United States Department of Agriculture

APHIS eFile Create Application

Overview

Animal Plant Health Inspection Service (APHIS)

Version 1

April 2018 
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Contents 

Overview......................................................................................................................................... 3

 Assumptions............................................................................................................................... 3

 Dashboard Walkthrough ............................................................................................................ 4

Application Overview..................................................................................................................... 4

 Create Application ...................................................................................................................... 4

 Do I need a Permit?..................................................................................................................... 4

 Start New .................................................................................................................................... 5

 Application Questionnaire .......................................................................................................... 5

 Proceed with Application ............................................................................................................ 9

 Complete Application Details ..................................................................................................... 9

 Track Submitted Application..................................................................................................... 16

Appendix A - Glossary ................................................................................................................. 18
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1.0 Overview

Applicants logging into APHIS eFile will be presented with an Applicant ‘Dashboard.’ The 

Dashboard provides the following services:

 Question and Answer workflow to determine if a Permit is required

 Management of Associated Contacts

 Permit application creation and submittal

 Application tracking

 Permit copy for printing

The process outlined in this document reflects the creation of an APHIS eFile application for the 

purpose of requesting a Permit for importation of a commodity, otherwise known as a 

regulated article, into the Continental United States.

2.0 Assumptions

Account credentials to login to APHIS eFIle

All APHIS eFile Applicants are required to obtain a USDA eAuthentication ID and Password to 

gain access to the system. If not already completed, please review the following procedure:

 Navigate to the USDA eAuthentication registration website

o https://www.eauth.usda.gov

 Locate and click the Create an Account link

 From the Create an Account – getting Started page, locate and click the ‘Register for a 

Level 2 Account’

o Note: It is important that you select the Level 2 account link, not the Level 1 or 

Internet Account option.

 Follow the procedure to complete the registration process

 Once you have been notified of your eAuthentication ID and Password, please go to 

efile.aphis.usda.gov to login to APHIS eFile.

o Note: For first time login, the response time may appear to be slow. Please be 

patient while the account setup process completes.

o If assistance is necessary, please send an email to help@aphis.usda.gov

Supported desktop operating systems

 Windows 7 and above, Mac OS

Supported Internet browsers

 Microsoft Edge, Chrome, Firefox, and Safari
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3.0 Dashboard Walkthrough

Once logged in to APHIS eFile, the user is presented with what is referenced as a ‘Dashboard.’ 

This is simply the front page of APHIS eFile, offering many functional components to create and 

manage applications for importation permits.

For a walkthrough of the APHIS eFile Dashboard please reference the APHIS eFile Dashboard 

Overview document.

4.0 Application Overview

An Application is defined as a request for a permit, or permits, for regulated articles being 

imported into the Continental United States.

When creating an Application for import, any number of regulated articles may be included on

a single application. Based on the Application details provided, APHIS eFile will automatically 

determine how many permits are required to fulfill the Application request.

A key term to be familiar with is an Application Line Item. A line item represents a single 

regulated article. Specific to the importation of live dogs, each dog will be represented on a 

single line item. If 10 dogs are being imported, then 10 line items will be detailed on the 

Application.

As each line item is created, unique characteristics of each dog are requested, including 

required documentation such as health and rabies certificates. 

5.0 Create an Application for Import

This section will emphasize the various components of the Application creation process specific 

to the importation of Live Dogs into the Continental United States. 

5.1 Is a permit required for all live dog imports?

The following summary is a high level overview of permit requirements. Additional information 

can be found on www.aphis.usda.gov. In the Search field located in the upper right-hand 

corner of the web page, type ‘import live dog.’

1. Import a live dog for personal use. No permit is required 

2. Import a live dog(s) for research purposes. A permit is required.

3. Import a live dog(s) for veterinary treatment. A permit is required.

4. Import a live dog(s) for resale or adoption. A permit is required.
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5.2.1 Start New

Locate the blue tab in the upper right-hand portion of the Dashboard and click Start New...

Of the three options presented, click New Application to begin the questionnaire. 

By initiating the New Application process, a series of questions will be presented to confirm 

whether or not a permit is required. Based on the answers provided, the system will provide 

information regarding the need for a permit or whether the specified request is denied.

5.2.2 Application Questionnaire

The creation of an application does not occur until after the questionnaire is complete. The 

option to start the questionnaire over will be offered indefinitely until the ‘Proceed to 

Application’ button is selected. 

For the purpose of requesting an Import Permit, please locate and click the green Import

button. This will initiate the questionnaire process.

Note: Multiple options are presented onscreen that represent future APHIS eFile services. As of 

April, 2018, a majority of the presented options are not complete.
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Question 1: From the What are you importing? screen, locate and click Live Animals, 

Embryo’s, Semen and Cloning Tissue. Click Next.
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Question 2: From the second What are you importing? screen, locate and click Dogs. Click 

Next.

