The International Trade Blog arrow Export Compliance

Export Compliance Self-Disclosure: When, How & Why You Should Do It

On: October 28, 2024    |    By: David Noah David Noah    |    8 min. read

Export Compliance Self-Disclosure: When, How & Why You Should Do It | Shipping SolutionsIn exporting, the phrase “It’s better to ask forgiveness than ask permission” is one of the biggest lies an exporter can believe. Your export compliance strategy and execution isn’t the place to seek forgiveness.

The regulations aren’t something you should blow through haphazardly or ignore. They require careful attention, study and thought. And if you don’t think so, take a look at what happens if you aren’t in compliance:

  • Fines for export violations can reach up to $1 million per violation in criminal cases according to the U.S. Department of Commerce's Bureau of Industry and Security (BIS).
  • Administrative cases can result in a penalty amounting to the greater of $300,000 or twice the value of the transaction.
  • Criminal violators may be sentenced to prison for up to 20 years.
  • Administrative penalties may include denial of export privileges—you could lose your company and your livelihood.

These devastating consequences should be enough to scare exporters straight into thoughtfully approaching export compliance in every transaction. But what happens if your company makes a mistake and violates export compliance regulations?

Let’s take a look at what you should know about export compliance self-disclosure, including new rules published September 16, 2024, that amend the Export Administration Regulations (EAR).

What is voluntary self-disclosure?

If you believe you may have violated the Export Administration Regulations (EAR), BIS encourages you to submit a voluntary self-disclosure (VSD). A VSD is a document you’ll complete and submit to BIS that shows your intent to comply with U.S. export control requirements. A VSD may provide important information on other ongoing violations. 

Recent changes to the VSD process now affect how violations are handled and the penalties companies may face if they choose not to disclose violations.

Willful vs. Non-willful Mistakes

Willful vs. non-willful mistakes are an important distinction for the Office of Export Enforcement (OEE) regarding export compliance. Willful mistakes—did you do it on purpose?—vs. non-willful mistakes—were you demonstrating compliance with a program in place when the mistake occurred?—can significantly affect your case.

According to FBI Special Agent Cindy Burnham, a non-willful mistake is less of a problem if you’re demonstrating compliance with a program in place. However, if a non-willful mistake is discovered and is not reported, it turns from non-willful to willful. Voluntary self-disclosure protects a mistake from becoming willful once you discover it occurred.

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Why should you self-disclose?

Government guidance emphasizes the benefits of voluntarily self-disclosing potential violations and makes non-disclosure a particularly risky choice because:

  • Third parties that blow the whistle on competitors will be rewarded.
  • Updates in 2024 make non-disclosure an aggravating factor. If a firm uncovers a significant violation but chooses not to file a VSD, BIS may impose harsher penalties, including larger fines and stricter administrative actions.

In the year after the first round of stricter VSD policies were announced, BIS saw a nearly 30% increase in significant VSDs and a nearly 20% increase in industry tips that resulted in actionable leads.  

Non-disclosed cases will result in tougher penalties, and according to a notice from the Department of Commerce, Department of the Treasury and the Department of Justice:

“Self-disclosing potential violations can provide significant mitigation of civil or criminal liability, the extent of which depends on the agency, but may extend so far as a nonprosecution agreement or a reduction of 50 percent in the base penalty amount for civil or criminal penalties.”

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In line with its intensified enforcement efforts, BIS has appointed Raj Parekh as its first-ever Chief of Corporate Enforcement. Parekh will act as the primary liaison between BIS’s special agents, the Department of Commerce’s Office of Chief Counsel for Industry and Security, and the Department of Justice. His role underscores BIS’s commitment to holding violators accountable and advancing significant corporate investigations.

When you self-disclose, your issue is more likely to be resolved by means other than the issuance of an administrative penalty because you’re demonstrating to the enforcement agency that you’re doing your due diligence and your best to stay compliant. You can find out more about administrative penalties in Supplement No. 1 of Section 766 of the EAR.

Exporters should always strive for 100% compliance with export rules. Although you may not achieve it, as long as you have processes in place and you’re doing your due diligence to try to be compliant, if you do make a mistake, it will make regulatory agencies less inclined to pursue onerous penalties.

