Export Controls: State and Commerce Department License Review Times Are Similar (01-JUN-01, GAO-01-528). The United States defense industry and some U.S. and allied government officials have suggested in recent years that the U.S. export control process be reformed. Much of the debate on reforming the process has focused on the amount of time required to process an export license application. As a result GAO analyzed the time it takes to process export license applications. GAO found that the average State Department license application review took 46 days, while the average Commerce Department review took 50 days. Several variables had an impact on the time it took to review applications. The commodity being exported most affected the time of application review in both Departments. -------------------------Indexing Terms------------------------- REPORTNUM: GAO-01-528 ACCNO: A01113 TITLE: Export Controls: State and Commerce Department License Review Times Are Similar DATE: 06/01/2001 SUBJECT: Exporting Licenses Dept. of Commerce Control List Dept. of Commerce Export Control Automated Support System ****************************************************************** ** This file contains an ASCII representation of the text of a ** ** GAO Testimony. ** ** ** ** No attempt has been made to display graphic images, although ** ** figure captions are reproduced. Tables are included, but ** ** may not resemble those in the printed version. ** ** ** ** Please see the PDF (Portable Document Format) file, when ** ** available, for a complete electronic file of the printed ** ** document's contents. ** ** ** ****************************************************************** GAO-01-528 Briefing Report to the Chairman and Ranking Member, Subcommittee on Readiness and Management Support, Committee on Armed Services, U. S. Senate United States General Accounting Office GAO June 2001 EXPORT CONTROLS State and Commerce Department License Review Times Are Similar GAO- 01- 528 Page i GAO- 01- 528 Export Controls Letter 1 Briefing Section I State Department Export Licensing Process and Timing 8 Briefing Section II Commerce Department Export Licensing Process and Timing 28 Appendix I Scope and Methodology 44 Appendix II Comments From the Department of State 46 Appendix III Comments From the Department of Commerce 48 Figures Figure 1: State and Commerce Departments? License Processing Time, Fiscal Year 2000 2 Figure 2: Final Action of State and Commerce Departments? Licenses, Fiscal Year 2000 5 Contents Page 1 GAO- 01- 528 Export Controls June 1, 2001 The Honorable James M. Inhofe Chairman The Honorable Daniel Akaka Ranking Member Subcommittee on Readiness and Management Support, Committee on Armed Services United States Senate The U. S. defense industry and some U. S. and allied government officials have suggested in recent years that the U. S. export control process be reformed. Much of the debate on reforming the process has focused on the amount of time required to process an export license application. As a result, you asked that we analyze the time it takes to process export license applications. In March 2001, we briefed your staff on the results of our work. As agreed with your staff, we are providing the briefing as a report (see app. I for a discussion of our scope and methodology). As also agreed with your staff, we plan further work to determine why some license applications take significantly longer than the average time to process and will be reporting on this issue in the future. Under the authority of the Arms Export Control Act, 1 the State Department controls the export and import of defense articles and services. The State Department?s International Traffic in Arms Regulations provide licensing procedures and define the defense articles and services that require a license in the U. S. Munitions List. 2 The regulations, however, do not mandate or recommend timelines for the review of license applications. The Export Administration Act 3 and Executive Order 12981 grant the Commerce Department authority to review and issue licenses for the export of dual- use commodities (those having both commercial and military applications). The Commerce Department?s Export Administration Regulations establish procedures for licensing and define 1 22 U. S. C. secs. 2751 et seq. 2 22 C. F. R. secs. 120- 130. 3 50 U. S. C. App. secs. 2401 et seq. United States General Accounting Office Washington, DC 20548 Page 2 GAO- 01- 528 Export Controls items that require an export license in the Commerce Control List. 4 An automated system tracks the time spent reviewing license applications both within the Commerce Department and among other agencies. The executive order mandates specific timelines for the review of dual- use license applications and requires that the Commerce Department refer license applications to other executive branch agencies for review. For example, the Department of Defense reviews applications for national security concerns and the Department of State reviews applications for foreign policy concerns. In fiscal year 2000, the average State Department license application review took 46 days while the average Commerce Department review took 50 days. 5 In that fiscal year, the State Department completed over 46,000 license application reviews and the Commerce Department completed over 11,000. Figure 1 shows the time it took the State and Commerce Departments to process licenses applications in 30- day increments. Figure 1: State and Commerce Departments? License Processing Time, Fiscal Year 2000 Source: GAO analysis of the State and Commerce Departments? data. 4 15 C. F. R. secs. 730- 774. 5 We measured review time as total elapsed calendar time from receipt of a license application to the final action taken. Average License Application Processing Time for State and Commerce Is Similar 11 % 56 % 13 % 20 % 41 % 13 % 12 % 34 % 0 to 30 days 31 to 60 days 61 to 90 days 91 days and over State Department 46,048 Commerce Department 11,041 Page 3 GAO- 01- 528 Export Controls The State Department had 23 licensing officers to review license applications in fiscal year 2000. In addition to reviewing license applications, these officers responded to inquiries from other agencies and Congress. The State Department is currently hiring additional licensing officers. The Commerce Department had 51 licensing officers to review license applications in fiscal year 2000. Besides reviewing license applications, these officers process several thousand commodity classification requests and advisory opinions annually and, as at the State Department, Commerce licensing officers are responsible for responding to inquiries from other agencies and from the Congress. We examined selected variables to determine their impact on the amount of time needed to process license applications. These included the extent of interagency review, the commodity being exported, the type of license granted, and the country of destination of the planned export. The interagency review process has a significant effect on the time needed to process a license application at both the State and Commerce Departments. The State Department?s Office of Defense Trade Controls processes two- thirds of the license applications it receives without an interagency review. For fiscal year 2000, the State Department took an average of 23 days to reach a decision on these license applications. The other one- third of license applications submitted to the State Department are referred to other agencies through the interagency review process and, in fiscal year 2000, took an average of 91 days before State reached a final decision. For fiscal year 2000, the Commerce Department sent 83 percent of its license applications out for interagency review. 