable to all checksheets
  • The checksheet must contain an ‘Appointed by NZ Transport Agency’ logo. Please refer to the latest version of the NZ Transport Agency Visual identity guidelines via this link for requirements for the use of the logo.
  • The checksheet must contain the version number and/or version date of the checksheet (eg 5/09, indicating that the checksheet was last approved/changed in May 2009).
  • The checksheet must include the following information:
    • The words: ‘Complaints regarding border inspection issues should be first directed to the border inspection organisation’. Additional words may be added to the checksheet to meet the requirements for complaint statements contained in the Introduction section of the VIRM.
    • The words ‘NZ Transport Agency reserves the right to recheck any vehicle following an inspection.’
Items to be on the checksheet
  • The checksheet shall contain all the items to be recorded and checked by the vehicle inspector during a border inspection.
  • Any additional items included must be relevant to the inspection requirements in the VIRM.
Items required to be recorded on all checksheets
  • Inspecting Organisation name
  • Address where inspection was carried out
  • Vehicle Make
  • Vehicle Model
  • Vehicle Identification Number (VIN)
  • Inspection date
  • Vehicle Inspector’s name
  • Vehicle Inspector’s signature
  • Indication of vehicle structural inspection pass or fail
  • Diagram of vehicle/s
  • For damaged vehicles a check list (see below) detailing type of damage and where damage is located on the vehicle
    • Damage
    • Rust
    • External
    • Under body
    • Internal
    • Front
    • Rear
    • Side
    • Left
    • Right
  • Odometer reading
  • Left-hand-drive/right-hand-drive
  • Provision for notes to be recorded.

8 The NZTA-inspected sticker

Shown below is an example of the "NZTA-inspected" sticker.

  • Note that logos of the Border Inspection organisation will be in the bottom right corner.

5

9 Procedure for inspecting vehicles ... without having the NZTA border inspection

Procedure for inspecting vehicles that have been released from a Customs controlled area (CCA) or  MPI transitional facility (TF) without having the NZTA border inspection

Before carrying out the NZTA border inspection the following procedures must be followed:

  1. Verify the date when the vehicle arrived in New Zealand by sighting either a Customs clearance document or a MPI bio-security clearance certificate.
  2. Inspect the vehicle to verify that the vehicle identification number (VIN) is the original identifier that was fitted by the vehicle manufacturer.
  3. Carry out the NZTA border inspection and data transfer process.
  4. Collect the NZTA border inspection fee as part of the cost of inspection.

10 Inspection of motorcycles

When inspecting motorbikes the areas to inspect are:

The front forks, and their operation
  • This is done by pushing down on the front forks of the bike and watching the fork operation
  • Make sure the operation is smooth
  • Make sure there is no binding felt when doing this.
Steering head area for misalignment
  • Carry out a good inspection of this area, making sure the head angle is per factory and not bent, pushed back or fractured.
The motorbike frame
  • Look for previous repairs as well as existing damage
  • This is carried out by a good general inspection of the frame and factory welded joins and seams. You’re looking for stress markings in the weld or seam areas and or signs of previous repairs such as file marks miss matched paint or existing damage.
 Figure 10-1-1. VIN number location

5 

VIN number is found on the steering head, stamped into the metal.

 

Figure 10-1-2. Plastic flarings

5 

Modern motorbikes have a lot of plastic flarings covering the frame.

It is important that the inspector check behind these flaring’s for damage.

 

Figure 10-1-3. Stripped down bike frame

 5

 

Figure 10-1-4. Check the frame

5 

Check frame for damage