Client Portal User Manual for Phase 2 of the Electronic Business System for the Marine Department

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for Phase 2 of the Electronic Business System

for

the Marine Department

Version : 2.18

15 Oct 2015

© Marine Department

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Amendment History Change

Number

Revision Description

Page Affected Revision/Vision on Number

Date Approval Reference

1 Initial Version 1.0 2008-04-30

2 Major Update All 2.0 2009-04-30

3 Insert section 8.3 – Transaction Enquiry 18 2.1 2009-07-02 4 Insert section 8.5.33 – Pre-Arrival Notification Before Entering Hong Kong Waters (Batch Submission) 49 2.2 2010-06-15 5 Modified section 7.3 & 7.4 -Forgot password of the Operator's account & Forgot

password of the Administrator's account 9 2.3 2010-07-13 6 Insert section 8.5.29 – Application for issue of Seafarer License Reordering the section number 47 2.4 2010-07-14 7 Insect sections 8.5.30, 8.5.31 and 8.5.32 – CSS Dispensation Application 48-49 2.5 2010-12-07 8 Insert sections 8.5.10, 8.5.11, 8.5.12 and 8.5.34 - DG Carriage Permit and Removal Permit 21, 28-32, 51 2.6 2011-03-07

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and Night-staying Permit 9 Modify section 8.5.18 – Application for Free Pratique (OGV) and Insert

section 8.5.19 – Application for Free Pratique (River Trade/Passenger Vessel) 38, 39 2.7 2011-10-24 10 Modify section 8.4 – Available Services and 8.5.27 – Submission of Multiple Entry & Clearance Record (Local Vessel) 21-22, 45 2.8 2012-02-22 11 Insert sections 8.5.35 and 8.5.36 - DG Notification Form and Notification Form (Amendment of Information) 21-22, 51-52 2.9 2012-04-18 12 Insert section 8.5.37 – Port Facilities and Night Dues Incentive Scheme 53 2.10 2012-09-24 13 Fulfil document accessibility in level AA requirements All 2.11 2012-10-15 14 Insert sections 8.5.20 – Batch Submission for Free Pratique (River Trade/Passenger Vessel) 22, 39 2.12 2013-01-22

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15 Modify section 8.5.37 - eBS9141 – Application for Port Facilities and

Night Dues Incentive Scheme 53 2.13 2013-04-16 16 Remove section 9 – e-Form Services 55 - 58 2.14 2013-08-08 17 Insert section 8.5.38 – Batch Submission for Repair Permit 21, 54 2.15 2014-04-04 18 Modify section 8.5.4, 8.5.6, 8.5.8, 8.5.9-8.5.12, 8.5.22, 8.5.24, 8.5.26, 8.5.27, 8.5.29, 8.5.34 Insert section 8.2.1 – Change Payment Method and 8.5.40 - EBillings 19 - 21, 24, 26 - 30, 32 - 33, 43 - 46, 48 - 51, 54, 58 - 59 2.16 2014-12-30 19 Modify section 5.1 Insert section 10 - Local Vessel Services, 10.1 - Available Services, 10.2 - Using the Services

and 10.2.1 - Application for Renewal of Operating Licence for Non-Survey Required Local Vessel 3, 59 - 60 2.17 2015-05-15 20 Modify section 10.1 Insert section 10.2.2 - Application of 59, 61 2.18 2015-10-15

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Miscellaneous Permit (Speed Restriction) and Permit for Entering Restricted Area (Tsing Tsuen and Tsing Yi Bridges

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1 Overview

The Marine Department (MD) of the Government of the Hong Kong Special Administrative Region is the administrator of the port of Hong Kong and is responsible for all navigational matters in Hong Kong for ensuring safe operation of the port and shipping in Hong Kong waters and administering the Hong Kong Shipping Register.

In order to support Hong Kong as a major international shipping center and as a hub port for China and world trade, MD has launched the Electronic Business System (eBS) to provide a new means for shipping agents and citizens to handle port formalities and others shipping related activities in contrary to the convention counter services. Nevertheless, the conventional counter service is still available to the public.

The eBS provides a one-stop solution to simplify and speed up the submission and processing of port formalities without incurring additional charge to the shipping agents and companies. It also covers formalities required by the Immigration Department (ImmD) and Department of Health (DH). The services are provided electronically over a secured Internet connection. You can access to the eBS Client Portal website at

http://ebs.mardep.gov.hk to enjoy the services.

2 Purpose

The objective of this user manual is to provide general information and instructions on using the services available in the eBS Client Portal.

3 Scope

This user manual provides information on the site structure of the eBS Client Portal, registration method, eBS account management, and the services available in the eBS Client Portal.

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4 Reference

Apart from this manual, an online interactive introduction is also prepared in the “About eBS” section of the Client Portal for easy reference.

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5 Electronic Business System (eBS) Client Portal

The eBS Client Portal is an Internet website (http://ebs.mardep.gov.hk) for shipping agents and citizens to handle port formalities and others shipping related activities electronically in one go.

5.1 Site Structure

The eBS Client Portal is divided into the following sections:

Section Description

Home The first page after selected the preferred display language.

Login There is a button at the top right corner on the first page to allow registered users to login to the eBS. Powerful features such as auto-approval for online application, online payment via auto-pay, self-printing of Permits / Certificates, and online enquiry for

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Section Description

application status are provided exclusively to registered users.

