APHIS eFile

Guidance for Submitting a PPQ 586 Application Permit to Transit Plants 

and/or Plant Products, Plant Pest, and/or Soil through the U.S.

Version 1.0

September 2022
2

WELCOME! 

USDA APHIS Plant Protection and Quarantine (PPQ) has a new option to submit PPQ 586 applications to Transit Plants 

and/or Plant Products, Plant Pest, and/or Associated Soil through the U.S. This user guide will take you through the 

process of applying and how to amend, renew, or cancel an issued permit if needed.

If you have not logged into APHIS eFile yet, please refer to the APHIS eFile First Time User Guide.

If you’ve already gone through the first-time user process and are an organization admin, refer to the APHIS eFile 

Organization Accounts User Guide.

For more APHIS eFile PPQ Form 586 support materials:

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

Review this and other User Guides online on the APHIS eFile Training Page
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I AM THE APPLICANT

Before you apply for your PPQ 586 permit application, there are several things to note when applying in eFile.

eFile PPQ 586 Application:

• Each application has a unique application number, labeled with A-00001234

Post Application Submission:

• You will receive email notifications once a permit or letter has been issued. You will also be able to access your permit or letter directly in eFile.

• You will still be able to access your permits in the Automated Commercial Environment (ACE) system.

• In eFile there are two different permit numbers:

1. System Generated Permit Record Number Example: P-00123456

• This number is the Record ID number that is autogenerated when a permit has been created. This is not a smart number, and does 

not represent the year, permit type, or any additional information.

2. APHIS Permit Number Example: 586-22-201-00015

• This number will be on your permit and the number that CBP will reference when importing your articles into the U.S.

• The format of this number is: Permit Prefix-Calendar Year-Ordinal Day-Sequential Number

• The Permit Prefix indicates the type of permit.
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TABLE OF CONTENTS 

Complete and Submit Your Application

Page 5

Respond to Draft Permit Conditions

Page 17

View Outcomes (Permits, Letters)

Page 22

How to Amend or Renew a Permit 

Page 25

Cancel Permit

Page 28

Transfer Permit

Page 31
5

I AM THE APPLICANT

Step 1: Sign into APHIS eFile & Create a New

Application

Page 6

Step 2: Start a PPQ 586 Application 

Page 8

Step 3: Identify Responsible Parties

Page 9

Step 4: Add Articles

Page 11

Step 5: Enter Conveyance Path Details

Page 12

Step 6: Upload Documents

Page 15

Step 7: Certify and Submit

Page 16
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Step 1: Sign into APHIS eFile & Create a New Application

Navigate to https://efile.aphis.usda.gov/s/ in Google Chrome, 

Firefox, Edge, or Safari (eFile is not supported by Internet 

Explorer).

Select Login and sign in using your eAuthentication username 

and password. If you are not eAuthenticated, select Create an 

Account and follow the steps to become eAuthenticated. You must 

be eAuthenticated to apply in APHIS eFile. 

Under the Ready to Apply section, select the PPQ-586 Application.

Select Get Started to begin your application. 

A B

C

B

D

A

D

C
7

Step 1: Sign into APHIS eFile & Create a New Application

E Determine if this is the correct application for you. If it is, select Proceed to the PPQ-586 Screening Questions.

E
8

Step 2: Start a PPQ 586 

Select the Sharing Organization you want to share your application with. If you do not wish to share your application with an 

organization, select your personal account. You will only see this screen if you have more than one account in APHIS eFile. 

B

B

A In the Start PPQ 586 pop-up window, answer the question, “What article type you are transporting?”

A

Note: This answer cannot be changed after you start the application.
9

Step 3: Identify Responsible Parties Responsible Party

Once you have created your new application, you will land on the Applicant/Permittee Contacts section of the application. In this 

section you will identify the responsible parties for your article(s). 

Types of responsible parties include:

Applicant – The individual is who is applying for a PPQ permit.

Permittee – The individual who is the permit holder or responsible party and whose name will be on the permit. 
10

Step 3: Identify Responsible Parties Responsible Party

My Details

Confirm that your information on your Contact Card is up to date. If you are a first-time user, you may need to provide 

additional contact information such as your business and/or mailing address and phone number by selecting the Edit button. If you 

wish to add your company’s information, enter the name of your company into the “Organization” text box after selecting the 

Edit button. 

