From April 1, 2025, New ICS2 Release 3 requires rail and road carriers to submit detailed pre-arrival shipment data, including consignee details and EORI numbers. Non-compliance may lead to delays, fines, or entry refusals.
On April 1, 2025, the European Union will roll out Import Control System 2 (ICS2) Release 3. This update requires rail and road carriers to submit detailed pre-arrival data for goods entering or transiting through the EU. The goal is to strengthen supply chain security and streamline customs procedures. But for carriers, it means adapting to new data requirements, stricter compliance rules, and potential delays.
This article breaks down the changes, challenges, and solutions that can help businesses navigate New ICS2 Release 3.
New ICS2 Release 3 requirements for rail and road carriers
New ICS2 Release 3 introduces several major changes in how carriers must handle customs declarations and data submissions. The key requirements include:
- House consignment level data – Carriers must submit detailed information on individual consignments, including the true consignor and consignee.
- Expanded data requirements – Additional fields must be filled, such as accurate product descriptions, HS codes, and full consignor and consignee details. If the consignee is in the EU, details of the buyer and seller must also be included.
- Economic operators registration and identification (EORI) numbers – Carriers must declare the EORI numbers for EU-based parties, even if they were previously optional.
- More customs interaction – Customs authorities can now request additional information (RFI). Carriers must respond promptly to avoid delays.
- EORI requirement for hauliers – Hauliers will need to declare EORI numbers as carriers, adding another layer of compliance.
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Challenges for carriers under New ICS2 Release 3
The new requirements mean rail and road carriers must rethink their approach to customs declarations. Key challenges include:
- Managing complex data requirements – More detailed shipment data must be collected and submitted accurately.
- Ensuring system compatibility – Existing IT systems need to integrate with the new EU interface for smooth data transmission.
- Avoiding delays and penalties – Failure to comply could result in shipment delays, fines, or even rejection at the EU border.
- Coordinating with multiple stakeholders – Shipment data often comes from multiple sources, requiring close coordination to avoid errors.
- Increased operational costs – Updating systems, training staff, and ensuring compliance will increase costs.
How cloud-based customs software can help
To manage ICS2 compliance efficiently, many carriers are turning to cloud-based customs and freight management solutions. These systems offer:
- Automated data collection and validation – They pull shipment data from different sources and verify accuracy before submission.
- Seamless integration with ICS2 – Modern software connects directly with the EU’s new interface, reducing errors and manual work.
- Real-time compliance monitoring – Carriers can track submission statuses and quickly resolve issues.
- Efficient communication between stakeholders – A central digital platform ensures carriers, freight forwarders, and customs authorities stay aligned.
- Scalability and flexibility – Cloud-based solutions adapt to regulatory changes, keeping businesses compliant over time.
How descartes solutions support ICS2 compliance
Descartes offers cloud-based customs and freight management software to help carriers comply with New ICS2 Release 3. Key benefits include:
- Pre-built integration with ICS2 – Simplifies data exchange without requiring major IT upgrades.
- Automated workflow management – Reduces manual entry and streamlines filings from existing export or transit declarations.
- Data validation – Ensures accuracy and completeness of required information.
- Centralized dashboard for compliance tracking – Allows businesses to monitor filings and respond to customs requests efficiently.
- Scalable cloud infrastructure – Supports businesses of all sizes in adapting to evolving customs regulations.
Steps carriers should take to prepare for New ICS2 Release 3
To ensure smooth compliance, rail and road carriers should take the following steps:
1. Evaluate current data management systems – Identify gaps in customs declaration processes.
2. Implement a cloud-based customs solution – Choose a software provider that integrates with ICS2 and meets the new data requirements.
3. Train staff on the new requirements – Ensure employees understand the changes and know how to use the new system.
4. Test and optimize processes – Conduct internal tests to resolve potential issues before the September 2025 deadline.
5. Engage with a trusted customs partner – Work with experienced providers like Descartes to ease the transition and maintain compliance.
6. Obtain an EORI number – Register with the customs authority of an EU Member State to receive an EORI number.
Important deadline: The deployment window for New ICS2 Release 3 is between April 1, 2025, and September 1, 2025. Carriers should request a specific deployment window at least one month before their intended go-live date.
Consequences of non-compliance
Failing to comply with New ICS2 Release 3 can have serious consequences, including:
- Goods being stopped at EU borders.
- Delays in customs clearance.
- Rejected or incomplete declarations being subject to intervention.
- Possible sanctions for non-compliance.
Is your business ready for New ICS2 Release 3?
New ICS2 Release 3 represents a major shift in customs regulations for rail and road carriers. While these changes may seem complex, adopting a cloud-based customs management solution can simplify compliance. Investing in the right technology now will help businesses avoid disruptions and maintain smooth operations.
The time to act is now. By evaluating existing customs processes and leveraging solutions like Descartes, carriers can ensure compliance and stay competitive in an increasingly regulated logistics environment.