News To make announcements about eBS such as system enhancements, suspension of services, availability of new services, etc..

About eBS To show various information about eBS including the background information, benefits of eBS, recommended system requirements, contact information of eBS Supoprt Hotline and a comprehensive online demo.

Registration To show detailed registration procedures.

Other Services Two kind of services are provided under this section: 1. Inquiry Services

To provide the Inquiry services for non-registered users. 2. Local Vessel Services

To provide the Local Vessel Services for non-registered users.

eBS FAQ To provide answers to general and operational kinds of questions usually encountered when using eBS.

Download To provide links to useful tools and documents in relation to the use of eBS.

Importance Notices To provide important information such as system maintenance schedule, privacy and security statement and copyright policy and disclaimer as well as terms of reference.

Contact Us To provide the contact information of eBS Support Hotline and the list of useful contact points of various sections in MD concerning eBS services.

5.2 Support Hotline

If there is any technical problem on using eBS, please feel free to call our Support Hotline as follows:

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Fax : 2543-8531

e-Mail : ebs_support@mardep.gov.hk

Operation Hours : Monday-Friday: 8:30am – 5:30pm Saturday: 8:30am – 1:00pm (excludes Sundays and public holidays)

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6 Registration as users of eBS

eBS provides free services to registered users. Companies or citizens who wish to enjoy the benefits of using eBS shall submit the completed registration form together with the supporting documents to MD. For details, please refer to the “GUIDANCE NOTES FOR eBS USER REGISTRATION” of the eBS registration form.

The registration form cum guideline, and the steps required to register as an user are available in the “Registration” section of the Client Portal.

When the registration procedure is completed, the registered user will receive an “eBS Registration Account” notification e-mail containing the login information for the Administrator account. The user can login to eBS anytime and anywhere through the Internet.

However, some of the services such as local port formalities services might not be accessible immediately. The user shall wait for a separate e-mail from MD after the application and supporting documents are completely reviewed.

The eBS will only issue Administrator account to the company user. The Administrator account is used only to create and maintain operator accounts for your own company. The operator account, in turn, is used to submit various applications via eBS.

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7 Using eBS Accounts

Registered user can login to eBS to access the powerful features such as auto-approval for online application, online payment via auto-pay, self-printing of Permits / Certificates, and online enquiry for application status.

7.1 Login to eBS

You are advised to equip your workstation with the recommended system requirements before using eBS. For details, please visit the “About eBS” section of the Client Portal.

Steps Description

1 Open a web browser (Internet Explorer or Firefox) and visit the eBS website at

http://ebs.mardep.gov.hk.

2 You will see an introductory flash for about 10 seconds. You may press the “Skip” button at the lower right corner to skip the flash.

3 Select your preferred language. 4

Press the “Login” button at the top right corner.

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● For users registered as Shipping agents, Cargo agents or Legal/Audit firms, please enter the Account ID (previously known as Agent ID), Login ID and Password, and then press the “Submit” button.

● For users registered as Ship owners or Ship Masters, please enter the Account ID ( “SO” and “SM” for Ship owners and Ship Masters respectively), Login ID and Password, and then press the “Submit” button.

7.2 First-time Login

Users are required to change the password during the first-time login and after the Administrator/eBS Support Team has re-set the password for them.

Steps Description 1

Input the old password, new password and re-enter new password again. 2 Press the “Submit” button.

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7.3 Forgot password of the Operator's account

7.3.1 Reset Password by Administrator

In case the operator forgets his/her password, he/she can ask his/her Administrator to reset the password.

7.3.2 Self-reset Password

In case the operator forgets his/her password, he/she can reset his/her own password by submit the completed Forget Password form.

1 In the “Forget Password” page, input eBS account ID or Agent ID, Login ID, Token No and then press the “Submit” button.

2 The reset password instruction will be send to operator's registered email address. 3 Operator can reset a new password by the link provided in email.

4 In the “Self Reset Password” page, input the new password, re-enter new password and then press the “Submit” button.

5 The new password will be effective.

7.4 Forgot password of the Administrator's account

7.4.1 Reset Password by eBS Support Team

In case the Administrator forgets his/her password, he/she can contact the eBS Support Team by phone or by e-mail for re-setting the password. The Administrator should provide the following information for the eBS Support Team to authenticate his/her identity:

● the Agent ID (for Shipping agents, Cargo agents or Legal firms) or Login ID (for

Ship owners or Ship Masters);

● the English Name or Chinese Name; and

● the BR / COI Number (for Shipping agents, Cargo agents or Legal firms) or HKID /

Passport Number (for Ship owners or Ship Masters).

If the authentication is success, the eBS Support Team will re-set the Administrator's password. After the password is re-set, the new password will be sent to the pre-registered e-mail account.

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7.4.2 Self-reset Password

In case the Administrator forgets his/her password, he/she can reset his/her own password by submit the completed Forget Password form.

1 In the “Forget Password” page, input eBS account ID or Agent ID, Login ID, Token No and then press the “Submit” button.

2 The reset password instruction will be send to Administrator registered email address. 3 Administrator can reset a new password by the link provided in email.

