ACE Import Manifest: What Documents You Actually Need for Customs Clearance

When your trucks cross from Mexico into the United States, U.S. Customs and Border Protection (CBP) requires precise electronic documentation filed through the Automated Commercial Environment (ACE) system.

At EP Logistics, we guide carriers and shippers through these compliance requirements daily, ensuring smooth border crossings and avoiding costly delays.

Understanding ACE manifest requirements for trucks entering United States from Mexico is essential for seamless cross-border operations. Truckers must give CBP an ACE e-manifest and the customs broker’s entry number at least one hour before crossing the border from Mexico.

This is the main rule. When crossing the U.S. border, drivers must present customs paperwork with a legible trip number or shipment control number.

What is ACE eManifest, and Why It’s Mandatory for Mexico-U.S. Truck Crossings

The Automated Commercial Environment (ACE) is CBP’s central electronic system that connects customs officials, partner agencies, and everyone involved in the trade community. It replaced old paper-based systems to make border security stronger, speed up cargo processing, and give everyone real-time visibility into what’s crossing the border.

Here’s the deal: the Trade Act of 2002 made electronic manifest filing mandatory for all commercial shipments entering the United States. If you’re a truck carrier crossing from Mexico, filing an ACE eManifest isn’t optional.

The system works by giving CBP advance notice of incoming cargo, so they can assess risk and flag potential issues before your truck even reaches the primary inspection point. This keeps security tight while helping legitimate cargo move faster.

ACE vs. Traditional Paper Manifests

Electronic ACE manifests are a big improvement over paper ones. Here’s why:

• Speed and efficiency: Electronic submissions process instantly. Paper manifests? They need manual data entry and physical handling at the port, much slower.
• Fewer errors: ACE checks your data in real-time and flags any formatting problems or missing fields before you submit. With paper manifests, errors often don’t show up until you’re already at the border, causing frustrating delays.
• Better tracking: Electronic systems send you automatic shipment status updates and release notifications. Paper processes mean making phone calls and tracking down physical documents.
• Proof of compliance: ACE automatically timestamps your submissions, creating a clear record that you filed on time. Paper manifests don’t give you that definitive proof.

Carriers using USA-Mexico customs brokerage services benefit from integrated electronic filing that eliminates manual paperwork.

Legal Penalties for Non-Compliance

CBP doesn’t mess around with ACE manifest requirements. A structured penalty system is used to make sure people follow the rules. Violations include filing late, missing information, giving wrong information, or not having the right paperwork at the border.

Here’s what you’re risking:

• Monetary penalties: Fines can range from hundreds to thousands of dollars per violation, depending on how serious it is and whether you’ve been flagged before. Repeat offenders pay even more.
• Shipment delays: Show up without proper ACE filing, and your truck gets held at the port until you fix and resubmit the documentation. These delays throw off delivery schedules and drive up costs, disrupting border clearance procedures.
• Carrier sanctions: Persistent non-compliance can result in increased inspections, loss of eligibility for the Trusted Trader Program, or suspension of border crossing privileges.

Understanding these mistakes in cross-border trucking helps carriers avoid common compliance pitfalls.

Required Data Elements for ACE Truck Manifest Filing

CBP needs comprehensive information in every CBP truck manifest filing. Leave something out or get it wrong, and the system will reject your submission, leading to delays at the border. Understanding all required truck manifest data elements is crucial for successful border crossings.

Basic requirements:

• Standard Carrier Alpha Code (SCAC): Your unique four-letter carrier identifier registered with the National Motor Freight Traffic Association. Meeting SCAC code requirements is mandatory for ACE Portal registration and filing.
• Trip number/Shipment control number: A unique ID for each border crossing that your driver must present at inspection.
• Estimated arrival: Date and time you expect to reach the specific U.S. port of entry
• Port of entry code: The official CBP code for where you’re crossing
• Conveyance info: Truck and trailer IDs, license plates, and seal numbers (if applicable)
• Driver details: Full name, date of birth, and citizenship or immigration status
• Cargo description: Detailed commodity information for every shipment you’re hauling

Shipment-Level Information

Each shipment requires specific data elements:

• Shipper information: Complete name and address of the party shipping goods from Mexico.
• Consignee information: Full name and address of the U.S. party receiving the shipment, including IRS/EIN for commercial consignees.
• Commodity description: Detailed description of goods sufficient for CBP to assess duty and admissibility. Vague descriptions like “general merchandise” are unacceptable.
• Harmonized Tariff Schedule (HTSUS) codes: The appropriate 10-digit classification code for each commodity. Accurate classification determines duty rates and regulatory requirements.
• Quantity and weight: Precise measurements in appropriate units (pieces, kilograms, liters, etc.).
• Value declaration: The transaction value or fair market value of goods in U.S. dollars.