6 These reviews averaged 54 days to reach a final decision, as opposed to an average of 28 days for the 17 percent not referred for interagency review. The commodity being exported and the type of license being requested had a significant effect on processing time at the State Department. For the State Department, the license applications to export launch vehicles and missiles; military and space electronics; fire control systems, guidance systems and night vision equipment; and space systems and technology 6 Executive Order 12981 grants authority for the Departments of State, Defense, and Energy to review any license applications submitted to the Department of Commerce. The order allows these agencies to indicate that they do not wish to review certain types of licenses. Several Variables Affect Processing Time Page 4 GAO- 01- 528 Export Controls took the longest to process. License applications for agreements 7 and for temporary export licenses were the license types that took the longest to process. A State Department official said that agreements are generally the most complex cases and temporary exports frequently require interagency review because they are related to marketing efforts for defense articles to a country that does not already have those articles. For the Commerce Department, the commodity being exported also affected the time taken to process the license application. The Commerce Department?s Export Control Automated Support System does not differentiate the time it takes to process different license types. Therefore, we were not able to determine variations in time by license type for Commerce Department applications. License applications to export commodities in the computer, electronics, telecommunications/ information security, lasers, and navigation/ avionics categories had the longest review times. In general, the country of destination is not a major differentiating factor when measuring State Department license application processing time, but can be in the Commerce Department process. Seventy- seven percent of fiscal year 2000 license applications submitted to the State Department for North Atlantic Treaty Organization (NATO) countries and 75 percent of license applications for non- NATO countries were completed within 60 days. State Department officials stated that the lack of variation in processing time for applications to export to NATO versus non- NATO countries can be explained by the fact that non- NATO countries to which we export munitions list items are generally our allies, for example, Japan or Australia. Therefore, as a group these countries have a relationship to the United States that is similar to that of our NATO allies. On the other hand, the Commerce Department?s restrictions for NATO countries are not as stringent as for non- NATO countries. Furthermore, many of the license applications received by the Commerce Department are for licenses to export to countries that are not our allies and may in some cases be considered countries of concern. For fiscal year 2000, nearly 90 percent of license applications for exports to NATO countries were completed in 7 Agreements include manufacturing license agreements that allow a U. S. person to grant a foreign person an authorization to manufacture defense articles abroad; technical assistance agreements that permit the performance of defense services or the disclosure of technical data; and distribution agreements that allow the establishment of a warehouse or distribution point abroad for defense articles exported from the United States for distribution to entities in an approved sales territory. Page 5 GAO- 01- 528 Export Controls 60 days; in contrast, only 73 percent of applications to export to nonNATO countries were completed in 60 days. The results of license application reviews are generally similar for State and Commerce. Figure 2 shows the final actions associated with the State and Commerce Departments? license application reviews for fiscal year 2000. Over 80 percent of license applications at both Departments were approved. However, of the 86 percent of applications that were approved by State Department for fiscal year 2000, about one- third were approved with conditions that limited the use of the exported item. Nearly all of the fiscal year 2000 Commerce Department license application were approved with conditions. Figure 2: Final Action of State and Commerce Departments? Licenses, Fiscal Year 2000 Source: GAO analysis of the State and Commerce Departments? data. In commenting on a draft of this report the State Department said that the report demonstrates that the U. S. government munitions control system is relatively efficient and responsive. State also commented that they have supplemented their staff and their processing time has been reduced. The data presented in this report provides information on the length of time taken for license application reviews and some insight into reasons why some reviews take longer than others. We do not believe the data is a sufficient basis for conclusions on the efficiency of the munitions export license control system. While the report shows that many licenses are Final Dispositions of License Applications by State and Commerce Are Similar Agency Comments State Department Licenses Commerce Department Licenses 1 % < 1 % 12 % 86 % 4 % 16 % 80 % Approved Returned without action Denied Other Page 6 GAO- 01- 528 Export Controls processed quickly, the report also shows that over 5,200 license applications took over 90 days to review in fiscal year 2000. The causes for long review times vary, and we have begun an assessment to determine why these reviews take so long. In commenting on a draft of the report, the Department of Commerce expressed a strong belief that comparing the number of license applications the Commerce and State Departments each process and the time each Department takes to process license applications can invite readers to draw erroneous conclusions about the two processes. We believe this report accurately describes the Commerce and State Departments? processes for reviewing license applications. While the report shows that overall processing time is similar between the two systems, the report also describes additional factors. For example, about two- thirds of State Department license applications