4 In the “Self Reset Password” page, input the new password, re-enter new password and then press the “Submit” button.

5 The new password will be effective.

7.5 Administrator account operations

7.5.1 Create new operator accounts

The operator account can only be created by the Administrator. There is no limit on the number of operator accounts being created. The Administrator should create operator accounts for the daily operations. The steps to create new operator account are as follows:

1 Login to the eBS as the Administrator and go to the “User Administration” page. Navigation Path: Home > User Profile > User Administration

2

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Input the following operator account information and then press the “Add” button to create the account:

● User ID – Login ID of the operator

● Password – A default password for the operator. The Operator will be required to change his/her password on his/her first login

● English Name – Operator's name in English ● Chinese Name – Operator's name in Chinese

● E-mail address – A valid e-mail address of the operator. All e-mail notification will be sent to this e-mail address for this operator.

● Contact number – Mobile phone number or office phone number of the operator ● Fax number – Fax number for the operator

● Allow Auto-Pay? – Indicate whether the operator will be allowed to select "auto-pay" option as payment method during the submission.

● View All submission? – Indicate whether this operator will be allowed to view or read the transaction made by other operators. The operator can only view his/her own submissions when this function is “Disabled”

● Status – The status of the operator account. If the status is “Disabled”, the operator will not be allowed to login to eBS. It is recommended to disable the operator account as soon as it is not required (e.g. the operator has left the company)

7.5.2 Create new operator accounts (For HK Registered Ship Account Type Only)

The operator account can only be created by the Administrator. There is no limit on the number of operator accounts being created. The Administrator should create operator accounts for the daily operations. The steps to create new operator account are as follows:

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1 Login to the eBS as the Administrator and go to the “User Administration” page. Navigation Path: Home > User Profile > User Administration

2

In the “User Administration” page, press the “Add” button to add a new operator. 3

Input the following operator account information and then press the “Add” button to create the account:

● User ID – Login ID of the operator

● Password – A default password for the operator. The Operator will be required to change his/her password on his/her first login

● English Name – Operator's name in English ● Chinese Name – Operator's name in Chinese

● E-mail address – A valid e-mail address of the operator. All e-mail notification will be sent to this e-mail address for this operator.

● Contact number – Mobile phone number or office phone number of the operator ● Fax number – Fax number for the operator

● Allow Auto-Pay? – Allow the operator to select "auto-pay" option as payment method during the submission.

● View All submission? – Indicate whether this operator will be allowed to view or read the transaction made by other operators. The operator can only view his/her own submissions when this function is “Disabled”

● Status – The status of the operator account. If the status is “Disabled”, the operator will not be allowed to login to eBS. It is recommended to disable the operator account as soon as it is not required (e.g. the operator has left the company)

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7.5.3 Edit the operator account

The information of the operator accounts can be edited by their Administrator. The steps to edit the operator accounts are as follows:

1 In the “User Administration” page, select an operator with the radio button and press the “Edit” button.

Navigation Path: Home > User Profile > User Administration > Edit User 2 Amend the operator information and then press the “Update” button.

7.5.4 Reset password of the operator account

Only the Administrator of the operator can reset the password of the operator account. In order words, the eBS Hotline Support Team cannot re-set the password of the operator account . The steps to re-set the password of the operator account are as follows:

Select an operator and press the “Reset Password” button. Navigation Path: Home > User Profile > User Administration 2

Input the new password, re-enter the new password for confirmation and then press the “Submit” button.

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7.5.5 Assign the permission to operator account

Only the Administrator of the operator can assign the permission to operator account. In order words, the eBS Hotline Support Team cannot modify the permission of the operator account . The steps to assign the permission of the operator account are as follows:

Select an operator and press the “Permission Management” button. Navigation Path: Home > User Profile > User Administration 2

Tick the service and then press the “Submit” button.

7.6 Common Account operations

7.6.1 Main Page

The Main Page (also known as Home page) is the first page after successful login to eBS. You will not be able to see this page if your account is disabled or the password is expired or if you have entered any wrong account information.

The page would display some importance notices, such as a warning message showing that the user had not properly logged out in the last session.

7.6.2 User Profile

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e-mail address, Contact number and Fax number. The user can update the information of his/her own profile.

Remarks: '*' means mandatory field

Navigation Path: Home > User Profile > User Particulars 2 Press the “Update” button to update the user profile.

7.6.3 Change Password

User can change his/her own password anytime in eBS. Please note that the password is case-sensitive. Users are recommended to set the password with good quality and keep the password in secret. The attributes of a quality password are as follows:

● The password shall have at least 6 characters.

● The password should be of mixed-case alphabets, with a mix of alphabetic and

non-alphabetic characters (digits or punctuation).

● The password shall be difficult to guess but easy to remember.

● The password shall not be based on person related information, such as dates of

birth, names, telephone numbers etc.

● The password shall not be generated by using simple keyboard sequences such as

"wert".

● The password shall be free of consecutive identical characters, and not consist only

of numbers or only of letters.

● The password shall not be words from a Dictionary.

The steps to change the password are as follows:

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2 Enter old password, new password and re-enter the new password. Then, press the “Submit” button.

3 The new password will be effective on the next login.

7.6.4 View Login History

View Login History is a function to display the last ten login and logout time of the current user.

Navigation Path: Home > User Profile > View Login History

7.6.5 Message Box

Message Box is an additional channel to communicate with related Government sections of eBS. Users can post his/her questions or queries there and the duty officer will answer his/her questions or queries.

