APHIS eFile

Version 2.0

September 2022

Guidance for Submitting a PPQ 526 Application Permit to Move Live 

Pests, Noxious Weed, and Soil for Biological Uses
2

WELCOME! 

USDA APHIS Plant Protection and Quarantine (PPQ) has a new option to submit PPQ 

526 Applications for Pest Permits. This user guide will take you through the process of applying and 

how to request and amendment 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 526 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
3

I AM THE APPLICANT

Before you apply for your PPQ 526 permit application, there are several things to note when applying in eFile.

eFile PPQ 526 Application:

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

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: A-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: 526-20-201-00015

• 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.
4

TABLE OF CONTENTS 

Complete and Submit Your Application

Page 5

Respond to Applicant Questionnaire

Page 20

Respond to Draft Permit Conditions

Page 23

View Outcomes (Permits, Letter, Labels)

Page 28

Cancel Permit

Page 35

Transfer Permit

Page 38
5

I AM THE APPLICANT

Step 1: Sign into APHIS eFile & Create a New 

Application

Page 6

Step 2: Complete Setup Assistant Form

Page 8

Step 3: Identify Responsible Parties

Page 10

Step 4: Add Articles

Page 12

Step 5: Add Destination Details

Page 15

Step 6: Add Document Details

Page 16

Step 7: Review and Submit

Page 18

Step 8: Submission Confirmation

Page 19
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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-526 Application.

Select Get Started to begin your application. 

A

B

C

B

D

A

Note: If you have more than one account in APHIS eFile, use 

the drop-down to select your Sharing Organization.

C

D
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-526 Screening Questions.

E
8

Step 2: Complete Setup Assistant Form

Once you have created your new application, you will land on the PPQ 526 Setup Assistant part of the application. Answer the 

questions to proceed.

Select your Intended Use.

Select your Movement Type and Claim as CBI by selecting the checkbox (If Applicable).

A

A

B

C

B

C

Note: These answers cannot be changed after you start the application.
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Confidential Business Information (CBI) Information

How to Claim CBI: If you indicate your application will contain CBI, you will see shield icons next to all fields available that can be 

claimed as containing CBI on the application.

To claim information as CBI, you will either use square brackets [ ] or a Claim as CBI checkbox. On CBI applications, you will be able 

to denote CBI data in most text fields by typing square brackets [ ] around the confidential business information. Certain fields with 

restricted input types, such as numeric fields, email addresses, and drop-down list have a corresponding “Claim as CBI” checkbox

under the field if it may be claimed as CBI. 
10

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 import 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. 
11

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.

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

A B

Hand Carrier Details

Note: Depending on your Movement Type, you may not have this section. 

Answer the required question, “Do you want to request permission to hand 

carry articles in personal baggage?”. 

• If you select Yes, answer the follow up question. Depending on your answer, 

use the Hand Carrier IDs table to add your hand carrier contact information.

A

C
12

Articles

Article Details

Step 4: Add Articles

Specify the Pest Article Type and Equipment Access by 

selecting an option from each drop-down. You can select 

multiple answers for both. 

Select Add Articles to begin adding your articles and 

complete all the required fields in the pop-up window. 

• Search for and select your article. 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 name in 

a free-text field. 

• Enter all required information about your article and select 

Add to finish adding your article. 

Note: Repeat these steps to add multiple articles. 

Each article you add will have its own tab and associated 

fields. Use the Save and Next Article button to save the 

current article’s details and move to the next article. 

A

B

1

2

A

B

1

2

C

C
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Articles

Article Details

Step 4: Add Articles

Complete all required fields and Shipping and Transport 

information for each article.

Enter shipment details by selecting Add Shipment Details.

• Add Shipment Details by answering all required questions 

and selecting Add. In the first question, you can apply 

shipment details to all articles on your application. 

After adding shipment details, select Save and Next Article to 

navigate to the next article and enter information. 

After adding all articles to your application, select Save and Next

to move to the next section of the application. 

Note: A checkmark next to the Article name indicates all required 

fields are complete. 

A

A

B

B

C

1

1
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Articles

Article Details

Step 4: Add Articles

You have the option to copy your shipment details from one article to other articles on your application. 

• Select the article actions drop-down on the article you want to copy shipment details from and select Copy Shipment Details to

additional articles.

• Select the article that you would like to copy shipment details to by selecting the checkbox associated with the article.

• Select Copy Shipment Details to Selected Article.

A

B

A

B

C

C
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Destination

Destination Details

Use the destination cards to search for and select your destination location/facility. Depending on your application’s intended use, 

you may be able to select more than one destination. 

• After searching for a destination, choose one by selecting the Select as Destination button. If you do not see your location

listed, select Create New Destination.