are reviewed internally while the Commerce Department sends most applications out for interagency review as authorized by Executive Order 12981. Commerce also objected to our use of calendar days when calculating license application processing time. The Commerce Department believes that we should exclude federal holidays, weekends, and the time Commerce is permitted to hold an application without action as prescribed in Executive Order 12981. The Executive Order and the Export Administration Regulations both reference calendar days and do not exclude weekends and federal holidays. We note in our report that the results of our analysis may differ from Commerce?s because we use calendar days. Commerce also commented that it is misleading to compare their calendar time with the State Department?s because State does not hold applications so that applicants can provide additional information when it is needed in the review of an application. Commerce is not correct. State and Defense Department officials told us that both State licensing officers and Defense license reviewers hold munitions license applications while awaiting additional information from the applicant. However, the State Department does not have a process to track licenses when they are held without action, and as a result, we were not able to compare the time licenses are held at both the State and Commerce Departments. The Commerce Department provided additional comments on factors that they believe underlie the results of our analysis. We did not address these because they were beyond the scope of our review. Page 7 GAO- 01- 528 Export Controls The State and Commerce Departments? comments in full are included in Appendix II and III. As agreed with your office, unless you publicly announce its contents earlier, we plan no further distribution of this report until 30 days after its issuance. At that time, we will send copies to Senator Jesse Helms, Chairman, Committee on Foreign Relations; Senator Joseph Biden, Ranking Member, Committee on Foreign Relations; Senator Phil Gramm, Chairman, Committee on Banking, Housing, and Urban Affairs; Senator Paul Sarbanes, Ranking Member, Committee on Banking, Housing, and Urban Affairs; Representative Henry Hyde, Chairman, Committee on International Relations; Representative Tom Lantos, Ranking Minority Member, Committee on International Relations; Representative Bob Stump, Chairman, Committee on Armed Services; and Representative Ike Skelton, Ranking Minority Member, Committee on Armed Services. We will also send copies to the Honorable Colin L. Powell, Secretary of State; the Honorable Donald L. Evans, Secretary of Commerce; the Honorable Donald H. Rumsfeld, Secretary of Defense; and the Honorable Mitchell E. Daniels, Jr., Director, Office of Management and Budget. This report will also be made available on GAO?s home page http:// www. gao. gov. If you or your staff have questions concerning this report, please contact me at (202) 512- 4841. Others making key contributions to this report were Blake Ainsworth, Raymond H. Denmark, Thomas J. Denomme, Minette D. Richardson, and John P. Ting. Katherine V. Schinasi Director, Acquisition and Sourcing Management Briefing Section I: State Department Export Licensing Process and Timing Page 8 GAO- 01- 528 Export Controls The State Department?s approval authority for export licenses is established in the Arms Export Control Act. Specific licensing procedures are explained in the International Traffic in Arms Regulation. Companies that manufacture defense articles or provide defense services are required to register with the State Department?s Office of Defense Trade Controls. An exporter may file a license application with the Office of Defense Trade Controls either electronically or in hard- copy. Applications are assigned a number and logged into the Office?s database. Briefing Section I: State Department Export Licensing Process and Timing State Department License Process Exporter files license application Licensing officer initial review Sent to Congress Log in and distribute to licensing officer Interagency review (34 percent)* Licensing officer final review Final action License screening *During FY 2000, 66 percent of license applications reached final action without interagency review. Briefing Section I: State Department Export Licensing Process and Timing Page 9 GAO- 01- 528 Export Controls Logged- in applications are assigned to licensing officers for initial review according to the munitions categories. For example, munitions categories include firearms, aircraft, ammunition, and spacecraft systems. During this initial review, licensing officers decide whether an application needs to be reviewed by other agencies, such as the Defense Department or other State Department bureaus. 1 The names of the parties involved in the application are also screened against a watch list of parties about whom concerns have been raised to determine if more intensive reviews are necessary. If an application is not referred to another agency for review, the licensing officer can decide on the disposition of the application. When agencies complete their review, they send their recommendation to the Office of Defense Trade Controls. The State Department process does not contain timelines for other agency reviews. The Defense Department, however, instituted an internal requirement in October 1999 to complete and return the results of its reviews within 31 days. When the Office of Defense Trade Controls has received a response from all the agencies asked to review the application, the file is returned to the licensing officer for final review and disposition. The State Department must notify Congress prior to approving applications that involve exports of defense articles and services valued over $50 million or exports of major defense equipment valued over $14 million. Several offices within the State Department must review the congressional notification paperwork prior to its? submission to Congress. Notifications are only delivered when Congress is in session. After notifying Congress, the State Department must wait 15 days if the country is a NATO ally or 30 days for other countries. If Congress has no objection within the waiting period, the Office of Defense Trade Controls can approve the export license. In fiscal year 2000, about 120 applications were sent to Congress. The processing time for these applications ranged from 54 to 847 days. 1 Since the license reviews conducted by other State Department offices and bureaus are external to the office of Defense Trade Controls, we categorized these reviews by these offices and bureaus as part of the interagency review process. Briefing Section I: State Department Export Licensing Process and Timing Page 10 GAO- 01- 528 Export Controls State Department Cases, Average Review Times, FY 1997- 2000 0 10 20 30 40 50 60 1997 1998 1999 2000 Number of days Source: GAO analysis of State Department data. 32 days 39 days 48 days 46 days Fiscal year Briefing Section I: State Department Export Licensing Process and Timing Page 11 GAO- 01- 528 Export Controls Average munitions license processing time increased from 32 days in fiscal year 1997 to 48 days in fiscal year 1999; but it improved to 46 days in fiscal year 2000. The median processing time, the point at which 50 percent of the cases took more time and 50 percent less time, was 25 days for fiscal year 2000. 