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press the “Add” button. 3

Enter the following information for the message:

● Select the eBS-related section from the “To” field. ● Enter the subject in the “Topic” field.

● Enter the questions or queries in the “Content” field. 4 Press the “Submit” button to post the message.

7.6.6 Logout

You are strongly recommended to logout the system immediately after use in order to protect your personal data and company-related records.

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8 Electronic Business System Services

Powerful services, including approval for online application, online payment via auto-pay, self-printing of Permits / Certificates, and online enquiry for application status are available exclusively to registered users.

8.1 Auto-pay Account Status

In order to gain full benefits from eBS, you are advised to register an eBS account with the auto-pay option. With auto-pay service, you can obtain the corresponding permits or documents immediately after the application is approved without waiting for manual payment settlement process.

1 Navigation Path: Home > Services > Auto-Pay Account Status 2

The “Auto-Pay Account Status” function tells the user whether the auto-pay service can be used as payment method for some applications.

Registered Auto-Pay Service? [Yes | No]

● Yes – You have registered with the auto-pay option. ● No – You have not yet registered with the auto-pay option. Auto-Pay function enabled? [Enable | Disable]

● Enable – The user can use auto-pay as payment method. ● Disable – The user cannot user auto-pay as payment method.

8.2 Application Status

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from the e-mail notification, user can use this page to check the progress of the submitted applications and re-download the permits and documents.

1 Navigation Path: Home > Services > Application Status 2

Select the application with the radio button. Press the “View Form” button to open the submitted e-Form. Or click the “Reference Id” to open the submitted e-Form.

3

Click the links under the “Demand Note” and “Documents” column to download the required file.

8.2.1 Change Payment Method

Change Payment Method is the function to change the payment method of unsettled payment. The payment method can be changed only if the application is approved and the payment is pending. The following table shows the possible payment method changing patterns.

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To E-payment Option Cash / Cheque Auto-pay Deposit Account From

E-payment Option N/A ü ü ü

Cash / Cheque ü N/A ü ü

Auto-pay N/A N/A N/A N/A

Deposit Account N/A N/A N/A N/A

Note: Application using auto-pay or deposit account payment method is considered paid once accepted. Therefore, change in payment method is not allowed.

Click the “Change Payment Method” link under the “Payment Method” column to change the corresponding payment method.

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In other ways, select the radio button of the corresponding application and then click the “Change Payment Method” button on the top of the table.

2

Select the new payment method in the “New Payment Method” drop down list and then click the “Submit” button.

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If the new payment method is not e-payment option, the result of changing payment method will be shown after clicking the “Submit” button.

If the new payment method is e-payment option, the webpage will be redirected to payment service provider webpage after clicking the “Submit” button.

8.3 Transaction Enquiry

Transaction Enquiry is a page to view the payment history of the agent regarding to eBS transaction. After inputting search criteria, the last 300 payment records of the login agent fulfilling the search criteria will be displayed.

1 Navigation Path: Home > Services > Transaction Enquiry 2

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8.4 Available Services

Registered users can submit the applications to different Government departments such as MD, ImmD, DH centrally in his/her computer. Depending on your business nature, only relevant services will be shown.

In general, Ship Agents, Ship Owners and Ship Masters can use port formalities services, free pratique and pre-arrival clearance services, while Cargo Agents can use Dangerous Goods Manifests submission services.

The services available to registered users are listed in the following table.

Service Category eBS Form ID

Form Name

Port Formalities eBS0001 Pre-Arrival Notification Before Entering Hong Kong Waters eBS0001 Update OGV ETA

eBS0002 Application for Declaration of Arrival (OGV)

eBS0003 Application for Declaration of Arrival/Departure (Local Vessel) eBS0004 Application for Declaration of Departure (OGV)

eBS0008 Application for Multiple Entry Permit (MEP) – Multiple & Single (Local Vessels)

eBS0011 Application for Certificate of Exemption from Regulations (HSPV)

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Form Name

eBS9041 Extension of Certificate of Exemption from Regulations (HSPV) eBS9042 New Application/Extension of Certificate of Exemption from

Regulations (Local Vessel)

eBS9061 Extension of Composite Permit (Local Vessel)

eBS9071 Submission of Multiple Entry & Clearance Record (Local Vessel)

eBS9081 Application for Multiple Clearance Permit (Local Vessel)

eBS9141 Application for Port Facilities and Night Dues Incentive Scheme - Vessel Particulars Enquiry

Repair Permits eBS0007 Repair Permits

eBS9161 Batch Submission for Repair Permit

Dangerous Goods eBS9050 Permit for Dangerous Goods of Class 7 (Radioactive Materials) (Local Vessels)

eBS0012 Application for Removal Permit for Dangerous Goods of Class 1 (Explosives) (Local Vessels)

eBS0013 Application for Carriage Permit for Dangerous Goods other than Class 1 and Class 7 (Local Vessels)

eBS0014 Application for Carriage Permit for Dangerous Goods of Class 7 (Radioactive Materials) (Local Vessels)

eBS9121 Application for Night-staying Permit (Local Vessels) eBS9131 Notification Form

eBS9132 Notification Form (Amendment of Information)

Ship Registration eBS0006 Request for Transcript of Register (HK registered vessels) HK Registered

