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Track and Trace

ACS provides guidance on track and trace regulations, but we are not responsible for registering retailers or providing codes.

To register for track and trace, visit eutpd.uk.delarue.com

The tobacco ‘track and trace’ regulations are part of the EU Revised Tobacco Products Directive (2014/40/EU). These regulations came into effect in the UK on 20th May 2019. As the UK has now left the EU, at the end of the transition period on 31st December 2020, the UK will lose access to the EU tracking system. The UK will continue to operate the Track and Trace system and data will be routed and captured in a new UK data repository, provided by De La Rue, the current UK ID issuer.


Changes to Track and Trace following EU Exit

Retailers that only sell tobacco products to the public and do not currently submit tracking data to the EU system via scanning equipment provided by suppliers (see ‘Further Information’ section below) can continue to use their current codes and do not need to take any action. New retailers registering to sell tobacco should do so via the new UK repository website: eutpd.uk.delarue.com.

Businesses that currently track and submit data for the movement of and financial transactions for cigarettes and hand rolling tobacco in Great Britain will need to submit this to the new UK system. Businesses who track and submit data for tobacco products in Northern Ireland will need to submit this to both the UK and EU systems.

These regulations are not affected by whether the UK and EU agree a trade deal.

ACS’ guidance for retailers to help them comply with tobacco track and trace is available here.


Retailer Obligations

As of 20th May, retailers must have an Economic Operator Identifier Code (registered to their business) and a Facility Identifier Code (for each store or premises which stores tobacco) to purchase cigarettes and hand-rolling tobacco products with unique identifier codes.

To obtain an Economic Operator Identifier Code and Facility Identifier Codes, new retailers must apply via the ID issuer website.  

Retailers have no obligation to scan or track tobacco products that they receive in-store. The supplier only has the requirement to scan cigarettes and hand-rolling tobacco out of depot.


Economic operators

Economic operators based in Great Britain who currently scan and submit data to the EU system need to speak with their scanning equipment solution providers to adjust the URL so that data is sent to the UK gateway rather than the EU router. Economic operators In Northern Ireland will need to ensure that data is sent to the UK gateway as well as the EU router. These changes must have been completed by 31st December 2020 in order to access the UK gateway.

You will need to ensure that the full address details, including the postcodes, for your economic operator and facility IDs in Northern Ireland are correct on the De La Rue ID Issuer website by 16th December 2020.

For detailed information about movements to Northern Ireland, and the rules around disaggregation of product, please contact Eleanor.O’Connell@acs.org.uk.


FAQs:

Do I need to have more than one code?

Yes.

Retailers must have an Economic Operator Identifier Code to register their business AND a Facility Identifier Code to register each of their stores or premises which stores tobacco. 

If you have multiple stores you should make sure that each store has its own Facility Identifier Code. If you have multiple stores and only have one Facility Identifier Code, you are in breach of the regulations. 

Can wholesalers apply for identifier codes on behalf of retailers?

Third parties, including wholesalers, can apply for the Economic Operator Identifier Code and Facility Identifier Code(s) on behalf of independent retailers. However, it is up to each wholesaler to determine whether they will offer this service to their customers and it is still the retailer’s responsibility to ensure that they have their identifier codes. Regardless of who applies for the code, retailers can trade with any wholesaler to purchase tobacco.


Application Process FAQs

How can I apply for my codes?

Existing tobacco retailers should already be in possession of their codes to be compliant with the regulation as of 20th May 2019. To obtain codes, retailers must apply to the government appointed ID issuer.

Retailers can apply for their identifier codes on De La Rue’s (government appointed ID issuer) website: https://eutpd.uk.delarue.com

How do I log in to apply for my Facility Identifier Code(s)?

Once you have received your Economic Operator Identifier Code email. You need to apply for your Facility Identifier Codes. You can do this by logging into the De La Rue web portal.

To log in, return to the De La Rue website (https://eutpd.uk.delarue.com) and click forgot your password. This will set your password for the first time. Once you have reset your password you can login to the web portal.

How much will it cost to apply for an Economic Operator Identifier Code and Facility Identifier Codes?

There are no fees to obtain an Economic Operator Identifier Code or Facility Identifier Code(s).

What do I do if I’m receiving form errors?

Those who are having technical issues with the application process are advised to contact De La Rue:

What information do retailers need to provide to create an account and apply for their Economic Operator Identifier Code?

Retailers only need to complete the mandatory fields on the ‘create an account’ form, these include: company name, address, type (retailer), tax number (or VAT number), user email, user first name, user last name, user telephone. Optional fields should be left blank, including Global Location Number. Retailers should leave all the sliding options grey.