Conveyance and Equipment Details

CBP requires complete identification of the physical equipment crossing the border:

• Power unit identification: Truck tractor VIN, unit number, and license plate with issuing jurisdiction.
• Trailer identification: Trailer number, VIN if available, and license plate information.
• Seal numbers: If cargo compartments are sealed, all seal numbers must be reported and match physical seals at inspection.
• Equipment type codes: Standard codes indicating trailer configuration (dry van, refrigerated, flatbed, tanker, etc.).
• Empty equipment: Even empty trailers require manifest filing with appropriate “empty” indicators.

Border Crossing-Specific Data

Location and timing data ensure CBP directs your shipment to the correct processing queue:

• Port of entry code: The specific CBP port where you’ll cross (e.g., 2304 for Laredo, 2502 for Otay Mesa).
• Estimated arrival date and time: Your projected arrival is within a reasonable window. Significant deviations may require manifest amendments.
• Routing information: For in-bond movements, the complete routing from the port of entry to the destination or exit port.
• Conveyance arrival certification: Electronic certification that manifest information is accurate and complete.

ACE Manifest Filing Timeline and Deadlines

Timing is everything for smooth border crossings. Here’s the fundamental rule: highway carriers must file an ACE eManifest at least one hour before arriving at the U.S. border from Mexico.

This “1-hour rule” applies to both the manifest itself and your customs broker’s entry number; both need to be on file with CBP before the deadline. File late and you’re looking at automatic violations, regardless of what you’re hauling or your carrier history.

Standard Shipment Filing Windows

• Minimum requirement: ACE manifest accepted by CBP at least 60 minutes before truck arrival at the primary inspection booth.
• Best practice recommendation: File 2-4 hours in advance to allow time for corrections if CBP rejects the initial submission due to data errors.
• Amendment window: If shipment details change after filing, amendments must be submitted before arrival. Post-arrival amendments require special procedures and may trigger inspections.
• Broker coordination: Ensure your customs broker files entry documentation simultaneously with manifest submission. Arriving with a manifest but no entry number violates the 1-hour rule.

Working with an experienced logistics solutions provider ensures coordinated filing that meets all timing requirements.

FAST Program Expedited Timeline

The Free and Secure Trade (FAST) program offers benefits to pre-approved, low-risk carriers and shipments, but doesn’t eliminate the 1-hour filing requirement.

• FAST lane access: Qualified shipments use dedicated lanes with reduced inspection rates, significantly decreasing border crossing time.
• Filing requirements: FAST shipments still require ACE manifest filing one hour in advance. The program expedites processing, not filing deadlines.
• Eligibility criteria: Carriers, drivers, and importers must all hold valid FAST certifications. Shipments must meet program security requirements.
• Compliance importance: FAST violations result in program suspension, eliminating expedited processing privileges and increasing future inspection rates.

QR Code Barcode Requirements at Port of Entry (2024 Update)

As of August 11, 2024, CBP requires carriers crossing from Mexico at the Port of Laredo to provide a QR code ACE manifest lead sheet with specific technical specs. This requirement applies to the Laredo Field Office ports (Laredo, Eagle Pass, etc.) since 2024, with voluntary adoption encouraged at others like Brownsville.

Here’s how it works: the QR code contains encoded manifest data that CBP officers can scan during primary inspection, giving them instant access to your shipment details without manual data entry. This speeds up processing and cuts down on human error.