Ship

eBS0030 Agreement and Lists of the Crew EBillings

Seafarer & Examination

eBS9091 Application for issue of Seafarer Licence Cargo Ships Safety eBS9101 New Application of Dispensation

eBS9102 Extension of Existing Dispensation

eBS9103 Report Completion of Existing Dispensation Pre-Arrival

Clearance

eBS0020 Application for Immigration Pre-arrival Clearance (OGV) eBS0021 Application for Immigration Pre-arrival Clearance (Mainland

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Form Name

River/Coastal Trade Vessel)

eBS0022 Resubmission of Immigration Pre-arrival Clearance (OGV) eBS0023 Resubmission of Immigration Pre-arrival Clearance (Mainland

River/Coastal Trade Vessel)

Free Pratique eBS9010 Application for Free Pratique (OGV)

eBS9011 Application for Free Pratique (River Trade/Passenger Vessel) Batch Submission for Free Pratique (River Trade/Passenger Vessel)

8.5 Using the Services

After login to the system, the relevant services will be listed in the “Form Submission” page according to your registered business nature. You can submit applications to different Government departments through the provided services.

8.5.1 eBS0001 – Pre-Arrival Notification Before Entering Hong Kong Waters

1 In the “Form Submission” page, press the “Apply” button on the “eBS0001 – Pre-Arrival Notification Before Entering Hong Kong Waters”.

2 Select a vessel and then press the “Submit” button.

3 PAN/TAN/PASI e-Forms will be loaded depending on the type of vessel selected. 4 Fill in the form, and then press the “Submit” button.

5 An approved result screen will be shown if the application is submitted successfully. 6 Applicant will receive an approved Pre-Arrival Notification in his/her registered e-mail

account if the application is approved.

8.5.2 eBS0001 – Update OGV ETA

1 In the “Form Submission” page, press the “Apply” button on the “eBS0001 – Update OGV ETA”.

2 Enter new ETA and then press the “Submit” button.

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3 The application is approved and the new ETA is effective immediately.

8.5.3 eBS0002 – Application for Declaration of Arrival (OGV)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0002 – Application for Declaration of Arrival (OGV)”.

2 Select a vessel and then press the “Submit” button. 3

Select trip by actual time of arrival (ATA) and then press the “Submit” button to open the e-Form.

4 Fill in the form, and then press the “Submit” button.

5 An approved result screen will be shown if the application is submitted successfully. 6 Applicant will receive an approved General Declaration of Arrival (OGV) Notification

in his/her registered e-mail account if the application is approved..

8.5.4 eBS0003 – Application for Declaration of Arrival/Departure (Local Vessel)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0003 – Application for Declaration of Arrival/Departure (Local Vessel)”.

2 Select a vessel and then press the “Submit” button.

3 Select the payment method: [Auto-Pay | Cash / Cheque | PPS]

● Auto-Pay – Settle the payment by auto-pay. You can obtain the permits / documents immediately if the application is approved.

● Cash/Cheque – Settle the payment by cash/cheque. You need to wait for the manual payment settlement before you can obtain the permits / documents. ● PPS – Settle the payment by PPS. You can obtain the permits / documents

immediately if the on-line payment transaction of PPS is accepted. Use of MEP [Yes | No]

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● No – Do not use Multiple Entry Permit (MEP) for the trip. 7-day permit [Yes | No]

● Yes – 7-day permit for Composite Permit. ● No – 4-day permit for Composite Permit. 4

In case MEP is used, please enter the MEP Number and the actual time of departure of the last trip if any.

5

Select the “Arrival / Departure Port” from the pull-down manual and then press the “Submit” button to open e-Form.

Remarks: Different e-Form will be loaded depending on the Port arrival, Port departure and vessel type.

7 Press the “Confirm” button to confirm the payment or press the “Reject” button to cancel the application.

If the payment method is e-payment, the webpage will be redirected to payment service provider webpage after clicking the “Confirm” button.

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9 Applicant will receive the General Declaration of Arrival and Departure (Local Vessel) Notification e-mail attached with permits and demand notes if the application is

approved.

10 Alternatively, applicant may download the demand notes, permits and documents from the “Application Status” page.

8.5.5 eBS0004 – Application for Declaration of Departure (OGV)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0004 – Application for Declaration of Departure (OGV)”.

2 Select a vessel and then press the “Submit” button to open e-Form. 3 Fill in the form, and then press the “Submit” button.

4 An approved result screen will be shown if the application is submitted successfully. 5 Applicant will receive an approved General Declaration of Departure (OGV)

Notification in his/her registered e-mail account if the application is approved.

8.5.6 eBS0006 – Request for Transcript of Register (HK registered vessels)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0006 – Request for Transcript of Register (HK registered vessels)”.

2 Select the payment method: [Auto-Pay | Cash / Cheque | Credit Card | PPS] ● Auto-Pay – Settle the payment by auto-pay. You can obtain the transcript

immediately if the application is approved.

● Cash/Cheque – Settle the payment by cash/cheque. You need to wait for the manual payment settlement before you can obtain the transcript.

● Credit Card and PPS – Settle the payment by credit card / PPS. You can obtain the transcript immediately if the on-line payment transaction of credit card / PPS is accepted.

3 Select a vessel and then press the “Submit” button. 4 Fill in the form, and then press the “Submit” button.

5 Press the “Confirm” button to continue the application or press the “Reject” button to cancel the application on the “Payment Details” page.