Answer the required question, “Will you be the Permittee?” to indicate whether you will be the permit holder. If you select No, 

you will need to provide the Permittee’s contact information in an additional section of the page.

A

B

B

A
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Step 4: Add Articles Articles

Select Add Article and in the pop-up window,

search for and select your articles. Repeat 

this step to add multiple articles. • If you can’t find your article in the search, 

select the “I can’t find my article” 

checkbox. You will be prompted to enter the 

article’s name in a free-text field. 

Enter the countries of origin. Repeat these steps 

to add multiple countries. 

Select Add.

Select how your shipment(s) will be packaged 

inside the shipping containers. 

Select Save and Next to continue to the next 

section of the application.

AC

Article Details B 1 ED

A

1

A

B

C

D
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Step 5: Enter Conveyance Path Details Conveyance Paths

A

B

Conveyance Path Details

Select Add Conveyance Path. 

Answer the question, “Is this conveyance path for all of your articles?”

If you select no, use Which Articles the drop-down to select the articles transiting on this conveyance path.

Select Add Port of Arrival, and in the pop-up window, search for a select your port. If you are unable to find your port, 

select the I can’t find my port checkbox and type in your port details. 

Select the mode of transport, conveyers, containers, enter transloaded and timing information, and select Add. 

A

1

B

C

D

C

D
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Step 5: Enter Conveyance Path Details Cont. Conveyance Paths

A

Conveyance Path Details

Answer the question, “Does this conveyance path include additional stops between its ports of arrival and ports of exit?”

If you select Yes, a new Additional Stops table will appear. Select the Add Additional Stop button and use the pop-up 

window to add stop details. Repeat this process until all additional stops are listed. 

A

1

1
14

Step 5: Enter Conveyance Path Details Cont. Conveyance Paths

A

Conveyance Path Details

Select Add Port of Exit, and in the pop-up window, search for a select your port. If you are unable to find your port, select 

the I can’t find my port checkbox and type in your port details. 

Select the mode of transport, conveyers, containers, enter transloaded and timing information, and select Add.

Answer the two final required questions. 

Select Save Conveyance Path. To add additional conveyance paths, select Add Conveyance Path and repeat the process. 

A

B

C

D

B

C

D
15

Step 6: Upload Document Details Documents

A

Document Details

Select the Add New File button to include any documents that may support your application. 

A
16

Step 7: Review & Submit Review & Submit 

A

B

Confirmation Information 

Review all the information for entered for your application and select the certification checkbox. 

Select the Submit Application button. 

B

A
17

I AM THE APPLICANT

Respond to Draft Permit Conditions in APHIS eFile (eAuth Users)

Page 18

Respond to Draft Permit Conditions if you do not have an eFile Account (Non eAuth 

Users)

Page 20

I want to respond to draft permit conditions. 
18

• Navigate to https://efile.aphis.usda.gov/s/, select Sign Up | Sign In, and log in using your eAuthentication username and 

password. 

• Select the My Activity tab. 

• Update the Display Recent filter to Last 30 Days. 

• Either search for your application using the A-000 number or use the filters on the left to find it. 

• Select the View Details button to navigate to the application details page. 

Step 1: Sign into APHIS eFile and Navigate to Your Application Details Page

A

B

B

C

D

E

C

D

E

D
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• Select the Conditions Review tab. 

• Read the instructions and any notes from PPQ. 

• Read and respond to all conditions. 

• You have the option to add any comments. 

• Select Save and Send Conditions Draft Back to PPQ. 

Step 2: Respond to Draft Permit Conditions

A

B

C

D

A

D

E

E

B

C
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• Navigate to your inbox and find the email sent from review@clm.docusign.net. The emails subject will be APHIS eFile: Permit 

Condition Review. 

• As the email explains, to review the permit conditions, you first must select the Review Online hyperlink. 

• Review the pop-up window on how to Complete Your Review, and then select Got it. 

• In the review section, use the download icon to save a copy to your computer. 

Step 1: Navigate to Your Email and View the Draft Permit Conditions

A

B

C

B

A

D

C

D
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• Once the copy is downloaded, then edit the word document and add your responses. Manually type “Agree” or “Disagree” 

for each condition. If you disagree, please add an explanation or some suggested changes. 

• Save your document once you are done editing the conditions and the select next to land in the edit section of the page. Use 

the Select File button to upload the saved word document with your response. 

• After you upload the file, select next in the edit section which will bring you to the comments section. 