How to Generate and Print ACE Manifest QR Codes

Once CBP accepts your ACE manifest submission, the system automatically generates a unique QR code for that specific trip number. Here’s what you need to do:

• Access the QR code: Log into your ACE Portal account or authorized software system and find your accepted manifest record.
• Generate the lead sheet: Select the QR code generation option to create a printable document with the barcode and essential trip information.
• Technical specifications: Print on standard 8.5″ x 11″ paper with good contrast and resolution for reliable scanning. Don’t use thermal paper—it fades.
• Multiple copies: Print at least two copies. One for CBP and one for your driver to keep as backup documentation.
• Verification: Before heading to the border, double-check that the trip number on the printed sheet matches your manifest submission.

QR Code Presentation Procedures at the Border

Presenting your QR code properly makes primary inspection smoother and shows you know what you’re doing.

• Keep it accessible: Don’t bury the QR code lead sheet in your paperwork. Many drivers clip it to the sun visor or keep it on the dashboard for easy access.
• At primary inspection: Hand over the QR code to the CBP officer right away when they ask for it; typically before or with your other documentation.
• Scanning process: The officer scans the code with a handheld device and instantly pulls up your manifest data. When codes are formatted correctly, this takes just seconds.
• Backup procedures: If there’s a technical issue and the QR code won’t scan, officers can manually access your manifest using the trip number. It takes longer, but it’s not a violation if you thoroughly prepared your QR code.

Shipment Release Types and Cargo Disposition Codes

CBP uses specific release type codes to categorize how cargo will move through or enter the United States. You need to select the correct code for accurate manifest filing.

• Type 01 – Consumption Entry: Goods entering U.S. commerce for sale or use. Requires formal or informal entry filing and duty payment.
• Type 02 – In-Bond (IT): Cargo transiting through the U.S. to another U.S. destination under bond, with duties deferred until it reaches the final destination.
• Type 03 – Immediate Exportation (IE): Goods crossing U.S. territory for immediate export to a third country without entering commerce.
• Type 04 – Transportation & Exportation (T&E): Similar to IE, but with inland transportation to a different U.S. port before export.
• Type 05 – FROB (Foreign Remaining On Board): Cargo that stays on the conveyance and doesn’t unload in the U.S.

In-Bond Movements (IT/TE Codes)

In-bond procedures let cargo move through U.S. territory without formal entry or duty payment at the border.

• IT (Immediate Transportation): Use this when cargo crosses from Mexico and travels to another U.S. location for customs clearance. This is common for shipments headed to interior warehouses or distribution centers.
• TE (Transportation & Exportation): Use this when cargo crosses from Mexico, travels through the U.S., and exits to Canada or another country without entering U.S. commerce.
• Bond requirements: Carriers must maintain continuous customs bonds covering in-bond movements. Bond amounts depend on cargo value and your carrier history.
• Arrival notifications: You need to report arrival at the in-bond destination within specified timeframes to close the in-bond record.

Immediate Exportation and Transportation & Exportation

• IE movements: Cargo arrives at a U.S. port from Mexico and immediately exports to a third country from that same port. Minimal time on U.S. territory.
• T&E movements: Cargo arrives from Mexico, travels inland to a different U.S. port, then exports. This requires careful routing documentation and arrival confirmations.
• Documentation requirements: Both need export documentation and proof of departure from U.S. territory. If you don’t export as declared, you’re looking at penalties and duty assessments.
• Time limits: CBP sets strict timeframes for completing IE and T&E movements. Require an extension? Submit a formal request before the deadline expires.

Standard Entry Release Procedures

Most commercial cargo enters U.S. commerce through standard entry procedures that coordinate with your ACE manifest filing.

• Formal entry: Required for shipments valued over $2,500 or those subject to specific regulations, regardless of value. Needs detailed entry documentation and duty payment.
• Informal entry: A simplified process for lower-value shipments, often processed immediately at the port of entry.
• Release timing: CBP may release your cargo right away if entry documentation is complete and no examinations are needed. Holds happen when additional review is necessary.
• Coordination requirement: Your customs broker must file entry documentation that references your ACE manifest trip number, linking the two submissions together.

Common ACE Manifest Errors and How to Avoid Them

Even experienced carriers encounter ACE manifest rejections. Understanding common errors prevents delays and compliance violations.