• You can add multiple destinations to your application by selecting Add Another Destination and repeating these steps.

Step 5: Add Destination Details

A

A

• Answer the required question, “Is this a release?”. If you answer yes, you’ll be required to enter the release address

information. D

Note: Facilities that have already been approved by PPQ will have a green “Containment Facility” banner.

A

C

B

C
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Documents

Document Details

Step 6: Add Document Details

In the documents section, if you indicated that there is Confidential Business Information (CBI) on your application, you are

required to provide justification: 

• Enter CBI Justification as text by selecting the checkbox and entering information in the free-text field. 

OR 

• Upload CBI Justification documents by selecting Add New File. When adding a file that contains CBI you are required to

also upload a CBI deleted copy of the file. 

A

A

1

1

2

2
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Documents

Document Details

Step 6: Add Document Details

To upload CBI Justification or additional documents 

to support your application, select the Add New 

File button and answer the required questions. 

Enter any additional information for your application.

Select Save and Next.

B

D

B

C

C

D
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Review & Submit

Certify and Submit

Step 7: Review and Submit

Read through each section to make sure the information entered is correct and then Confirm Information Accuracy & 

Accept Regulations by checking the two boxes.

Select Submit Application.

A

B

A

B
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Step 8: Submission Confirmation

Congratulations! You have submitted your application. You will receive an email from APHIS eFile once your application has been 

processed. You will also receive an email whenever a Permit or Letter is issued and when there are additional actions you need to 

take. 

Note: Check your junk mailbox if you don’t see an email from aphis.efile@usda.gov in your inbox.

Add the APHIS eFile emails 

aphis.efile@usda.gov and 

support@salesforce.com to 

your address book to prevent 

any automatic emails are not 

sent to junk.

Select Download 

Application PDF 

to save a PDF copy 

of your application.
20

I AM AN APPLICANT

Step 1: Sign into APHIS eFile and navigate to your application details page

Page 21

Step 2: Respond to questionnaire questions

Page 22

I want to respond to an applicant questionnaire. 
21

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

• 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 All Time.

• 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.

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C

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E

D
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Step 2: Respond to Questionnaire Questions

• Select the Applicant Questionnaire tab.

• Read the instructions.

• Answer all the questions. Red asterisks indicate required

answer types.

• If you need to upload your Standard Operating Procedure

(SOP), select Add New File, add a file description, and

select Upload Files to select your document.

• To send the questionnaire back to PPQ, select Save and

Submit Questionnaire.

A

B

C

D

B

A

C

D

D

E

E
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I AM THE APPLICANT

I want to respond to draft permit conditions. 

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

Page 24

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

eAuth Users)

Page 26
24

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

• 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 All Time.

• 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.

A

B

B

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E

C

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E

D
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Step 2: Respond to Draft Permit Conditions

• Select the Conditions Review tab.

• Read the instructions and any notes from PPQ.

• Read and respond to all conditions.

• Read the authorization statement. If you indicate that the

statement needs edits, enter them in the free-text field.

• Select Save and Send Conditions Draft Back to PPQ.

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B

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D

A

B

D

C

E

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

• 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.

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B

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B

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C

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

• 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.

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VIEW OUTCOMES

Access Permits and Labels

Page 29

Access Letters

Page 31
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View Outcomes – Permits and Labels 

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

B

B

C

D
View Outcomes – Permits and Labels 

Shipping Labels

To generate shipping labels for your issued permit:

• Navigate to your permit details page (see the previous slide for help).

• Scroll to the Labels section and select Generate Labels.

• In the pop-up window, select the port you’d like to generate labels for.

• Enter the number of labels you’d like and then Generate Labels.

• Repeat the process to generate additional labels.

• Download an individual label by selecting the associated download

icon. Download all labels by using the Download All Labels button.

F

E

B

A

B

C

D

E

F

C

30

D
31

View Outcomes – Accessing 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.

Letters

A

B

C

C

B

B

D

D
32

I AM AN APPLICANT

I want to amend or renew an eFile permit.

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

Page 33

Step 2: Amend or renew your Permit

Page 34
C

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).

A Log in to eFile using your eAuthentication credentials. 

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

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

D 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.

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., 526-22-165-03442A1). 33

D

B

B

C
34

Step 2: Amend or Renew Your Permit

• 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.

B

C

D

D

C

D

A
35

CANCEL PERMIT

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

Page 36

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

Page 37
36

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 588-

numbers

B B

B
37

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
38

TRANSFER PERMIT

For guidance on how to transfer for your permit, reference the How to Transfer Your PPQ Permit user guide.
39

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 2046

pest.permits@usda.gov

If you require technical assistance, please contact:

Help Desk

help@usda.gov