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6 Applicant will receive the Request for Transcript of Register (HK registered vessels) Notification e-mail to his/her registered e-mail account attached with the demand notes and transcript if the application is approved.

7 Alternatively, applicant may download the demand notes and transcript from the “Application Status” page.

8.5.7 eBS0007 – Repair Permits

1 In the “Form Submission” page, press the “Apply” button on the “eBS0007 – Repair Permits”.

2 Select a vessel and then press the “Submit” button. 3 Fill in the form, and then press the “Submit” button.

4 An approved result screen will be shown if the application is submitted successfully. 5 Applicant will receive the Application for Permission for a Vessel to Carry Out Repairs

Notification e-mail to his/her registered e-mail account attached with a permit if the application is approved.

6 Alternatively, applicant may download the permit from the “Application Status” page.

8.5.8 eBS0008 – Application for Multiple Entry Permit (MEP) – Multiple & Single (Local Vessel)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0008 – Application for Multiple Entry Permit (MEP) – Multiple & Single (Local Vessel)”. 2 Select the payment method: [Auto-Pay | Cash / Cheque | PPS]

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Select a vessel and then press the “Submit” button.

Remarks: Apply the MEP for at most five different vessels in one application. 4 Fill in the form, and then press the “Submit” button.

5 Press the “Confirm” button to continue the application or press the “Reject” button to cancel the application.

6 An approved result screen will be shown if the application is submitted successfully. 7 Applicant will receive the Application for Multiple Entry Permit (MEP) – Multiple &

Single (Local Vessel) Notification e-mail enclosed with the permits and demand notes if the application is approved.

8 Alternatively, applicant may download the demand notes, permits and documents from the “Application Status” page.

8.5.9 eBS0011 – Application for Certificate of Exemption from Regulations (HSPV)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0001 – Application for Certificate of Exemption from Regulations (HSPV)”

2 Select payment method “Auto-Pay”, “Cash/Cheque” or “PPS”. 3 Select a vessel and then press the “Submit” button.

Remark: Press the “New Vessel” button if it is a new vessel. 4 Fill in the form, and then press the “Submit” button.

5 An approved result screen will be shown if the application is submitted successfully 6 Applicant will receive an approved Application of Certificate of Exemption from

Regulations (HSPV) Notification in his/her registered e-mail account if the application is approved.

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8.5.10 eBS0012 – Application for Removal Permit for Dangerous Goods of Class 1 (Explosives) (Local Vessels)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0012 –

Application for Removal Permit for Dangerous Goods of Class 1 (Explosives) (Local Vessels)”.

immediately if the on-line payment transaction of PPS is accepted. 3

Search the vessel and then press the “Submit” button. 4

Please select whether also apply Night-staying Permit: [Yes | No] Yes – Apply for overnight permit.

No - Do not apply for overnight permit. Then press the “Next” button to open e-Form. 5 Fill in the form, and then press the “Submit” button.

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Fill in the information and then press the “Submit” button.

7 An approved result screen will be shown if the application is submitted successfully. 8 Applicant will receive the “Application for Removal Permit for Dangerous Goods of

Class 1 (Explosives) Notification” e-mail attached with permits and demand notes if the application is approved.

9 Alternatively, applicant may download the demand notes and permits from the “Application Status” page.

8.5.11 eBS0013 – Application for Carriage Permit for Dangerous Goods other than Class 1 and Class 7 (Local Vessels)

Application for Carriage Permit for Dangerous Goods other than Class 1 and Class 7 (Local Vessels)”.

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Search the vessel and then press the “Submit” button to open e-Form. 4 Fill in the form, and then press the “Submit” button.

5

6 An approved result screen will be shown if the application is submitted successfully. 7 Applicant will receive the “Application for Carriage Permit for Dangerous Goods other

than Class 1 and Class 7 (Local Vessels) Notification” e-mail attached with permits and demand notes if the application is approved.

8 Alternatively, applicant may download the demand notes and permits from the “Application Status” page.

8.5.12 eBS0014 – Application for Carriage Permit for Dangerous Goods of Class 7 (Radioactive Materials) (Local Vessels)

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immediately if the on-line payment transaction of PPS is accepted. 3

Is there any “in-transit” cargo? [Yes | No]

Yes – The vessel contains “in-transit” cargo.

No - The vessel do not contains “in-transit” cargo. Is there any “Strategic Commodities”? [Yes | No]

Yes – The vessel contains “Strategic Commodities”. No - The vessel do not contains “Strategic Commodities”. Then press the “Next” button to open e-Form.

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Fill in the information, select to upload the Packaging Certificates or IMO DG Declaration, Master's Telex / Agent's application letter and then press the “Submit” button. If the vessel doesn't contain “in-transit” cargo, please also upload Permit to move Class 7 DG (Radioactive Materials) issued by Radiation Board. If the vessel contains “Strategic Commodities”, please also upload Import/Export License issued by Trade & Industries Department.

7 The application is pending for MD to follow up.

8 Applicant will receive the Application for Carriage Permit for Dangerous Goods of Class 7 (Radioactive Materials) (Local Vessels) Notification” mail in his/her registered e-mail account if the application is approved.

9 Download the demand notes and permits from the “Application Status” page once the application is approved by MD.

8.5.13 eBS0020 – Application for Immigration Pre-arrival Clearance (OGV)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0020 – Application for Immigration Pre-arrival Clearance (OGV)”.

