ePermits User Guide - Department of Agriculture
Contents
1. Australian Government Department of Agriculture Fisheries and Forestry Australian Quarantine and Inspection Service ePermits User Guide July 2009 Version 2 0 DEPARTMENT OF AGRICULTURE FISHERIES AND FORESTRY EPERMITS USER GUIDE Contents 1 Introduction 2 Client Registration 0O N OO UI 2 1 How to Register a Client 2 2 Logging in as a Registered Client 2 3 Account Details 2 4 Permit Search 2 5 Acting as an Agent How to lodge an ePermit application 3 1 Is my commodity eligible to be issued as an ePermit 3 2 How to complete the ePermit application 3 3 Review details 3 4 How to make a payment and submit Permit Status Query 4 1 Permit Status Definitions Receive Expiry Notification User Guide Feedback Log Out Oo o Y o A ADU A PP W m FY e e FY a N e e e e BeO O O Page 2 of 12 The ePermits system aims to streamline the application and issuing processes for certain eligible Import Permits This will enable applicants to electronically apply for and receive Import Permits immediately after being granted ePermits has a client registration facility which allows registered clients to check the status of their Import Permit applications ePermits will benefit you in a number of ways including e Providing applicants with the ability to receive Import Permits via email e Potential reduction in the turnaround time of administrative processes for Import Permit applic2. Permit Search for further details click pe ae You will be taken to the ePermit Application page where fields are automatically populated using the details provided for the selected Import Permit If all details are correct click Bahl You will be taken to the page containing Importer and Exporter Details and Permit Commodities and Conditions See Review details for further information If you require changes to the application click the Remove link to delete a commodity from your application Add Additional Commodities click to include more commodities to your application if acting as an Agent select a client from the Registered Importers list to change Importers if acting as an Agent select New Importer from the Registered Importers list to add a new client or update an existing client s details J NOTE Import conditions are subject to change and commodities which were once ePermitable may be ineligible for ePermit renewal application If your commodity is no longer ePermitable the following message will be shown Microsoft Internet Explorer x AN An Application Renewal cannot be submitted since the listed Commodities no longer satisfy ePermits requirements See ls my commodity eligible to be issued as an ePermit for more information 2 4 2 Email Import Permit Copy If you wish to obtain a copy of an Import Permit issued through ePermits you may do so by using the Emai
3. Receipt Number You will return to return to the ePermits Permit Application Successful webpage Note the Reference Number e g 1P12345678 This is your application number and you will need to refer to this when contacting AQIS regarding your Import Permit application You will then receive an email advising that your AQIS Import Permit application has been received The following details will be included within this email e Your Import Permit application number Reference Number e Your receipt number for the processing fee e Charges paid for your Import Permit application This email can be used as a Tax I nvoice Receipt Page 10 of 12 EPERMITS USER GUIDE Permit status query allows you to look up the status of a specific Import Permit Permit Status Query i When is clicked enter your unique Import Permit number e g IP12345678 in the Import Permit Reference Number field Click eed ee The status of your Import Permit will be displayed Click Cancel to take you back to the Account Details screen 4 1 Permit Status Definitions Status Displayed Definition ePermits application The Import Permit application process was interrupted due to a possible system outage You will need to reapply as the Import Permit application was not received by AQIS Submit for Granting The Import Permit application has been placed in a queue and is pending action by AQIS The Import Permit application is being assessed by AQIS The
4. the Account Details screen 2 4 Permit Search Permit Search When is selected you are able to search using the following fields e Import Permit Reference Number e g 1P12345678 e Status select a Status from the drop down list to view your Import Permits sorted by Status Statuses include Submit for Granting ePermit application has been received and is pending action Granted Import Permit has been granted by AQIS Revoked Import Permit has been revoked by AQIS See Permit Status Definitions for further details Issue date from and to Expiry date from and to e Commodity Description starts with or contains enter the description of your commodity e g citrus Page 6 of 12 EPERMITS USER GUIDE Country select a country from the drop down list End Use e Exporter Surname Company Name starts with or contains enter the exporter s surname or company s name When relevant fields have been populated click 8arch Only Import Permits linked to your registered account including if applicable importers linked to your registered account will be returned Click Cancel to take you back to the Account Details screen HINT You can search for all Import Permits you have applied for by leaving all fields blank and clicking arch be displayed Note only Import Permits you have applied for through ePermits will 2 4 1 Renewal Application After locating an existing Import Permit See
5. to Search Results screen NOTE f your commodity is not displayed in the list of results it is not eligible to be issued as an ePermit and you will need to complete an Application to Import Quarantine Material available from the AQIS website at the following address wWww adis gov au importapp 3 2 How to complete the ePermit application If you are unregistered you must tick the checkbox accepting the below statement to be able to lodge an ePermit application C I acknowledge that ePermits will send Commercial In Confidence emails and accept any risks associated The ePermit application consists of the following sections e Importer details e Exporter details e Product commodity details taken from the previous steps of creating the ePermit 3 2 1 Importer details Enter the name street address telephone number facsimile number and email address of the person or organisation importing the goods into Australia In the space provided enter the contact person s name for this importation These details will be included on the Import Permit Tick the Receive Expiry Notification checkbox if you wish to receive a notification email when your Import Permit is due to expire See Receive Expiry Notification for further details J NOTE You must provide an email address to apply for and receive an ePermit 3 2 2 Exporter details Page 9 of 12 EPERMITS USER GUIDE The exporter is the individual or organisation o
