Guide

How to complete your Intrastat Supplementary Declaration

Intrastat Supplementary Declaration value

Show the value - as you must do for VAT purposes - in GBPs sterling rounded up to the nearest pound. Do not show the '£' sign or pence.

If you need to convert an amount from a foreign currency into sterling, you must do so using one of the following published rates:

  • the UK market selling rate at the time of the acquisition - the rates published in national newspapers are acceptable as evidence of the rates at the relevant time
  • the period rate of exchange published by HMRC for customs purposes - you can obtain rates for a particular period from the HMRC VAT Helpline
  • a rate that you use for commercial purposes that is objectively verifiable, changes frequently and is not based on a forward rate and for which you have received written approval from HMRC to use for VAT purposes

You can call the HMRC VAT Helpline on Tel 0300 200 3700.

Note that forward rates or methods deriving from forward rates are not acceptable.

If you have no trade for a given month, you should submit a nil return.

When calculating the value of goods for Supplementary Declarations (SDs), you must include any related freight or insurance charges where they form part of the invoice or contract price of the goods. You must also include any goods supplied free of charge. However, you must not include the value of any excise duty that may be payable. You must also exclude any freight and insurance costs not included in the contract price.

You should include:

  • any related freight or insurance charges where they form part of the invoice or contract price of the goods
  • goods supplied free of charge

You should not include

  • any extra charges - eg freight and insurance costs - not included on the goods invoice
  • excise duty on alcohol, tobacco and hydrocarbon oils

For examples on the make-up of values associated with various types of contract or delivery terms refer to Notice 60 of the Intrastat general guide.

Returning wrong or incomplete information for the value data field, or failing to return any information, can produce incorrect data that might affect decisions on interest rates. This impacts on most people and will particularly affect the cost of business borrowing.