Do retailers need to input a two digit country code at the start of their VAT number?

Yes – GB for those in Great Britain.

XI will be used for Northern Ireland from 1st January 2021. De La Rue will be updating the register to change the country codes to XI on behalf of Economic Operators and facilities in Northern Ireland before the end of the transition period.

Do retailers need more than one Economic Operator Identifier Code?

Retailers need an Economic Operator Identifier Code if their business trades tobacco. If a retailer has two stores which are registered to businesses which have two different VAT numbers, the retailer must have two Economic Operator Identifier Codes.

What should retailers do if their user activation or password link does not work?

Retailers only have 48 hours to click on the link in the email from De La Rue to finalise registration and activate the related user. If this time has surpassed, the activation link will not work and retailers will not be able to log in. If the link has timed out, retailers should email CustomerCareCentre@delarue.com to ask for another activation link.

How long do retailers’ passwords need to be?

At least 15 characters, with at least: one uppercase letter, one number and one special character.

What information do retailers need to apply for their Facility Identifier Code?

Retailers only need to complete the mandatory fields on the ‘create an account’ form, these include: company name, address, type (retailer), tax number (or VAT number), user email, user first name, user last name, user telephone. Optional fields should be left blank, including Global Location Number. Retailers should leave all the sliding options grey.

 Where can retailers’ see their codes on the web portal?

Retailers can view their Economic Operator Identifier Code by clicking the Economic Operator tab on the left side of the dashboard screen. To view the Facility Identifier Code, retailers need to click on the Facilities tab on the left side of the dashboard screen then click the store name of the Facility Identifier Code they wish to view.

 What do retailers need to do once they have received their codes?

Once retailers have obtained their identifier codes, they will need to keep record of them and share them with the wholesalers which they purchase tobacco from upon request. Retailers can also ask their wholesaler or tobacco supplier for more information on how and when they should share their codes.  


Further Information

What is track and trace?

As of 20th May 2019, tobacco manufacturers are required to provide unique identifier codes on cigarettes and hand-rolling tobacco products.

Cigarettes and hand rolling tobacco must also be tracked through the supply chain. This means that distributors, wholesalers and retailers with distribution centres are required to scan these products in and out of their warehouses.

When retailers are purchasing cigarettes and hand-rolling tobacco with unique identifier codes, they will be required to have an Economic Operator Identifier Code and a Facility Identifier Code so that the supplier can track the business and store that those products are moving to.

Is it just manufacturers and wholesalers that are required to scan products? What do I need to do if I move tobacco products from one of my stores to another?

Retailers will have no obligation to scan or track tobacco products that they receive in-store.

The last movements that must be tracked is the sale from the manufacturer/wholesaler to the first retail outlet (to the first premises that sells directly to the consumer) when cigarette and hand-rolling tobacco products departs the warehouse or delivery vehicle.

This means that retailers will have no obligation to scan or track movements of their stock between stores in the same business.

I store/distribute tobacco products within my business, what do I need to do?

If retailers store (at a different address to their shops) or distribute tobacco products within their business or sell cigarettes and hand-rolling tobacco to other businesses, they will need to obtain equipment to record the movement of these products. The tobacco industry are responsible for providing the equipment and have appointed a third party provider ‘SGS’ to act as the single point of contact. To find out more information, such as how to work out what equipment is needed and how to obtain it, visit the SGS website at: https://ontrack.sgs.com/en-US/.

What happens if I don’t comply?

If a retailer does not have an Economic Operator Identifier Code and a Facility Identifier Code they will not be able to purchase tobacco.

If retailers have identifier codes but breach their regulations, they could lose their ability to purchase tobacco. The Government are currently considering tougher sanctions in which retailers could lose their Economic Operator Identifier Code, including:

  • Extending the ability to enforce selected track and trace sanctions to Trading Standards
  • A new penalty of up to £10,000 for holding or possessing products that do not comply with the track and trace requirements
  • Power to seize any track and trace compliant tobacco products where they are found alongside product that does not comply with the track and trace requirements
  • The withdrawal of the track and trace operator ID from those retailers who are found with products that do not comply with the track and trace requirements
  • The withdrawal of the track and trace operator ID from retailers that have had their ability to sell tobacco restricted or curtailed under any other legislation.

Where can I get more information?

HMRC published information (https://www.gov.uk/guidance/selling-and-storing-tobacco-products) about how the regulations affect retailers selling and storing tobacco products. The Government is expected to publish new guidance shortly on economic operators responsibilities from 1st January 2021. For more information, please contact Eleanor.O’Connell@acs.org.uk