APHIS eFile

Guidance for Submitting a PPQ 525A Permit to Receive Soil for Non 

Biological Uses

Version 2.0

September 2022
2

WELCOME!

USDA APHIS Plant Protection and Quarantine (PPQ) has a new option to submit PPQ 525A applications for permits to receive soil 

for non-biological uses. This user guide will take you through how to complete all actions related to the PPQ 525A application.

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 525A 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 525A permit application, there are several things to note when applying in eFile.

eFile PPQ 525A 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, or if any additional action is required. 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-########

• 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: 525-22-201-00015

• 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 Applicant Questionnaire

Page 17

Respond to Draft Permit Conditions

Page 20

View Outcomes (Permits, Letters, Labels)

Page 25

How to Amend or Renew a Permit

Page 29

Cancel Permit

Page 32

Transfer Permit

Page 36
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I AM THE APPLICANT

Step 1: Navigate to APHIS eFile and Sign In

Page 6

Step 2: Create a New Application

Page 7

Step 3: Complete Setup Assistant Form

Page 8

Step 4: Identify Responsible Parties

Page 9

Step 5: Add Articles

Page 11

Step 6: Add Destination Details

Page 12

Step 7: Upload Documents

Page 13

Step 8: Certify and Submit

Page 14
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Step 1: Navigate to APHIS eFile and Sign In

Navigate to https://efile.aphis.usda.gov/s/ in Google Chrome, Firefox, Edge, or Safari (eFile is not supported by Internet 

Explorer).

Select Sign in | Sign Up and then log 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. 

A

B

B

A

B

1

1
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Step 2: Create a New Application

Under the Ready to Apply section, select the PPQ-525A Application.

Select Get Started to begin your application.

Determine if this is the correct application for you. If it is, select Proceed to the PPQ 525A Screening Questions.

A

B

C

A

B

C
Step 3: Complete Setup Assistant Form

Select how you intend to use the soil.

Depending on your answer to the first question, you may need to provide additional information. 

After you are done filling out the Setup Assistant questions, select Continue.

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A

A

B

1

1

Note: These answers cannot be changed after you start the application.

B
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Step 3: Complete Setup Assistant Form - Continued 

If you belong to more than one organization, please choose the organization you would like to share this record with. 

After you are done select the Sharing Organization, select Proceed.

C

D

C

D

Note: These answers cannot be changed after you start the application.
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Step 4: Identify Responsible Party Responsible Party

Once you have created your new application, you will land on the Responsible Party section of the application. In this section you will 

identify the responsible parties involved in your import. 

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. 
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Step 4: Identify Responsible Party Responsible Party

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. If you need to update your 

information, use the edit button to make those changes. 

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.

B

A B

Hand Carrier Details

My Details

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

Note: Hand carry requests are evaluated on a caseby-case basis and are not always approved.

C

A
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Step 5: Add Articles Articles

Articles Details

Read through and certify that you are not importing soil from the areas of Canada listed.

Search for and select the region(s) of origin of your soil.

Select the mode(s) of transportation from the drop-down.

Once you are done, select Save and Next.

C

B

A

D

A

D

C

B
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Step 6: Add Destination Details Destination

Destination Details

Use the destination cards to search for and select your destination location/facility or select Create New Destination 

and continue to fill out the required fields. 

Note: Facilities that have already been approved by PPQ will 

have a green “Containment Facility” banner next to their name.

A

A

A
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Step 7: Upload Documents

Your application has one required document, a 

Standard Operating Procedure (SOP). For more 

information regarding the file, select the View 

Example hyperlink. • Use the Add New File button to upload your

SOP and any additional files you feel would be 

beneficial for your application.

• In the pop-up window, select your File

Description, then select Upload Files and

choose your file.

• In the Additional Information section, enter any

additional information to support your

application. This is optional.

• Select Save and Next.

Documents

Document Details

B

A

D

C

BCDA
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Step 8: Certify and Submit

Confirm Information and Accept Regulations

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

Review & Submit

B

D

D
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Submission Confirmation 

Congratulations! You have submitted your application. You will receive an email from APHIS eFile when there is additional actions for 

you to take regarding your application.

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.
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I AM THE APPLICANT

I want to respond to an applicant questionnaire. 

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

Page 18

Step 2: Respond to questionnaire questions

Page 19
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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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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.

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B

C

D

C

D

D

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E

B

A
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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 21

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

eAuth Users)

Page 23
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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

C

D

E

D

D

E

C
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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.

A

B

C

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

A

D

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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 26

Access Letters

Page 28
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View Outcomes – Permits and Labels 

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.

Permits

ABCDE

C

B

B

D
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View Outcomes – Permits and 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.

Shipping Labels

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F

F

F

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C
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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.

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B

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C

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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 30

Step 2: Amend or renew your Permit

Page 31
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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

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., 525-22-203-00123A1). 

C

B

D
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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.

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B

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D
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CANCEL PERMIT

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

Page 33

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

Page 34
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Step 1: Navigate to My Activity page and search for your Permit

Navigate to My Activity Page.

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 5XXnumbers

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.

A

B

A

B
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After Cancelling Your Permit

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.
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TRANSFER PERMIT

For guidance on how to transfer for your permit, reference the How to Transfer Your PPQ Permit user guide.
37

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