2 Press the “Accept” button to accept the statement of purpose or press the “Reject” button to cancel the application.

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4 Input the “Estimated Time of Arrival” of the vessel.

Remarks: You must submit the form at least 24 hours before the estimated time of arrival.

5

Upload “Particulars of Crew & Passenger” ? [Yes | No] Yes - To upload the Particulars of Crew & Passenger.

No - To skip the upload of Particulars of Crew & Passenger. Remarks:

● Press the “Guideline” button to read the information on preparation of the “Particulars of Crew & Passenger” Excel File.

● Press the “Download “Particulars of Crew & Passenger” File (Template)” button to download the template Excel File.

● For the “Nationality” code, please download it from the “Nationality Code” reference table.

6 Fill in the form, and then press the “Submit” button. 7 The application is pending for ImmD to follow up.

8 Applicant will receive the New application of Pre-arrival Clearance (OGV) Notification e-mail in his/her registered e-mail account if the application is approved.

9 Download the approved PAC from the “Application Status” page once the application is approved by ImmD.

8.5.14 eBS0021 – Application for Immigration Pre-arrival Clearance (Mainland River/Coastal Trade Vessel)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0021 – Application for Immigration Pre-arrival Clearance (Mainland River/Coastal Trade Vessel)”.

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to cancel the application.

3 Select a vessel and then press the “Submit” button. 4 Input the “Estimated Time of Arrival” of the vessel.

5

8 Applicant will receive the New application of Pre-arrival Clearance (MRCV)

Notification e-mail in his/her registered e-mail account if the application is approved. 9 Download the approved PAC from the “Application Status” page once the application is

approved by ImmD.

8.5.15 eBS0022 – Resubmission of Immigration Pre-arrival Clearance (OGV)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0022 – Resubmission of Immigration Pre-arrival Clearance”.

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to cancel the application.

3 Enter the original eBS Ref No to be cancelled. 4 Input the “Estimated Time of Arrival” of the vessel.

Remarks: You must submit the form at least 24 hours before the estimated time of arrival

5

8 Applicant will receive the Resubmission of Prarrival Clearance (OGV) Notification e-mail in his/her registered e-e-mail account if the application is approved.

8.5.16 eBS0023 – Resubmission of Immigration Pre-arrival Clearance (Mainland River/Coastal Trade Vessel)

1 In the “Form Submission” page, press the “Apply” button on the “eBS0023 – Resubmission of Immigration Pre-arrival Clearance (Mainland River/Coastal Trade

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Steps Description Vessel)”.

2 Press the “Accept” button to accept the statement of purpose or press the “Reject” button to cancel the application.

3 Enter the original eBS Ref No to be cancelled. 4 Input the “Estimated Time of Arrival” of the vessel.

5

● For the Nationality code, please download it from the “Nationality Code” reference table.

8 Applicant will receive the Resubmission of Pre-arrival Clearance (MRCV) Notification e-mail in his/her registered e-mail account if the application is approved.

8.5.17 eBS0030 – Agreement and Lists of the Crew

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and Lists of the Crew”.

2 Press the “Submit” button to submit a new agreement; or press the “Amend” button to amend the existing agreement; or press the “Terminate” button to terminate the existing agreement.

4 An approved result screen will be shown if the application is submitted successfully

5

Applicant will receive an approved Agreement and Lists of Crew Notification in his/her registered e-mail account if the application is approved.

8.5.18 eBS9010 – Application for Free Pratique (OGV)

1 In the “Form Submission” page, press the “Apply” button on the “eBS9010 – Application for Free Pratique (OGV)”.

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The application has three sections: ● Trip information.

● Port of call for the last 30 days. ● Concerned questions and answers.

Fill in the form and then press the “Submit” button.

4 Applicant will receive the “Free Pratique (OGV) Application Notification” e-mail in his/her e-mail account attached with the reply slip if the application is approved.

5 Alternatively, applicant may download the reply slip from the “Application Status” page.

8.5.19 eBS9011 – Application for Free Pratique (River Trade/Passenger Vessel)

1 In the “Form Submission” page, press the “Apply” button on the “eBS9011 – Application for Free Pratique (River Trade/Passenger Vessel)”.

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2 Select a vessel and then press the “Submit” button. 3

The application has three sections: ● Trip information.

● Port of call for the last 30 days. ● Concerned questions and answers.

Fill in the form and then press the “Submit” button.

4 Applicant will receive the “Free Pratique (RTV/RPV) Application Notification” e-mail in his/her e-mail account attached with the reply slip if the application is approved. 5 Alternatively, applicant may download the reply slip from the “Application Status” page.

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8.5.20 Batch Submission for Free Pratique (River Trade/Passenger Vessel)

1 In the “Form Submission” page, press the “Apply” button on the “Batch Submission for Free Pratique (River Trade/Passenger Vessel)”.

2 Upload the FPRTVBatch interface file (XLS file).

3 Error messages will be shown in the bottom if the data is not matched with the template specification requirement.

(e.g. At row 3, 'No. of passenger' is mandatory to be filled in)

4 If all application in the batch submission are being approved, the Application Approved page will be shown. You could review the status of each application in the table (The table contains 20 rows of application result per page).

If both approved and rejected case happened for all application, the Application Processed page will be shown. You could review the status of each application in the table (The table contains 20 rows of application result per page).