Continue through the series of questions presented until APHIS eFile provides a final outcome 

of the questionnaire. Outcomes will reflect one of the following on-screen displays:

1. Import request denied. Based on the answers provided, regulations prevent the 

importation.
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2. Request requires a Permit. Based on the answers provided, regulations require a 

permit to import.

3. Request does not require a permit. Based on the answers provided, a permit will not 

be required to import a dog for personal use.

Note: The questionnaire may be restarted at any time by locating the blue Restart Application

button in the upper right-hand corner of the Dashboard. Remember that an Application record 

hasn’t been created yet therefore restarting will always be an option.
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5.2.3 Proceed With Application

Upon completion of the questionnaire and you are ready to move forward with the Application 

creation process, locate and click the blue Proceed With Application button.

Note: At this point, APHIS eFIle has created a new Application record that can now be tracked 

from the Dashboard.

All Application record numbers reflect the following format: A-0000000000. 

5.2.4 Complete Application Details

From the Application Details page, there are a series of sections containing pertinent 

information about the regulated article being imported.

Each section can be completed in whatever order by either clicking the green Continue button 

or simply click the header name of each section.

5.2.4.1 Notes for each Section

Permit Questionnaire. This section reflects the questionnaire responses for the first regulated 

article specified in the questionnaire. Nothing can be changed in this section as all subsequent 

sections are based off the information provided in the questionnaire.

Animal Description and Animal Transportation. Note that not all fields are required. A 

required field is notated by a red asterisk, *. 

Several fields function as a ‘lookup’ field meaning when clicking the field, a pop-up window will 

appear. 
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Examples of lookup fields:

 Calendar

 Breed

 Port of Export

 Port of Entry

In the following example for Breed, click the Breed field and a pop-up window will appear. 

Type in ‘shepherd’ then click Go. All breeds containing Shepherd appear as selectable options.

Importer/Exporter/Delivery Recipient. All three sections are similar in that the information 

being requested is name and address information. There are two available processes for 

populating the information automatically.

1. Importer. If the person who is logged in to APHIS eFile, creating the Application, is also 

the Importer, locate and click the checkbox next to ‘Populate Applicant Information.’ 

The system will populate the Importer information with the contact information of the 

person logged in.
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2. If the person logged in to APHIS eFile is not the Importer for the respective Application, 

click the Last Name field. A pop-up window will display, requesting the selection of an 

Associated Contact name.

This can either be a pre-created Associated Contact or by clicking the green New 

Associated Contact tab, a new entry may be created and used to populate the Import 

section.

The Exporter and Delivery Recipient sections operate in similar fashion. It is okay for the 

Importer to be the same as the Exporter and/or Delivery Recipient.

Note: For guidance on how to create Associated Contacts either before the Application 

creation process, or during, please refer to the APHIS eFile Contact/Associated Contacts 

Overview document.

Save

When all sections have been completed, locate and click the blue Save button in the lower lefthand corner of the screen.

Validation Error Messages Upon Save

Upon clicking the Save button, the system will perform a validation check against all required 

fields to ensure they were completed. If something is missing, an error will display requesting 

completion before moving on.
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Another form of validation checking occurs when the system checks the logic of what has been 

entered. For example, the system will display an error if the specified Departure Date is later 

than the Arrival Date.

Confirmation of Save

Once the Save action has completed, the system will display a success message along with an 

Application Details Summary.

Additional Sections

Once the Save action has completed, two additional sections will display on-screen.

1. Add Required Documents. The Add Required Documents section facilitates the upload 

of required documents such as health and rabies certificates. 

2. Add Photos. The Add Photos section is optional and is not required for Application 

completion.

Add Required Documents

There are three steps to adding required documents

1. Select Document Type

2. Click Browse and upload the document

3. Click the green Upload Documents button
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Note: The Document Type must be selected along with the respective document. If the target 

document contains a copy of all certificates and required info (rather than individual files), 

please select all Document Types that apply then click Upload Documents.

In the example below, the Health certificate has already been uploaded, leaving the Rabies 

Certificate as a final required document to be uploaded.

Once all required documents have been uploaded, click the blue Save button in the lower lefthand corner of the page.

Clone

Upon the completion and Save of Section 7, a Clone option becomes available. If there is more 

than one dog with similar Application details (e.g., transportation, Importer/Exporter/Delivery 

Recipient), the current Line Item can be cloned to create a new Line Item so that only minimal 

information needs to be changed rather than having to start the process again from scratch.

After clicking the Clone button, the system will create a new Line Item. 

1. The first six sections will display once again. All information may be changed with the 

exception of the Permit Questionnaire. 

2. Similar to the first Line Item, once the Save button is selected, Sections 7 and 8 will 

reappear for completion.

Cloning may continue indefinitely until all required Line Items have been created. 
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5.2.5 Return to Application

After all Line Items have been created, locate and click the blue Return to Application button in 

the upper right-hand portion of the screen.