1 State Department officials explained that several factors contributed to the increased time including the Office of Defense Trade Controls? loss of several experienced licensing officers, an increase in the number of license agreement applications that generally require more review time, and the transfer of licensing jurisdiction over commercial satellites from the Commerce Department to the State Department in March 1999. The improvement in fiscal year 2000 may be the result of the Defense Department?s reform of its license review process. This reform took effect in October 1999 and imposed an internal Defense Department deadline of 31 days to review and return license applications unless an extension is granted. 1 We are reporting the median processing time because the average processing time can be significantly affected by a small number of license applications that had much longer review times than the majority of applications. Briefing Section I: State Department Export Licensing Process and Timing Page 12 GAO- 01- 528 Export Controls State Department Cases, Review Time, FY 2000 56 percent 0 to 30 days 20 percent 31 to 60 days 13 percent 61 to 90 days 11 percent 91 days and over State Department Cases 46,048 Source: GAO analysis of State Department data. State Department Cases, Review Time, FY 1997- 2000 0 to 30 days 31 to 60 days 61 to 90 days 91 plus days Total FY 1997 30, 538 6,552 3, 718 3,060 43, 868 FY 1998 27, 532 7,036 4, 443 4,563 43, 574 FY 1999 24, 427 7,909 5, 107 6,595 44, 038 FY 2000 25, 865 9,074 5, 864 5,245 46, 048 Source: GAO analysis of State Department data. Briefing Section I: State Department Export Licensing Process and Timing Page 13 GAO- 01- 528 Export Controls Applications that took over 60 days have increased from about 15 percent of the total in fiscal year 1997 to about 24 percent of the total in fiscal year 2000. The number of applications over 60 days increased by 4,331 from 6,778 applications in fiscal year 1997 to 11,109 applications in fiscal year 2000, while those under 60 days decreased. Briefing Section I: State Department Export Licensing Process and Timing Page 14 GAO- 01- 528 Export Controls State Department Cases, Referred and Not Referred to Other Agencies, FY 2000 Referred Not referred Referred Days to reach a decision * 91 days average * 69 days median 34 Percent 15,512 cases 66 Percent 30,536 cases Not referred Days to reach a decision * 23 days average * 15 days median Source: GAO analysis of State Department data. State Department Cases, Referred and Not Referred to Other Agencies, Review Time, FY 2000 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Not referred (66 percent of total cases) 0- 30 days 31- 60 days 61- 90 days 91+ days Referred (34 percent of total cases) Source: GAO analysis of State Department data. Briefing Section I: State Department Export Licensing Process and Timing Page 15 GAO- 01- 528 Export Controls In fiscal year 2000, the State Department referred about one- third of the license applications to other organizations such as the Defense Department or other State Department bureaus for in- depth technical or policy reviews. Licensing officers rely on a State Department country policy handbook, their own experience, and certain ?rules of thumb? to help determine which applications need an outside review. Under these ?rules of thumb,? applications for license agreements and applications involving new weapon systems are always sent for review. The processing time for applications not referred to other organizations averages 23 days with a median time of 15 days. The processing time for licenses referred to other organizations averages 91 days with a median time of 69 days. Applications not referred to other organizations are generally completed within 30 days. In contrast, only 4 percent of applications referred to other organizations are completed within 30 days. In fiscal year 2000, 695 of 30,536 applications not referred to other organizations, or 2 percent, took over 90 days. In contrast, 4,550 of a total 15,512 application sent to other organizations, or 29 percent, took over 90 days. Briefing Section I: State Department Export Licensing Process and Timing Page 16 GAO- 01- 528 Export Controls State Department Cases, Review Time by Commodity, FY 2000 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Percent of total cases Firearms (10 percent) Ammunition (5 percent) Launch vehicles and missiles (4 percent) Tanks and vehicles (4 percent) Aircraft spares and engines (16 percent) Military and space electronics (15 percent) Fire control guidance and night vision (6 percent) 0- 30 days 31- 60 days 61- 90 days 91+ days Space systems and technology (4 percent) Other commodities (7 percent) Agreements (10 percent) Not categorized (19 percent) Source: GAO analysis of State Department data. Briefing Section I: State Department Export Licensing Process and Timing Page 17 GAO- 01- 528 Export Controls The United States Munitions List has 19 categories of items. The eight largest categories are listed in this chart and account for 64 percent of applications. In addition, 10 percent of all license applications in fiscal year 2000 were for license agreements and 19 percent of license applications were not categorized. The other 11 categories, which represent 7 percent of license applications, include artillery projectors; concealment and deception equipment; classified articles, technical data, and defense services; explosives and propellants; military training equipment; miscellaneous articles; nuclear weapons design and test equipment; protective personnel equipment; submersible vessels; toxicologist agents; and vessels of war. Seventy- seven percent of firearm applications, 69 percent of ammunition applications, 82 percent of tank and vehicle applications, and 60 percent of aircraft, spare parts and engine applications were completed within 30 days. The categories that took the longest to review were launch vehicles and missiles; military and space electronics; fire control systems, guidance systems, and night vision equipment; and space systems and technology. Briefing Section I: State Department Export Licensing Process and Timing Page 18 GAO- 01- 528 Export Controls State Department Cases by License Type, Review Time, FY 2000 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Percent of total cases 1 Permanent licenses (64 percent) License amendment (14 percent) Temporary import license (3 percent) Temporary export license (6 percent) General correspondence (2 percent) 0- 30 days 31- 60 days 61- 90 days 91+ days Agreements (10 percent) Other (2 percent) Source: GAO analysis of State Department data. 1 Due to rounding, the