APHIS eFile First-Time User Set Up

Version 4.0

August 2023

• Individual Account

• Team Sharing Account

• State Reviewer Account

• Access Your Profile

• Change to a Team Sharing Account
USDA APHIS has a new permitting system called APHIS eFile. This user guide will walk 

you through how to get set up in APHIS eFile if you’re a first-time user. 

For more APHIS eFile support materials:

Check out our "How to" playlists on the APHIS YouTube Channel

• Animal Care (AC) videos

• Plant Protection and Quarantine (PPQ) videos

• Veterinary Services (VS) videos

Review this and other User Guides online on the APHIS eFile Training Page

WELCOME! 
First-Time User Set Up – Log in to APHIS eFile

To set up your account in APHIS eFile, log in using your USDA eAuthentication credentials. 

1. Navigate to https://efile.aphis.usda.gov/s/ and select SIGN IN | SIGN UP

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First-Time User Set Up – Log in to APHIS eFile

2. Log in using your USDA eAuthentication username and password. If you do not already have a USDA eAuthentication

Account, select Create an Account and follow the steps to become eAuthenticated. You must be eAuthenticated to 

register in APHIS eFile. 

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First-Time User Set Up

When you log into APHIS eFile for the first time, your name, mailing address, email, and business phone information will 

be pulled from your USDA eAuthentication account. 

1. If needed, edit your Contact Details and then Confirm Contact Details to proceed to the next step.

Edit your contact 

details if your 

information has 

changed

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First-Time User Set Up

Once you have confirmed your information, there are 

three different account options for you to choose from. 

Read the descriptions about each option and 

choose the option that works best for you:

1. Individual Account

2. Team Sharing Account *Note Organization is 

the same as your Company

3. State Reviewer Account

4. Plant Inspection Station Account

Note: Option 3 and 4 are NOT applicable for APHIS 

Applicants or Registrants. Only select option 3 or 4 

if you work for a State Department of Agriculture.

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When you are starting an application for the first time, you 

will need to take additional steps to ensure the organization 

name displays on your permit. 

1. To associate your organization information with your 

private account, select Edit Organization Details 

and fill out the appropriate fields.

2. Select Confirm Organization Details to proceed.

Note: You can join or create Team Sharing Accounts in the 

future if you select this option. Proceed to page 17 for 

instructions.

Individual Account 

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Individual accounts are for people who will not share applications with other APHIS eFile users 

from their organization.

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Individual Account 

Your Individual Account has been set up! Read the Next Steps and then select Continue to begin applying for APHIS-issued

permits, registrations, and licenses. 

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Team Sharing Accounts are for people whose team also logs into APHIS eFile or has a 

broker/preparer relationship.

Team Sharing Account

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A. If you are the first person to set up your Team Account, select Create New 

Team Sharing Account.

B. Join the Team Sharing Account by entering the eFile Team ID 

Number if your colleague has already created a team account

• The eFile Team ID Number is a 6-digit number, automatically 

generated by APHIS eFile when your colleague created the account

• The eFile Team ID Number is not the same as the ePermits Unique 

ID and USDA cannot share this ID or create one for you

• Your colleague will have to share the eFile Team ID Number with you 

separately, outside APHIS eFile. USDA Admins cannot share this ID 

or create one for you.

• After entering the ID, a request will be sent to your colleague to grant 

you access to the account. Your set-up process is complete.

See steps for how to Create a New Shared Account on the next slide.

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1. Enter your Organization information and select Save Organization Details

2. Select Confirm Team Account Details

Team Sharing Account – Create a New Team Sharing Account

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3. Add Members to your Team Account to send them invitations to join the new Team Sharing account

• You may add multiple team members to by selecting Add Team Member

• Select I’m Done Adding Emails to proceed

Team Sharing Account – Create a New Team Sharing Account

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To skip this step and 

send invitations later, 

select “No, I’ll do this 

later”

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4. Review and Accept the responsibilities for being an 

Organization Administrator.

• By default, the first person to create the Team 

Sharing Account becomes the Organization 

Administrator. This role can be switched as 

more users enter the account.

5. Select Continue. 

Note: To learn more about Team Accounts and 

Organization Administrator abilities, please access 

the APHIS eFile Organization Accounts Guide below:

https://www.aphis.usda.gov/help/eFile/efile-organizationaccounts.pdf

Team Sharing Account – Create a New Team Sharing Account

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Team Sharing Account – Create a New Team Sharing Account

Your Team Sharing Account has been set up! Read the 

Next Steps and then select Continue to begin applying 

for APHIS-Issued permits, registrations, and licenses.

Note: To ensure your request has time to process, 

APHIS recommends waiting approximately 15 

minutes before starting your first application, 

license, or registration in APHIS eFile.

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State Reviewer Account

State Reviewer Accounts are for people who are employed by a State Department of Agriculture to 

review applications or complete site inspections for permit-required activities. 

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1. Use the dropdown and select the State you work with

2. Select the activities you complete as part of your work and Confirm Work Activities 

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State Reviewer Account

Your State Reviewer Account request is being processed. Please read the Next Steps. You will receive an email when 

your access has been approved.

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Plant Inspection Station Account

Plant Inspection Station Accounts are for people who are employed by a State Department of 

Agriculture to inspect imported plants or seeds. 

1.1 Select Confirm. 

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Plant Inspection Station Account

Your inspection station request is being processed. Please read the Next Steps. You will receive an email when your 

access has been approved.

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Accessing Your Profile

You can view or update your contact and organization information anytime by going to My Profile.

1. Select your name on the top right of the homepage

2. Select My Profile

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Change to a Team Sharing Account

You always have the option to change your account type from Individual to a Team Sharing Account. Follow the steps below to 

join or create a Team Sharing Account after you have completed the first-time user set-up process.

Select your name on the top right of the homepage

Select My Profile

Select Associated Accounts

If you would like to create a new team sharing account, select Create Team Account.

• Enter your Organization details and Continue. 

If you would like to join an existing team account, select Join Team Account.

• Enter the eFile Team ID Number. Your colleague will have to share the Unique Team ID with you separately, outside APHIS eFile. USDA 

Admins cannot share this ID or create one for you.

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