New Line Item

Upon review, if another Line Item needs to be added prior to Application submission, locate 

and click the blue New Line Item button. The system will present the questionnaire once again, 

leading to the process of adding the Line Item detail.

Why the questionnaire? APHIS eFile does not want to assume that the same commodity or 

regulated article is being requested at this stage in the Application process. By prompting 

questions, the system can better provide the proper guidance for import.

5.2.5.1 Review Application for Submission

Upon returning back the Application Details page, locate the section called Application Line 

Items. Listed here are all the Line Items specified in the Application. Click the Line Item 

number to review the contents of the Line Item if warranted.

Status Column

All Line Items must reflect a ‘Ready to Submit’ status before the Application can be submitted. 

If one or more Line Items have a Status of ‘Saved,’ this implies that not all required information 

has been provided. 

Action Column

If you wish to remove a Line Item before submission, click the Delete link.

See example below.
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4.2.5.2 Certify and Submit

To submit the Application request, locate the I Certify statement on the right-hand side of the 

Application Details page. 

Click the checkbox to agree to the statement, then click Submit for Approval.

Note: The option exists to withdraw the entire Application by clicking the Withdraw

Application button. This can also be done post submission by going to the Dashboard view.

Upon successful submission, the system will provide a link back to the Application Details page. 

An email will be sent by APHIS eFile to confirm receipt of the Application for tracking purposes.
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5.2.6 Tracking the Application Request

Once an Application has been submitted, an Authorization record is generated on behalf of the 

application. An Authorization is an APHIS eFile term that represents two possible outcomes of 

the Application.

1. Issued Permit

2. Letter of Denial

Once the Authorization has been reviewed and an outcome rendered by APHIS personnel, an 

email will be sent to notify the Applicant of the outcome. For planning purposes, Authorization 

review can take up to five business days once the Application has been submitted.

5.2.6.1 Authorizations Tab

To track the status of the Application, hence the Authorization status, click the Authorizations 

tab.

Locate the Decision Status column. In the example above, there are two Authorizations in InReview status. Their respective Application numbers can be found in the Application column. 

Click the Application number link to go back to the respective Application Details page.
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5.2.6.2 Notification of Permit Issuance or Denial

Once APHIS has reviewed the Authorization request, a decision will be made as to whether a 

Permit is issued or a Letter of Denial.

In either scenario, an email notification will be sent containing the appropriate notice. For 

either outcome, the associated documents (a Permit or a Letter) can be retrieved from the 

Authorizations tab.

In the example above, the Decision Status for the first Authorization listed is in ‘Approved’ 

status. Notice there is no Printer icon displayed in the Print Permit column. This is because 

although approved, the Permit has not actually been issued yet. Nor has an email been sent to 

notify the Applicant.

For the second Authorization listed, the Decision Status is Issued. Under the Print Permit

column, a Printer icon exists to reflect the issued Permit. Click the Printer icon to print the 

respective Permit.

APHIS eFile Application Overview Conclusion

This concludes the Application overview for APHIS eFile. If problems or errors arise, please click 

the Help link in the upper right-hand corner of the Dashboard to request APHIS support 

services.
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Appendix A – Glossary

Associated Contact A record created by the Applicant that represents address 

information for those specified as an Importer, Exporter or Delivery 

Recipient. 

Application An Application is a request for a Permit. Once submitted, the 

application request creates an Authorization for Permit. The outcome 

is either an issued Permit or a Permit denial.

Application Number At the point the Application is created, APHIS eFile will create an 

Application number for tracking purposes. (e.g., A-0000012345)

Application 

Questionnaire

The questionnaire is a series of questions presented to the Applicant 

to clarify whether or not a Permit is required for Import.

Authorization Associated record to the Application. Once the Application is 

submitted, APHIS eFile automatically creates an associated 

Authorization record, with an assigned record number.

Authorization 

Number

Upon Application submission, an associated Authorization record is 

created. For tracking purposes, an Authorization Number is created. 

(e.g., AUTH-0000012345)

Contact The Applicant’s personal contact information 

Dashboard The Dashboard is a base reference to the Applicants home page of 

APHIS eFile. The Dashboard can be accessed at any time by clicking 

the green Dashboard tab in the upper left-hand portion of the 

screen.

Letter of Denial The potential outcome of an Application request is a Letter of Denial. 

This occurs if APHIS personnel have reviewed the submitted 

application and have determined the regulated article is not 

admissible into the United States.

Line Item Within an APHIS eFile Application, a Line Item is created for each 

regulated article 

Line Item Number As each Line Item record is created, an associated Line Item record 

number is created for tracking purposes. (e.g., LN-0000012345)

Permit A permit is an approved outcome of an Application request for a 

Permit that is created and submitted by the Applicant. The applicant 

can view or print the Permit.

Permit Number Every issued Permit is assigned a Permit Number. The Permit 

number is used for tracking purposes by Customs and Border Patrol 

as well as the Animal Plant Health Inspection Service (APHIS). (e.g., 

602-2A56P3C)