total number of cases does not equal 100 percent. Briefing Section I: State Department Export Licensing Process and Timing Page 19 GAO- 01- 528 Export Controls The State Department issues a variety of license types. These include permanent licenses for munitions items, temporary licenses for both munitions imports and exports, and license agreements between U. S. industry and foreign entities to provide technical assistance or manufacturing capability. Fifty- eight percent of permanent license applications took less than 30 days, 84 percent of amendments to existing licenses took less than 30 days, and 75 percent of temporary import licenses took less than 30 days. On the other hand, only 29 percent of temporary export license applications and 23 percent of license agreements took less than 30 days. A State Department official explained that license agreements are complex, require substantial work by the licensing officers, and often require an interagency review. The official also said that temporary exports require review because they are related to marketing efforts for defense articles to a country that does not already have these articles. The number of agreements has risen from 2,681 in fiscal year 1997, to 4,604 in fiscal year 2000. In fiscal year 2000, agreements were 10 percent of all license applications and 57 percent of agreement reviews took over 60 days. General correspondence cases, which accounted for 2 percent of the fiscal year 2000 license applications, mirrored the review times experienced with agreements. State Department data shows that 52 percent of these cases took over 60 days. State Department officials told us that general correspondence submissions are difficult for the licensing staff, because correspondence seeks clarification on licenses, advisory opinions prior to license applications, or permission for an item transfer from one country to another. Briefing Section I: State Department Export Licensing Process and Timing Page 20 GAO- 01- 528 Export Controls State Department Cases, NATO/ Non- NATO Review Time, FY 2000 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% NATO (42 percent of total cases) 0- 30 days 31- 60 days 61- 90 days 91+ days Non-NATO (58 percent of total cases) Source: GAO analysis of State Department data. Briefing Section I: State Department Export Licensing Process and Timing Page 21 GAO- 01- 528 Export Controls The processing time for North Atlantic Treaty Organization (NATO) member countries is similar to the time for non- NATO members. In discussing the similarity of times for items exported to NATO versus nonNATO countries, State Department officials explained that the lack of variation in processing time for applications to export to NATO versus non- NATO countries can be explained by the fact that non- NATO countries to which we export munitions list items are generally our allies, for example, Japan or Australia. Therefore, as a group these countries have a relationship to the United States that is similar to that of our NATO allies. As a result, the type of item or whether an agreement is involved has a more significant effect on the time needed to process a license application than the country of destination. Briefing Section I: State Department Export Licensing Process and Timing Page 22 GAO- 01- 528 Export Controls State Department Cases, Recipient Countries with Over 1,000 License Cases, Review Time, FY 2000 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Australia Canada France Germany Israel Italy Japan South Korea Taiwan Turkey United Kingdom 0- 30 days 31- 60 days 61- 90 days 91+ days Source: GAO analysis of State Department data. Briefing Section I: State Department Export Licensing Process and Timing Page 23 GAO- 01- 528 Export Controls State received over 1,000 license applications for each of eleven countries. These countries represented 58 percent of all applications processed in fiscal year 2000. Briefing Section I: State Department Export Licensing Process and Timing Page 24 GAO- 01- 528 Export Controls State Department Cases, Average Agency Review Time for FY 1997- 2000 0 10 20 30 40 50 60 70 80 90 100 1997 1998 1999 2000 DOD STATE Number of Days (other than the Office of Defense Trade Controls) Source: GAO analysis of State Department data. Briefing Section I: State Department Export Licensing Process and Timing Page 25 GAO- 01- 528 Export Controls Referrals to other agencies account for significant additional time. The length of interagency reviews has varied from fiscal years 1997 through 2000. In fiscal year 2000, the Defense Department?s average review time was 32 days and the median was 29 days. Defense Department annual license reviews for fiscal years 1997 through 2000 ranged from a low of 11,235 to a high of 14,295. In fiscal year 2000, the State Department?s average review time was 36 days and the median was 24 days. State Department bureaus and offices annual license reviews for fiscal years 1997 through 2000 ranged from a low of 11,097 to a high of 13,628. This does not include reviews within the Office of Defense Trade Controls since that Office is the licensing authority. Beginning in fiscal year 2000, the Defense Department began tracking the time needed to review license applications and has established deadlines for completing their reviews. The Defense Department?s average processing time dropped from 50 days in fiscal year 1999 to 32 days in fiscal year 2000. Other agencies that review State Department license applications include the Departments of Commerce and Energy, the National Aeronautics and Space Administration, the Missile Technology Export Control Group, the National Security Council, and the U. S. Customs Service. Briefing Section I: State Department Export Licensing Process and Timing Page 26 GAO- 01- 528 Export Controls State Department Cases, Final Action, FY 2000 86 percent Approved 12 percent ReturnedWithout Action 1 percent Denied <1 percent Other Source: GAO analysis of State Department data. State Department Cases by Final Action, Review Time, FY 2000 0% 20% 40% 60% 80% 100% Percent of total cases Approved (55 percent) Approved with conditions (31 percent) Returned without action (12 percent) Denied (1 percent) Other (<1 percent ) 0- 30 days 31- 60 days 61- 90 days 91+ days Source: GAO analysis of State Department data. Briefing Section I: State Department Export Licensing Process and Timing Page 27 GAO- 01- 528 Export Controls In fiscal year 2000, the Office of Defense Trade Controls approved 86 percent of license applications. Fifty- five percent of the applications were approved with no conditions; 31 percent were approved with conditions that limit the use of the exported items; 12 percent were returned without action; and 1 percent were denied. The remainder of these applications were withdrawn, lost, or were requests to determine whether State or Commerce had jurisdiction. Returning the application without action allows the applicant to re- apply when certain conditions are met or when circumstances change. Nearly three- quarters of approvals without conditions were completed within 30 days, and about half of the approvals with conditions took over 60 days. Further, while denied, lost, withdrawn, and commodity jurisdiction applications are 2 percent of total license applications, they represent 9 percent of the applications that took over 90 days. