Guide to the filling of the format for the shipping of the list of passengers and crew

Form for Registration of Passengers and Crew

1. Name of the Document

The document must be named in the following format for easy and quick location.
PTO_ARV_YYYYMMDD_EMBARCACION.xls

  • PTO is the port of arrival or departure.
  • ARV means that the document is a manifest of arrival, and DEP stands for departure.
  • YYYYMMDD is the date of arrival or departure.
  • Name of the Vessel

Example:
ICZ_ARV_20100727_SEAQUEEN.xls

The name will be used when a search is conducted in the system.

2. Cargo File

The loading file comprises two sections, one with all the information of the vessel and the other with the information of the passengers and crew.

2.1 Vessel

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The first section includes the following information:

SETRAM Basic File: This field must include the numerical characters with the basic file assigned by the SETRAM system. This field has a13 digit capacity.

Name of the Vessel (required): This field must include the name of the vessel. Only up to 100 characters may be entered.

Consignee or Marine Agency (required): This field must contain the Consignee or Marine Agency corresponding to the vessel. Only up to 100 characters may be entered.

Type of Vessel (required): The type of vessel must be entered in this field. Cargo, Cruise, Official, Private, Tanker, Platform and Fishing may be selected from the submenu.

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Company: This field must contain the name of the shipping company filing such transportation. Only up to 100 characters may be entered.

Country of Departure or Arrival (required): Int this field, the country of departure or arrival of the vessel may be selected from a list containing each abbreviation in the “Countries and Ports” tab in the file. The list of abbreviations is included at the end of the document.

Port of Departure or Arrival (required): This field must contain the port of arrival or departure of the selected country. Only up to 100 characters may be entered.

Date of Departure or Arrival (required): This field must contain the date of arrival or departure from/to the selected country. 10 characters must be entered in the cell in a dd/mm/yyyy format.

Time of Departure or Arrival (required): This field must contain the time of arrival or departure from/to the selected country. Up to 5 characters may be be entered in an hh/mm format. (24 hour time system from 00:00 to 23:59)

Port of Arrival or Departure (required): This field must contain the Mexican port of arrival or departure. Only up to 100 characters may be entered.

Date of Arrival or Departure (required): This field must contain the date of arrival or departure from/to the Mexican port. Only up to 10 characters may be entered in the cell in a dd/mm/yyyy format.

Time of Arrival or Departure (required): This field must contain the time of arrival or departure from/to the Mexican port. Up to 5 characters may be be entered in an hh/mm format. (24 hour time system from 00:00 to 23:59).

Number of Persons on Board (required): This field must contain the number of persons on board. Only numbers may be entered.

Schedule: This field must contain the Mexican ports in which the vessel will stop. The ports will be abbreviated in 3 characters separated by commas (e.g. ENS,MZN,MZN for the Ports of Ensenada, Mazatlán, and Manzanillo).

*  The system will begin reading the information form row 3.
In this section, the system will not process the file if there are required fields left blank.

 

2.2 Passengers

tabla-pasajeros

Last Names (required): This field must contain the last name(s) of the passenger or crew member. This field allows spaces and special characters. Only up to 200 characters may be entered.

Given Names (required): This field must contain the given name(s) of the passenger or crew member. This field allows spaces and special characters. Only up to 200 characters may be entered.

Sex (required): This field must contain the sex of the persons on board of the vessel. The cell will show a selection box to choose F (Female) or M (Male).

Date of Birth (required): In this field, the date of birth must be entered in a dd/mm/yyyy format. This field is limited to 10 characters.

Country of Birth: In this field, the country of birth of the passenger or crew member must be entered in an ISO2 format (Abbreviation of the country in 2 characters).
A list of countries and abbreviations is included at the end of this page.

Nationality (required): In this field, the nationality of the passenger or crew member must be entered in an ISO2 format (Abbreviation of the country in 2 characters).
A list of countries and abbreviations is included at the end of this page.

Passport Number: This field must contain passport number of the passenger or crew member. This field is limited to 20 characters.

Country of Issue: In this field, the abbreviation of the country of issue of the passport must be entered. (The list of abbreviations appears at the end of this document).

Date of Issue: In this field, the date issue of the passport must be entered. Up to 10 characters in a dd/mm/yyyy format may be entered in this field.

Date of Expiry: In this field, the date expiry of the passport must be entered. Up to 10 characters in a dd/mm/yyyy format may be entered in this field.

Sea Service Record Book: This field must contain the Sea Service Record Book number of the passenger or crew member. This field is limited to 20 characters.

Type of Passenger (required): This field will help distinguish the type of persons aboard a vessel. P stands for Passenger, and C for Crew.

* In this section, the system will validate the required fields; if any of such fields is left blank, the system will assign the record as pending (“P”) in the “alerted” and “document alerted” columns. Subsequently, the system will continue validating the following records.

3. File Requirements

  • The file must be in Excel 2003 format.
  • A file must be submitted for each port of arrival or departure. Should the files have the same name, the system will overwrite the previous file.
  • The sheet containing the details of the passengers and crew must be named Data.

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4. Abbreviations