When and how should you self-disclose?

According to the BIS, you should begin the process of self-disclosure as soon as you determine that there has been a violation or you suspect a violation. Additionally, while you should already be in regular conversation with someone in your legal department, they need to be immediately notified. If your company does not have a legal department, you should immediately call your legal counsel.

The Office of Export Enforcement (OEE) at BIS introduced a dual-track system for handling VSDs. Under this system, VSDs related to minor or technical violations are expedited and multiple minor violations can be bundled into a single quarterly submission. More significant violations involving aggravating factors will require a more detailed submission and internal review.

Here’s a brief overview of how to get started with the process of self-disclosure:

1. Send initial notification to the OEE. This should be in writing and should include:

  • The name of the person making the disclosure;
  • A brief description of the suspected violations;
  • A contact person regarding the initial notification and that contact person's current business street address, email address, and telephone number; and
  • A description of the general nature and extent of the violations.

You should submit this by email to bis_vsd_intake@bis.doc.gov or mail it to: Director, Office of Export Enforcement, 1401 Constitution Ave., Room H4514, Washington, DC 20230. If it's not practical to make an initial notification in writing, OEE should contacted via phone at (202) 482-5036.

2. Once you’ve sent an initial notification, someone from OEE will contact you for the next steps. You should read and refer to the entire statute on self-disclosure to fully understand the process of self-disclosure.

Self-Disclosing Violations of the Foreign Trade Regulations (FTR) to the Census Bureau

In addition to BIS, the U.S. Census Bureau and the Directorate of Defense Trade Controls (DDTC) have ways to self-disclose violations.   

The Census Bureau’s Trade Regulations Branch (TRB) has been piloting a standardized, fillable VSD form since August 2024 and after positive results will fully implement the form beginning March 2, 2025.

Key Data Required in the Fillable VSD Form:

  • Type of violation (e.g., failure to file EEI, failure to correct fatal errors, failure to file timely corrections);
  • Description of unreported or incorrectly reported data;
  • Explanation of when and how the violation occurred;
  • Complete identities and addresses of all individuals and entities involved, whether foreign or domestic;
  • Indication of whether the violating party was notified by any federal agency;
  • Clarification on whether the exports were subject to export controls from any federal agency;
  • Any mitigating factors;
  • Corrective actions taken;
  • Internal Transaction Numbers (ITNs) for missed and/or corrected shipments.

The fillable VSD Form can be found here, and detailed submission instructions can be found here.

Self-Disclosing Violations of the International Traffic in Arms Regulations (ITAR) to the DDTC

If you believe that your organization has violated, or potentially violated, ITAR, the DDTC strongly encourages the submission of a Voluntary Disclosure as outlined in 22 CFR § 127.12. DDTC accepts disclosures and related information via email or mail, including overnight delivery. DDTC encourages the disclosing party to email disclosures and related information to DTCC-CaseStatus@state.gov. The initial disclosure should include:

  • Who is making the disclosure, and if there is a DDTC registration 
  • Contact information, including name, address and email 
  • Identify the disclosure type and previous disclosure numbers (if any) 
  • Summary of the suspected violation including dates and any documents relating to the suspected violation

Learn more about the DDTC process here

For More Information

Find out more about voluntary self-disclosures from the BIS website’s Voluntary Self-Disclosure page.

Shipping Solutions’ export documentation and compliance software gives subscribers the ability to ensure that their shipments comply with current export regulations. By simply clicking on a single button, you immediately have three screening options: Restricted Party Screening, Export License Determination and Country Document Determination. Click here to arrange a free online demo of the software.

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This article was first published in June 2015 and has been updated to include current information, links and formatting.

David Noah

About the Author: David Noah

As president of Shipping Solutions, I've helped thousands of exporters more efficiently create accurate export documents and stay compliant with import-export regulations. Our Shipping Solutions software eliminates redundant data entry, which allows you to create your export paperwork up to five-times faster than using templates and reduces the chances of making the types of errors that could slow down your shipments and make it more difficult to get paid. I frequently write and speak on export documentation, regulations and compliance issues.

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