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 28 GAO- 01- 528 Export Controls Briefing Section II: Commerce Department Export Licensing Process and Timing Commerce Department License Process Exporter files license application Pre- screened Upload to data system Licensing officer review Interagency review (83 percent)* Return to licensing officer Final action Enforcement review and screening Dispute resolution Timeline (days) 1 9 308590 *During FY 2000, 17 percent of license applications reached final action without interagency review. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 29 GAO- 01- 528 Export Controls The Commerce Department process for reviewing license applications to export Commerce Control List commodities is governed by Executive Order 12981 dated December 5, 1995. The Executive Order established clear process deadlines. For example, agencies have 30 days to review license applications and the entire license review process must be complete in 90 days. Exporters use the Export Administration Regulations and the Commerce Control List to determine whether a license application is needed, and if they are unsure, consult with the Commerce Department. Exporters submit license applications either in hard copy or in electronic form. About 60 percent of applications are submitted electronically. Hardcopy submissions are manually screened for completeness and scanned into the Export Control Automated Support System. Supporting documentation is submitted and distributed in hardcopy. In most cases, the system automatically assigns the application to a licensing officer. Once an application is entered into the data system, it is considered ?registered? and the timing mechanism mandated by the executive order is activated. Within 9 days of the registration date, the licensing officer determines a Commerce position. The application is either referred for interagency review (83 percent) or sent for final Commerce Department review. The 17 percent decided without referral to other agencies are approved, denied, or returned to the applicant without action either for additional information or because a license was not required. The Commerce Department data system sends license applications electronically to referral agencies. If agencies do not provide the Commerce Department with a recommendation within 30 days, the Commerce Department proceeds as if the agency agreed with the initial Commerce Department position. Following the agencies? review, the licensing officer takes final action on the application. However, a single agency disagreement with the Commerce position will escalate the review to a higher level multi- agency dispute committee for resolution. Although the Executive Order requires that the entire process be completed in 90 days, it allows the review ?clock? to be stopped at certain points. For instance, the ?clock? can be stopped when the Commerce Department or other agencies need additional information from the applicant. Our analysis of Commerce Department data reflects calendar days, which includes the time during which the Department stops the clock. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 30 GAO- 01- 528 Export Controls Commerce Department Cases, Average Review Times, FY 1997- 2000 0 10 20 30 40 50 60 1997 1998 1999 2000 Number of days Source: GAO analysis of Commerce Department data. 43 days 44 days 56 days 50 days Fiscal year Briefing Section II: Commerce Department Export Licensing Process and Timing Page 31 GAO- 01- 528 Export Controls The average Commerce Control List license application review time increased from 43 days in fiscal year 1997 to 56 days in fiscal year 1999. The median processing time for fiscal year 2000 was 36 days. Fiscal year 1999 was a year that included embargoes against India and Pakistan as well as controversy over satellite exports to China. According to Commerce officials, these events delayed license reviews and explain, at least in part, the increased average review time. Average review time improved to 50 days in fiscal year 2000. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 32 GAO- 01- 528 Export Controls Commerce Department Cases, Review Time, FY 2000 41 percent 0 to 30 days 34 percent 31 to 60 days 12 percent 61 to 90 days 13 percent 91 days and over Commerce Department Cases 11,041 Source: GAO analysis of Commerce Department data. Commerce Department Cases, Review Time, FY 1997- 2000 0 t o 30 days 31t o 60 days 61 t o 90 days 91 pl us days Tot al FY 1997 4,421 4, 458 926 738 10, 543 FY 1998 4,550 4, 377 1,165 912 11, 004 FY 1999 4,364 4, 836 1,455 1, 913 12, 568 FY 2000 4,575 3, 754 1,312 1, 400 11, 041 Source: GAO analysis of Commerce Department data. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 33 GAO- 01- 528 Export Controls License applications that took over 60 days to review have increased from about 16 percent of the total in fiscal year 1997 to about 25 percent of the total in fiscal year 2000. The number of applications over 60 days increased by 1,048 from 1,664 applications in fiscal year 1997 to 2,712 applications in fiscal year 2000. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 34 GAO- 01- 528 Export Controls Commerce Department Cases, Referred and Not Referred to Other Agencies, FY 2000 Referred Not referred Referred Days to reach a decision * 54 days average * 40 days median 83 percent 9,210 cases 17 percent 1,831 cases Not Referred Days to reach a decision * 28 days average * 13 days median Source: GAO analysis of Commerce Department data. Commerce Department Cases, Referred and Not Referred to Other Agencies, Review Time, FY 2000 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Not referred (17 percent of total cases) 0- 30 days 31- 60 days 61- 90 days 91+ days Referred (83 percent of total cases) Source: GAO analysis of Commerce Department data. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 35 GAO- 01- 528 Export Controls Executive Order 12981 grants authority for the Departments of State, Defense, and Energy to review all license applications submitted to the Department of Commerce. These agencies are concerned with applications involving national security, missile technology, and nuclear, chemical and biological weapons proliferation. The order, however, allows these agencies to indicate to the Commerce Department that they do not wish to review certain types of licenses. Eighty- three percent of license applications were referred to other agencies in fiscal year 2000. The review time for applications not referred to other agencies averaged 28 days with a median time of 13 days. Review time for license applications referred to other agencies averaged 54 days with a median time of 40 days. Seventy- six percent of Commerce Control List license applications that were not referred to other agencies for review were completed within 30 days. However, nearly half of those licenses were returned to the applicant without action. During the nine days in which the Commerce Department licensing officer initially reviews the application, the officer may request additional information from the exporter. According to Commerce Department officials, exporters have up to 20 days to provide the additional information. If the exporter does not respond within the 20- day timeframe, the licensing officer returns the license to the exporter without action. Commerce Department officials told us that most returned applications were sent back because exporters failed to provide additional information. In addition, officials told us that applications may also be returned to exporters without action because licensing officers discover during their initial analysis that an export license is not required. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 36 GAO- 01- 528 Export Controls Commerce Department Cases, Review Time by Commodity, FY 2000 0% 20% 40% 60% 80% 100% Percent of total cases Miscellaneous, facilities, equipment and nuclear (19 percent) Chemicals and toxins (15 percent) Materials (4 percent) 0- 30 days 31- 60 days 61- 90 days 91+ days Electronics (9 percent) Computers (5 percent) Telecom- munications (13 percent) Lasers and sensors (4 percent) Navigation and avionics (2 percent) Marine (<1 percent) Propulsion and space vehicles (5 percent) Other (23 percent) Source: GAO analysis of Commerce Department data. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 37 GAO- 01- 528 Export Controls The Export Administration Regulations classify Commerce Control List commodities according to 10 categories. In addition, there is a generic commodity classification for items that do not fall under one of the 10 categories but are subject to Export Administration Regulations controls for other reasons. Those items with the generic classification are identified in the chart as ?other.? 1 Eighty- three percent of nuclear materials, facilities, equipment and miscellaneous; 68 percent of materials, chemicals microorganisms and toxins; 60 percent of propulsion systems, space vehicles, and related equipment; and 41 percent of marine applications were completed within 30 days. The categories that took the longest to review were materials processing; computers; electronics; telecommunications/ information security; lasers; navigation/ avionics; and ?other.? 1 License applications may include multiple, usually related, commodities. Applications with disparate commodities may be referred for review to more than one Commerce Department commodity control office. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 38 GAO- 01- 528 Export Controls Commerce Department Cases, NATO/ Non- NATO Review Time, FY 2000 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% NATO (17 percent of total cases) 0- 30 days 31- 60 days 61- 90 days 91+ days Non-NATO (83 percent of total cases) Source: GAO analysis of Commerce Department data. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 39 GAO- 01- 528 Export Controls License applications for exports to NATO countries tend to be reviewed faster than applications for exports to non- NATO countries. Sixty- one percent of applications for exports to NATO countries were completed within 30 days and nearly 90 percent were completed within 60 days. Thirty- eight percent of applications for exports to non- NATO countries were completed in 30 days and 73 percent were completed within 60 days. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 40 GAO- 01- 528 Export Controls Commerce Department Cases, Recipient Countries With Over 300 license Cases, Review Time, FY 2000 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% Canada China Cuba India Israel Japan Mexico Russia Taiwan 0- 30 days 31- 60 days 61- 90 days 91+ days Source: GAO analysis of Commerce Department data. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 41 GAO- 01- 528 Export Controls Commerce received over 300 license applications for each of nine countries. These countries represented 52 percent of all applications processed in fiscal year 2000. License applications for exports to Canada had the shortest review times. About 98 percent of all license applications for exports to Canada were reviewed and completed within 30 days. India and China accounted for nearly half of the Commerce Control List export licenses that took more than 90 days to review. India was sanctioned during fiscal year 1999 for its nuclear weapons activities. As a result, the Commerce Department adopted a policy of denying exports and reexports of items controlled for nuclear and missile technology reasons to India. Those sanctions continued through fiscal year 2000 and may have contributed to the lengthy review times for exports to India. On the other hand, the majority of licenses for exports to Cuba are reviewed within 60 days. Cuba is an embargoed destination as defined by Export Administration Regulations. This means that all items on the Commerce Control List require a license for export to Cuba. In addition, most other items subject to the Export Administration Regulations but not on the Commerce Control List also require a license for export to Cuba. During fiscal year 2000, 95 percent of commodities licensed for export to Cuba were items that were not on the Commerce Control List but were subject to the Export Administration Regulations. A great many of those items were medical supplies. During fiscal year 2000, the Commerce Department reviewed 340 license applications for exports to Cuba. Commerce completed 87 percent of these reviews in less than 60 days. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 42 GAO- 01- 528 Export Controls Commerce Department Cases, Final Action, FY 2000 80 pe rce nt Approved 16 percent Returned Without Action 4 percent Denied Source: GAO analysis of Commerce Department data. Commerce Department Cases, Review Time by Final Action, Review Time, FY 2000 0% 20% 40% 60% 80% 100% Approved (80 percent of total cases) 0- 30 days 31- 60 days 61- 90 days 91+ days Returned Without Action (16 percent of total cases) Denied (4 percent of total cases) Source: GAO analysis of Commerce Department data. Briefing Section II: Commerce Department Export Licensing Process and Timing Page 43 GAO- 01- 528 Export Controls The majority of Commerce Control List license applications are approved. As the chart shows, 80 percent of licenses were approved during fiscal year 2000. Of the licenses that were approved, all but three carried conditions to be met for approval. The Commerce Department system has 48 standard conditions that may be applied to each license as warranted and has a provision for additional conditions that licensing officers may apply. For example, 1 of these 48 standard conditions states that resale, transfer, or reexport of items listed on a license is not authorized without prior authorization