If all application in the batch submission are being rejected, the Application Rejected page will be shown. The operator could review the status of each application in the table (The table contains 20 rows of application result per page).

5 Applicant will receive the “Free Pratique (RTV/RPV) Application Notification” e-mail of each application in his/her e-mail account attached with the reply slip if the

application is approved.

6 Alternatively, applicant may download the reply slip from the “Application Status” page.

8.5.21 eBS9031 – Extension/Change Port of Port Clearance (OGV)

1 In the “Form Submission” page, press the “Apply” button on the “eBS9031 – Extension/Change Port of Port Clearance (OGV)”.

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4 An approved result screen will be shown if the application is submitted successfully. 5 Applicant will receive an approved “Extension Port Clearance (OGV) Notification” in

his/her registered e-mail account if the application is approved.

6 Alternatively, applicant may download the permit from the “Application Status” page.

8.5.22 eBS9032 – Extension/Change Port of Port Clearance (Local Vessel)

1 In the “Form Submission” page, press the “Apply” button on the “eBS9032 – Extension/Change Port of Port Clearance (Local Vessel)”.

immediately if the on-line payment transaction of PPS is accepted. 3 Select a vessel and then press the “Submit” button.

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Fill in all required fields and then press the “Submit” button.

6 An approved result screen will be shown if the application is submitted successfully. 7 Applicant will receive the “Extension of Port Clearance (Local Vessel) Notification”

e-mail in his/her registered e-e-mail account attached with the demand notes and permits if the application is approved.

8 Alternatively, applicant may download the demand notes, permits or documents from the “Application Status” page.

8.5.23 eBS9041 – Extension of Certificate of Exemption from Regulations (HSPV)

1 In the “Form Submission” page, press the “Apply” button on the “eBS9041 – Extension of Certificate of Exemption from Regulations (HSPV)”.

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4 Press the “Confirm” button to confirm summary page for payment.

5 An approved result screen will be shown if the application is submitted successfully. 6 Applicant will receive an approved “General Declaration of Departure (OGV)

Notification” e-mail in his/her registered e-mail account attached with the demand note and permit if the application is approved.

7 Alternatively, applicant may download the demand note and permits from the “Application Status” page.

8.5.24 eBS9042 – New Application/Extension of Certificate of Exemption from Regulations (Local Vessel)

1 In the “Form Submission” page, press the “Apply” button on the “eBS9042 – New Application/Extension of Certificate of Exemption from Regulations (Local Vessel)”. 2 Select the payment method: [Auto-Pay | Cash / Cheque | PPS]

4

Specify the “Certificate Expiry Date” and then press the “Submit” button.

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cancel the application on the “Payment Details” page.

6 An approved result screen will be shown if the application is submitted successfully. 7 Applicant will receive the “Certificate of Exemption from Regulations (Local Vessel)” in

his/her registered e-mail account attached with the demand note and permits if the application is approved.

8 Alternatively, applicant may download the demand note and permits from the “Application Status” page.

8.5.25 eBS9050 – Dangerous Goods Manifest

1 In the “Form Submission” page, press the “Apply” button on the “eBS9050 – Dangerous Goods Manifest”.

2

Press the “Add” button to add “DG Substance” after entering the “Voyage Reference”, “Estimated Date of Arrival” and “Berth”.

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Enter the “DG UN No.” and then press the “Search” button on the “Add DG Substance” page.

5 Fill in the “DG Substance” details.

6 Press the “Edit DG Containers Data” button if you need to input container information. 7

Enter the “Container Information” and then press the “Add Container” button or “ENTER” key in keyboard to add other container.

Remarks: Press the “Finish” button to complete the amendment. Press the “Remove” button to remove the selected container from the table.

8

Press the “Submit DG Manifest” button to proceed online submission.

9 An approved result screen will be shown if the application is submitted successfully. 10 Applicant will receive the “DG Manifest Submission Notification” e-mail in his/her

registered e-mail account attached with the acknowledgement if the application is approved .

11 Alternatively, applicant may download the acknowledgement from the “Application Status” page.

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8.5.26 eBS9061 – Extension of Composite Permit (Local Vessel)

1 In the “Form Submission” page, press the “Apply” button on the “eBS9061 – Extension of Composite Permit (Local Vessel)”.

4

Fill in the form for all required fields and then press the “Submit” button.

6 An approved result screen will be shown if the application is submitted successfully. 7 Applicant will receive the “Extension of Composite Permit (Local Vessel) Notification”

e-mail in his/her registered e-mail account attached with the demand note and permits if the application is approved.

Client Portal User Manual for Phase 2 of the Electronic Business System for the Marine Department

for Phase 2 of the Electronic Business System

for

the Marine Department

Version : 2.18

15 Oct 2015

© Marine Department

Table of Contents

1 Overview

2 Purpose

3 Scope

4 Reference

5 Electronic Business System (eBS) Client Portal

5.1 Site Structure

5.2 Support Hotline

6 Registration as users of eBS

7 Using eBS Accounts

7.1 Login to eBS

7.2 First-time Login

7.3 Forgot password of the Operator's account

7.4 Forgot password of the Administrator's account

7.5 Administrator account operations

7.6 Common Account operations

8 Electronic Business System Services

8.1 Auto-pay Account Status

8.2 Application Status

8.3 Transaction Enquiry

8.4 Available Services

8.5 Using the Services