• Add any comments, and then once you are done, select finish. Your review is now complete and sent back to the PPQ 

team.

Step 2: Save and Send Conditions Back to the PPQ Permitting Team

A

A

B

B

C

C

D

D
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VIEW OUTCOMES

Access Permits 

Page 23

Access Letters

Page 24
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View Outcomes – Permits 

Permits

When a permit is issued, you will receive an email with the 

permit PDF attached. To access the permit in eFile: • Select the My Activity tab. • Use the search bar or filters on the left to find your permit. The email you received will include 

your APHIS permit number, but if you are unable to 

find your permit, you can also search for your 

related application (A-000) and navigate to the 

permit (P-000) from there. 

• Select View Details

.

• Select View Permit PDF.

• To view associated labels, scroll to the labels

section and download all labels, or each label

individually.

ABCDE

C

B

B

D
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View Outcomes – Accessing Letters

Letters

If your application results in a letter of denial or no permit 

required, you will receive an email with the letter PDF 

attached. If you would like to access the letter in eFile:

• Select the My Activity tab. 

• Use the search bar or filters on the left to find your 

application (A-000).

• Select View Details.

• Scroll to the Files section and select the File Name 

hyperlink to open the letter. 

A

B

C

C

B

B

D

D
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I AM AN APPLICANT

Step 1: Sign into APHIS eFile and find your permit on the My Activity page

Page 26

Step 2: Amend or renew your Permit

Page 27

I want to amend or renew an eFile permit.
26

Step 1: Sign into APHIS eFile and find your permit on the My Activity page

Navigate to https://efile.aphis.usda.gov/ in Google Chrome (eFile is not supported by Internet Explorer).

• Log in to eFile using your eAuthentication credentials. 

• Select the My Activity tab and update the Display recent drop-down to View All.

• Use the search bar or filters to find the permit you want to amend or renew.

• Select the More Actions drop-down and choose Amend Permit or Renew Permit. 

• All issued and active permits are eligible to be amended. 

• All issued permits that are within 90 days of expiration or expired are eligible to be renewed. 

• You can only complete one of these actions at a time. E.g., if you’ve applied to amend your permit, you are not able to renew

until the amendment is processed.

A

B

C

D

C

B

D

B

Note: APHIS eFile amendments and renewals have an 

“A” and “R” added to the end of the permit number, A1 = 

amendment 1, A2 = amendment 2, etc. and R1 = renewal 

1, R2 = renewal 2, etc. (e.g., 586-22-165-03442A1). 
27

• Read the pop-up window and select I understand & Continue. You will be taken to a new, amendment or 

renewal application. All data from your previous application will be copied into the amendment application. 

• Edit your information as needed.

• If this is an amendment, on the Review and Submit page, add your reason for amendment. This is not applicable 

for renewals. 

• Certify and Submit. 

Step 2: Amend or Renew Your Permit

A

C

B

C

D

D

D
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CANCEL PERMIT

Step 1: Navigate to My Activity Page and Search for your Permit

Page 29

Step 2: Select Cancel Permit, Add Cancellation Explanation, and Submit

Page 30
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Step 1: Navigate to My Activity page and search for your Permit

Navigate to the My Activity tab.

Search for your permit by using the search bar or the filters on the left.

A

A You can search for 

your permit number 

using P- or 586-

numbers

B B

B
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Step 2: Select Cancel Permit, Add Cancellation Explanation, and Submit 

• Select the dropdown arrow next to the Permit card and select Cancel Permit. 

• Enter the reasoning behind your permit cancellation request in the Explanation field and select Submit.

Your permit cancellation request will be reviewed by APHIS. Once it has been reviewed and approved by APHIS you will see a 

cancellation banner on the permit details page.

A

A

B

B
31

TRANSFER PERMIT

For guidance on how to transfer for your permit, reference the How to Transfer Your PPQ Permit user guide.
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APPENDIX

System Setup

• Compatible browser – For the best user experience, please use 

Google Chrome. Other available browsers include Firefox, Safari, and 

Edge. eFile is NOT supported by Internet Explorer.

• Emails – Add the APHIS eFile email at aphis.efile@usda.gov and 

support@salesforce.com to your address book so that any automatic 

emails are not sent to junk

• Zoom –100%

Contact

If you require assistance with your applications, please contact:

PPQ Permit Services

(301) 851 2028

PPQ.transit.permits@usda.gov

If you require technical assistance, please contact:

Help Desk

help@usda.gov