by the U. S. government. Another standard condition requires that items be made available for periodic on- site inspection. While most approvals and returns without action were completed in 60 days or less, two- thirds of denials, about 4 percent of all Commerce Control List license applications, took over 90 days to complete. Only five applications that had not been referred to other agencies were denied and two of them took over 90 days to complete. Appendix I: Scope and Methodology Page 44 GAO- 01- 528 Export Controls To determine how long it takes to process State and Commerce Department licenses, we obtained and analyzed the State and Commerce Department?s license data for fiscal years 1997 through 2000. The data was extracted based on the date of final action on each license. We analyzed the data to determine what types and categories of licenses took the longest to review. For Commerce Department processing, Executive Order 12981 allows for certain actions not to be counted in calculating time; however, our analyses included the actual elapsed time. We calculated time for both the State and Commerce Departments license reviews based on the receipt date and final action date of license applications. Further, our analysis of both databases is dependent on the reliability of the data provided by the State and Commerce Departments. The State Department does not have a data dictionary that explains its data. As a substitute, we discussed key elements of the database with a State Department representative to ensure that we accurately interpreted the data. In a recent review of the Office of the Defense Trade Controls, the State Department Inspector General sampled selected elements of the database and found data entry errors. While conducting our analysis, we also found data entry inaccuracies. We worked with a State Department representative to correct some of these inaccuracies. However, some data fields did not have entries resulting in incomplete data. Because of the lack of a data dictionary and the inaccurate and incomplete data, we are not certain of the reliability of the State Department?s data. The Commerce Department has a data dictionary and built- in data edit protocols for identifying and correcting major discrepancies. Since cases are transmitted to reviewing offices and agencies via the data system, most of the data is recorded automatically. The licensing officer records all other data. During our analysis, we found some minor inaccuracies that did not adversely impact the overall reliability of the data. The Commerce Department Inspector General has reported that this data is sufficiently reliable. However, there is separate ongoing GAO work concerning the Commerce Department?s Information Security Management program that may comment on the reliability of the Department?s Export Control Automated Support System. As a result, we are not commenting on the reliability of the data at this time. In both cases, however, our analysis is based on the best available data. To understand the State and Commerce Department?s process, we reviewed regulations and discussed the processes with State, Commerce, and Defense Department officials. We also held discussions with Appendix I: Scope and Methodology Appendix I: Scope and Methodology Page 45 GAO- 01- 528 Export Controls representatives from seven companies and industry representatives to obtain their views on the State and Commerce Department processes. We conducted our work from June 2000 through May 2001 in accordance with generally accepted government auditing standards. Appendix II: Comments From the Department of State Page 46 GAO- 01- 528 Export Controls Appendix II: Comments From the Department of State Appendix II: Comments From the Department of State Page 47 GAO- 01- 528 Export Controls Appendix III: Comments From the Department of Commerce Page 48 GAO- 01- 528 Export Controls Appendix III: Comments From the Department of Commerce Note: GAO comments supplementing those in the report text appear at the end of this appendix. Appendix III: Comments From the Department of Commerce Page 49 GAO- 01- 528 Export Controls See comment 1. Appendix III: Comments From the Department of Commerce Page 50 GAO- 01- 528 Export Controls Appendix III: Comments From the Department of Commerce Page 51 GAO- 01- 528 Export Controls See comment 1. Now on p. 3. Now on pp. 3 and 4. See comment 3. Now on p. 3. See comment 2. Appendix III: Comments From the Department of Commerce Page 52 GAO- 01- 528 Export Controls See comment 3. Now on p. 29. See comment 4. Now on p. 28. Now on p. 4. Appendix III: Comments From the Department of Commerce Page 53 GAO- 01- 528 Export Controls See comment 6. See comment 5. See comment 3. Appendix III: Comments From the Department of Commerce Page 54 GAO- 01- 528 Export Controls See comment 7. Now on p. 33. Now on p. 31. Appendix III: Comments From the Department of Commerce Page 55 GAO- 01- 528 Export Controls Now on p. 35. Appendix III: Comments From the Department of Commerce Page 56 GAO- 01- 528 Export Controls See comment 3. Now on p. 41. Now on p. 39. See comment 8. Now on p. 37. Appendix III: Comments From the Department of Commerce Page 57 GAO- 01- 528 Export Controls See comment 3. Now on p. 43. Appendix III: Comments From the Department of Commerce Page 58 GAO- 01- 528 Export Controls The following are GAO?s comments on the Department of Commerce?s letter dated May 17, 2001. 1. Defense Department officials told us that their engineers perform similar technical analysis on both State and Commerce license applications. 2. This information is already included in the report. 3. Text revised. 4. A footnote was added for clarification. 5. Obtaining intelligence information is an important part of the licensing process and adds time. 6. Commerce is not correct. State and Defense Department officials told us that both State licensing officers and Defense license reviewers hold munitions license applications while awaiting additional information from the applicant. 7. The Executive Order and Export Administration Regulations state that agencies that fail to make a recommendation within the required 30- day period are ?? deemed to have no objection to the?? Commerce Department?s final decision regarding the license application in question. Additional time occurs when agencies disagree on the final disposition for a license application and not when they fail to make a recommendation. 8. We defined ?EAR99? items as ?other? because readers of this report may not be familiar with the Export Control Classification Number or Commerce Control List classification systems. GAO Comments (707516) The first copy of each GAO report is free. Additional copies of reports are $2 each. A check or money order should be made out to the Superintendent of Documents. VISA and MasterCard credit cards are also accepted. Orders for 100 or more copies to be mailed to a single address are discounted 25 percent. Orders by mail: U. S. General Accounting Office P. O. 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