Last reviewed: September 29, 2026. Reading time: about 10 minutes.
CBP's own numbers tell the story plainly: of the roughly 286,000 CAPE declarations submitted by September 11, 2026, only about 201,000 passed file-level validation. That is close to three in ten declarations running into a problem before CBP even looks at the individual entries inside them. Almost every one of those problems traces back to one of five avoidable mistakes.
This guide walks through each one, what it actually costs you in time and money, and how to avoid it. If you have not yet filed, pair this with our step-by-step filing guide. If you have already filed, our five things to check after filing covers what to verify now.
The five mistakes, at a glance: (1) filing under the wrong party, (2) incorrect or nonexistent entry numbers, (3) using a CSV that does not match CBP's template, (4) including entries CAPE excludes, and (5) skipping ACH refund enrollment. Any one of these can delay a refund by weeks or months, even when your underlying claim is completely valid.
Transparency note: this guide is educational. At the end, we link to a referral partner and may earn a commission if you apply through that link. Read our affiliate disclosure and disclaimer.
In this guide
Mistake 1: Filing under the wrong party
Filer or importer of record mismatch
Only the importer of record on an entry, or the licensed customs broker who originally filed that entry, can submit a CAPE Declaration for it. CBP's guidance flags a mismatch between the filer and the importer of record as one of the most common reasons a declaration fails at file level.
This happens more often than you might expect: a company changes brokers, a subsidiary files under a different name than the parent, or someone assumes their general ACE access covers entries filed by a different broker.
Mistake 2: Incorrect or nonexistent entry numbers
Typos and data entry errors in your entry list
CBP explicitly lists incorrect or nonexistent entry numbers among the top reasons declarations fail. An entry number is a long string of digits, and it takes only one transposed character to point at an entry that does not exist, or worse, someone else's entry.
Mistake 3: Using the wrong file format
A CSV that does not match CBP's template
CAPE expects a specific CSV structure, available inside the CAPE tab in ACE. CBP lists a file that does not match this template as one of its recurring rejection reasons. Extra columns, headers in the wrong place, or a different file type entirely can all trip this up.
This mistake is especially easy to make if you are pulling entry data from an internal system and exporting it without checking the output against CBP's actual template first.
Mistake 4: Including entries CAPE excludes
Mixing in entries that ACE will strip out
Even a well-formatted file with correct entry numbers can still lose entries during validation if those entries fall into an excluded category. CBP's list includes entries tied to drawback or USMCA duty deferral programs, antidumping or countervailing duty cases pending liquidation, warehouse entry types 21 and 22, entries where a surety paid the IEEPA duties, and entries with open or suspended protests.
CBP also specifically advises filing your CAPE Declaration before any related drawback claim, not after, since sequencing the wrong way can cause its own complications.
Mistake 5: Skipping ACH refund enrollment
An accepted claim with nowhere for the money to go
This is the mistake that costs money even after everything else goes right. ACH refund enrollment in the ACE Portal is separate from any ACH setup you use to pay duties. If it is missing, CBP simply cannot send the refund, no matter how clean your CAPE Declaration was.
Why this matters at scale
These are not rare edge cases. CBP's own reporting through mid-September 2026 shows how often they occur:
None of these numbers reflect claims that were actually denied on the merits. They reflect paperwork problems, almost entirely avoidable with a careful pass before submission.
A 60-second check before you submit
- Confirmed the correct importer of record or filing broker for every entry in this batch.
- Cross-checked every entry number against a source document, not a manual retype.
- Used CBP's current CSV template without adding, removing or reordering columns.
- Removed entries tied to drawback, USMCA duty deferral, antidumping or countervailing duty cases, warehouse types 21 and 22, or surety-paid duties.
- Confirmed ACH refund enrollment is active in ACE, separate from any ACH debit setup.
Five minutes now beats weeks later. Every mistake on this list is fixable before you file. None of them are easily fixable after CBP has already processed a rejected declaration.
Frequently asked questions
CBP's own guidance points to filer or importer of record mismatches, incorrect entry numbers, and formatting issues as the most frequent file-level problems, with entry-level exclusions and missing ACH enrollment causing further delays even after acceptance.
Generally no. CAPE Declarations cannot easily be amended after submission. You typically need to correct the issue and file a new declaration covering the affected entries.
No, but it usually means delay. You can correct the issue and refile the affected entries. The risk is time lost, not necessarily your underlying right to the refund.
Most commonly, because ACH refund enrollment is missing in ACE. CBP has confirmed that thousands of otherwise-valid refunds have been held up for exactly this reason.
Either can, but someone should. If your broker files for you, ask them directly how they screen for filer mismatches, entry number accuracy, exclusions and ACH status before submitting.
CBP's process validates files at the point of submission rather than through a separate test mode, which is why a careful manual review beforehand matters so much.
Want a second set of eyes before you file?
If you would rather have your eligibility and entries reviewed before submitting, Tariff Refund Agency offers a free eligibility check that takes about five minutes, with no commitment.
Start Your Free Eligibility Check
Affiliate disclosure: if you apply through this button, we may earn a commission from Tariff Refund Agency. Refund eligibility, amounts and timing depend on individual circumstances and are never guaranteed. Read our affiliate disclosure and disclaimer.
Sources and further reading
- Tariff Refunds Finder: IEEPA Tariff Refund: Are You Owed Money by CBP?
- Tariff Refunds Finder: Tariff Refund Eligibility Checklist for US Importers (2026)
- Tariff Refunds Finder: Already Filed Your IEEPA Refund Claim? Check These 5 Things
- Tariff Refunds Finder: How to Claim a Tariff Refund, Step-by-Step for US Importers
- CBP: IEEPA Duty Refunds (official page)
- GHY International: CAPE progress and updates (updated September 16, 2026)
Educational only. Tariff Refunds Finder is not CBP, U.S. Customs or a government agency, and this guide is not legal, tax or financial advice. Filing requirements can change. Verify current details in the ACE Portal and with a qualified professional before you act.
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