Data Validation Failures

• SCAC code errors: Using an unregistered, expired, or incorrectly formatted SCAC triggers immediate rejection. Verify your SCAC is current and entered exactly as registered.
• Invalid port codes: CBP maintains specific port code formats. Using outdated codes or incorrect formats causes validation failures.
• HTSUS classification mistakes: Entering invalid tariff codes or using insufficient digits (fewer than 10) results in rejection. Verify codes against current HTSUS schedules.
• Consignee identification issues: Missing or incorrectly formatted IRS/EINs for commercial consignees prevent manifest acceptance.
• Date and time formatting: ACE requires specific date/time formats. Incorrect formatting causes system rejections even when information is otherwise accurate.

Timing and Amendment Issues

• Late filing violations: Submitting manifests less than one hour before arrival is a violation, no matter the circumstances. Build buffer time into your processes.
• Post-arrival amendments: Trying to correct manifest data after your truck arrives requires special procedures and might trigger inspections or penalties.
• Mismatched arrival times: Arriving way earlier or later than your estimated arrival time may require manifest amendments and explanations.
• Duplicate trip numbers: Reusing trip numbers from previous crossings causes system conflicts. Each crossing needs a unique identifier.

Implementing how to streamline cross-border customs clearance procedures reduces these common errors.

ACE Manifest Requirements for Different Shipment Scenarios

Special cargo types and situations require modified ACE manifest procedures beyond standard commercial shipments.

USMCA/NAFTA Preferential Trade Shipments

Goods qualifying for duty-free treatment under the United States-Mexico-Canada Agreement need additional documentation beyond standard ACE manifests.

• USMCA certification: Importers must have valid certifications of origin showing goods meet the rules of origin requirements.
• Manifest indicators: ACE manifests should include appropriate indicators that goods claim preferential treatment, alerting CBP to verify eligibility.
• Documentation retention: Keep certifications and supporting documentation for at least five years, available for CBP review if they ask.
• Compliance verification: CBP may conduct origin verifications with manufacturers or exporters. Make inaccurate claims, and you’ll face duty assessments and penalties.

Hazardous Materials and Regulated Commodities

Shipments containing hazardous materials, food, pharmaceuticals, or other regulated goods need supplementary ACE data and Partner Government Agency (PGA) clearances.

• HAZMAT identification: Your manifest must include proper shipping names, hazard classes, UN numbers, and emergency contact information for all hazardous materials.
• FDA-regulated products: Food, drugs, cosmetics, and medical devices require prior notice filing through FDA systems, with confirmation numbers referenced in your ACE manifests.
• EPA and DOT requirements: Environmental and transportation regulations may require additional permits, notifications, or documentation linked to ACE submissions.
• Agricultural products: USDA/APHIS-regulated items need phytosanitary certificates and pest/disease declarations in manifest data.

Empty Trucks and Repositioning Equipment

Even trucks crossing without commercial cargo must file ACE manifests with appropriate empty indicators.

• Empty conveyance filing: Submit a manifest indicating “empty” status with truck and trailer identification, but no shipment-level cargo data.
• Personal effects: The driver’s personal belongings generally don’t require detailed manifest entries, but should be declared if questioned.
• Equipment repositioning: Empty trailers being repositioned require manifests identifying the equipment and confirming no commercial cargo is present.
• Compliance importance: Crossing without any manifest filing—even when empty—violates ACE requirements and triggers penalties.

Technology Solutions for ACE Manifest Compliance

Modern software platforms automate ACE manifest filing, cutting down on manual data entry and compliance risks.

• ACE Portal direct access: CBP’s free portal lets carriers file manifests directly. It works well for smaller operations with limited crossing volume.
• Third-party software solutions: Commercial platforms offer enhanced features like automated data validation, integration with transportation management systems, and bulk filing capabilities.
• Customs broker integration: Many brokers provide manifest filing services integrated with entry documentation, ensuring coordinated compliance.
• API connectivity: Large carriers often integrate ACE filing directly into their operational systems through CBP’s API, enabling real-time automated submissions.
• Mobile applications: Some providers offer mobile apps that let drivers verify manifest status and access QR codes from their smartphones or tablets.

Choosing the right technology depends on your crossing volume, operational complexity, and how it needs to integrate with your existing systems. EP Logistics helps clients evaluate and implement solutions that match their specific cross-border needs, ensuring reliable compliance without disrupting operations.