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HMS Electronic Dealer Reporting System

Frequently Asked Questions

General

►What are my dealer reporting requirements?

Starting January 1, 2013, all federally-permitted Atlantic HMS dealers must report receipt of Atlantic sharks, swordfish, and bigeye, albacore, yellowfin, and skipjack (BAYS) tunas on a weekly basis through an approved electronic system. 

The reports will be required on a weekly basis (Sunday to Saturday) and must be submitted no later than midnight, local time, of the first Tuesday following the end of the reporting week.  Reports are required whether you bought HMS during that weekly reporting period (i.e., a “positive” report) or did not buy HMS during that weekly reporting period (i.e., a “negative” report).  Bluefin tuna will continue to be reported through the landing card fax system.

These requirements are not new if you hold a Northeast Region federal dealer permit and already report electronically using SAFIS or Trip tickets.  You may use your current program to continue to submit federal reports including HMS, and will notice that several new HMS-related data elements have been incorporated.  Unless you are using file upload, this is the only change that will affect you.  File upload dealers should contact us at (301) 427-8590.

►Why is NOAA Fisheries requiring Atlantic HMS dealers report electronically?

Electronic reporting is necessary to ensure timely and accurate reporting, which is critical for quota monitoring and management of Atlantic HMS species, particularly sharks which have relatively small quotas.

►Am I required to have an Atlantic HMS dealer permit?

If you are a person the first person that purchases Atlantic sharks, swordfish, and tunas from a fishing vessel for commercial purpose, other than solely for transport, you are required to obtain an HMS dealer permit and report receipt of all HMS product electronically to the HMS Management Division.

►How do I obtain an HMS Dealer Permit?

Dealer permits for Atlantic Swordfish and Atlantic Sharks may be obtained by contacting the Southeast Regional Office, Permits Department at (727) 824-5326. A printable version of the annual dealer application can be downloaded from the Southeast Regional Office website. Dealer permits for Atlantic BAYS tunas may be obtained at by contacting the Northeast Regional Office at (978) 281-9370. A printable version of the annual dealer permit application can be downloaded from the Northeast Regional Office website. A complete application with required supporting documents must be submitted at least 30 days before the date on which the permit is to be made effective.

Electronic Reporting

►What species do I have to report? 

You must report receipt of Atlantic sharks, swordfish, and BAYS tunas.  At this time, Atlantic HMS dealers will not be required to report Atlantic bluefin tuna through this electronic reporting system.  All Atlantic Bluefin tuna will continue to be reported through the landing card fax system.

►When do I have to submit my HMS dealer reports? 

The reports will be required on a weekly basis (Sunday to Saturday) and must be submitted no later than midnight, local time, of the first Tuesday following the end of the reporting week.  Reports are required whether you bought HMS during that weekly reporting period (i.e., a “positive” report) or did not buy HMS during that weekly reporting period (i.e., a “negative” report).  Bluefin tuna will continue to be reported through the landing card fax system.

►How do I report electronically? 

There are several approved electronic system you can use.  These include:

1.  Standard Atlantic Fishery Information System (SAFIS) program
2.  Trip Ticket System program
3.  eDealer program

►I am already using one of the approved electronic reporting programs (i.e., Trip Ticket, SAFIS) to meet federal and/or state reporting requirements.  Can I use the same username and password to report receipt of HMS?    

Yes. If you are already reporting through either SAFIS or Trip Ticket, you will keep the same username and password to report Atlantic sharks, swordfish, and BAYS tunas in this program to meet your Federal Atlantic HMS dealer reporting requirements.  If you are using a state Trip Ticket reporting program, you will need to include your federal permit number in the future to have it count towards your federal reporting requirements.    

►I have never reported electronically; what program should I use to meet my federal Atlantic HMS dealer reporting requirement? 

If you are a dealer who is new to electronic reporting, please contact us at (301) 427-8590.  We can assist dealers during our normal business hours, Monday through Friday from 8:00 am to 5:00pm

►Can I send an HMS dealer report before the reporting deadline? 

Yes.  The electronic reporting system will allow you to submit a report at anytime within the reporting period for a given reporting week.  The electronic reporting system will allow you to indicate time periods when you will not be purchasing product for up to 90 days

►Who do I contact if I have problems using any of the approved electronic reporting programs (SAFIS, eDealer, Trip Tickets)? 

For detailed instructions on how to use SAFIS or HMS eDealer program or any questions regarding the newly required HMS data elements please refer to the “HMS Data Elements” section of this page or contact us at (301) 427-8590 or HMS.DealerReports@noaa.gov during our normal business hours, Monday through Friday from 8:00am to 5:00pm.  Local port agents can also be of assistance.

For detailed instructions regarding the use of the Trip Ticket System contact Claude Peterson, Bluefin Data, LLC at (225) 744-0807 or http://bluefindata.com.

►Who do I contact if I have problems with accessing or sending HMS dealer reports? 

You may contact us via phone (301–427–8590) or email (HMS.DealerReports@noaa.gov) for any assistance needed in completing reports during our normal business hours, Monday through Friday from 8:00 am to 5:00pm. 

HMS Data Elements

►Why do I have to report HMS catch areas?   

Reporting HMS catch areas will allow us to obtain information on where the HMS product was actually caught.  Knowing where an HMS was caught will allow us to apply those landings to the appropriate regional HMS quotas.

►What does “sale price” mean and why is the HMS Management Division interested in collecting this information?  

The “sale price” is the total price (not price per pound) a dealer received for an HMS product sold to a third party (e.g., restaurant, another HMS dealer, grocery store, wholesaler). 

This information is necessary so managers can accurately assess the socio-economic impacts of different management measures.  Without this information, managers may unknowingly choose an option with similar ecological impacts to other options being considered, but with larger negative socio-economic impacts.

►Do I have to report a “sale price”? 

No. You will be required to provide either a “sales price” in the space provided or click on the “no sale” price check box  (if applicable) when submitting a report regarding how much you received for HMS product you bought from a fishing vessel and then sold to a third party. 

►Can I provide an estimated total sale price if it is too time consuming to enter total of all individuals sales to a third-party? 

Yes.  You may provide an estimated total “sale price” of HMS product purchased from a fishing vessel and sold to a third-party.

►What is the Atlantic Shark Research Fishery?   

The Atlantic Shark Research Fishery allows for the collection of fishery-independent data for future stock assessments on particular shark species.  Only commercial vessels participating in the research fishery are allowed to land sandbar sharks.  The research fishery operates with 100 percent observer coverage.  There are typically around 10 fishing vessels participating in the Atlantic Shark Research Fishery each year.

If you are purchasing from someone participating in this fishery, you need to check the “Atlantic Shark Research Fishery” check box and enter in the Southeast Observer logbook ID in order for us to be able to apply those landings to the appropriate sandbar and non-sandbar large coastal shark research quotas.  These are separate quotas outside the commercial shark quotas.

If you are interested in participating or would like more information about the Atlantic Shark Research Fishery please call us at (301) 427-8503.

►How do I know which shark fin quality code to use for shark fins purchased from a fishing vessel? What do I report if I am not usually the person that determines the quality of shark fins?  

If you are the one determining the quality of shark fins purchased from a fishing vessel, please refer to the eDealer Compliance Guide for general guidelines that may help you determine the quality of shark fins.  You are not required to follow these guidelines; they are provided only for your reference.

If you are not the one that usually determines the quality of shark fins purchased from a fishing vessel, you can report fins as unclassified (UN). You must specify if the fins are dried or wet (i.e., fresh or not dried).

►Where can I find the required Southeast logbook number (or VTR) to enter in the new electronic dealer reporting system (i.e., Trip Ticket, eDealer)? 

The Southeast logbook number is equivalent to the VTR# displayed in the Southeast Coastal Fisheries Trip Report Form.  If reporting under the Atlantic HMS Logbook, the Southeast logbook number represents the Schedule Number on the Trip Summary Form. The VTR # is equivalent to the VTR serial number found on the copy of the VTR supplied to dealers.

►What VTR number should I enter in SAFIS if the Southeast vessel from which I am purchasing HMS has a Southeast logbook ID and not a VTR number? 

You will enter the Schedule Number on the Trip Summary Form of the Atlantic HMS logbook as the VTR number.

►Can I send a dealer report without purchase price information? 

It will depend on the electronic system you are using to report .  If you are using either SAFIS or Trip ticket programs, you are required to submit purchase price information.  A dealer may enter in a purchase price of zero dollars by the time of submission and update the price data once the dealers has the information.  The amount of time a dealer has to update the price information depends on the program you are using.  If you are using the eDealer program, you may be able to update the purchase price information for up to 30 days from the day the report was submitted.

►How far ahead can I report no purchase of HMS (negative report)?   

The electronic reporting system will allow you to indicate time periods when you will not be purchasing product for up to 90 days.

►Can I report any purchases during a time period that I have already submitted a negative report?   

Yes.  You are required to submit a report for any purchases by midnight of the following Tuesday of a reporting week, even if you have already submitted a negative report for that time period.

 

 

 

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