6. Import Permit application has been withdrawn The Import Permit was varied This may be due to a change in Permit Conditions The Import Permit was varied for administrative reasons This may be due to a Spelling error AQIS has refused to grant the Import Permit Contact AQIS for further information The Import Permit has granted Revoked The Import Permit has been revoked by AQIS Contact AQIS for further information If you wish to receive notification when your Import Permit is due to expire tick the L Receive Expiry Notification checkbox By ticking the box AQIS will send you a reminder email one month prior to your Import Permit expiring The option to receive the expiry notification is available to both registered and non registered users User Guide To access this User Guide via the website click AQIS welcomes your feedback on our ePermits system To provide feedback press the i ae button Complete the following fields e Subject e g ePermits e Your email address this must be provided if you require a response from AQIS e Comments Page 11 of 12 EPERMITS USER GUIDE Log Out To log out of your ePermits session press the have logged out you will be returned to the ePermits homepage button When you Page 12 of 12
7. ations e Cost savings as you only pay a one off lodgement fee e Notifying Import Permit holders of expiry dates to enable timely reapplication e Allowing Import Permit applicants and holders to check the status of their Import Permit The ePermits system has been implemented in addition to the current practices of eLodgement and manually submitting application forms to AQIS The ePermits website is available at https www agis gov au epermits EPERMITS USER GUIDE It is recommended that you register as a client before completing the ePermit application There are several benefits in relation to registering as a client They include the ability to Search for Import Permits linked to your unique Account Name View summaries of all Import Permits linked to your unique Account Name View the basic detail of individual Import Permits Request an emailed copy of your Import Permit Actas an Agent on behalf of importers 2 1 How to Register a Client Registration farm From the ePermits homepage select 2 1 1 New Registration Details You must tick the checkbox to accept the below statement before completing your registration 1 acknowledge that ePermits will send Commercial In Confidence emails and accept any risks associated In the appropriate fields enter the following details of the person or organisation wishing to register as a client Title Given name s Surname Company name if applicable Street address S
8. l Permit Copy function After locating an existing Import Permit see Permit Email Import Permit Copy Search for further details click The following message Page 7 of 12 EPERMITS USER GUIDE Microsoft Internet Explorer x AN 4 copy of the permit application has been emailed to your nominated e mail address will be shown and a copy of the selected Import Permit will be emailed to your nominated email address j NOTE AQIS officers do not have access to electronic copies of Import Permits You may only obtain an electronic copy of an Import Permit is through the Email Permit Copy function of ePermits 2 5 Acting as an Agent 2 5 1 I mporter Details If you are acting as an agent for an importer s you can add importers to your list This allows you to keep track of the Import Permits that you have applied for on behalf of an importer 2 5 2 Adding an I mporter To add a new importer to the list click New Enter the name street address telephone number facsimile number and email address of the person or organisation importing the goods into Australia Click Specie and the new importer will be added to the list Click Cancel to take you back to the Account Details screen If required repeat the above process to add additional importers 2 5 3 Editing Importer Details To amend the details of an existing importer select the importer from the list then press Edit As required amend the na
9. me street address telephone number facsimile number and or email address of the person or organisation importing the goods into Australia Select _Update and the amended importer details will be saved Click Cancel to take you back to the Account Details screen 2 5 4 Deleting an I mporter To delete the details of an existing importer select the importer from the list then press Edit From the Importer Details page press Delete The importer will be permanently removed from the list You will then be taken back to the original Account Details screen 3 1 Is my commodity eligible to be issued as an ePermit Page 8 of 12 EPERMITS USER GUIDE Only certain Import Permits can be issued as an ePermit Check ICON or take the following steps to determine if the commodity you wish to import is eligible to be issued as an ePermit 1 Go to the ePermits homepage https www aqis gov au epermits 2 Enter e Commodity Description ensure you enter the correct spelling e Country select a country from the drop down list e End Use can be left as All End Uses 3 Click Aine Ee E A list of search results will be displayed 4 From the table of Search Results select the Show Conditions link which matches your Commodity End Use and Country Review the details and conditions listed for the selected case Select for Permit oa 5 Click to generate the ePermit application or Return ta Search Results to return
10. minated e mail address An email will be sent to the address nominated in the New Registration Details screen The email includes your Account Name and Password To then login as a registered client follow the instructions in the Logging in as a Registered Client section of this guide 2 2 Logging in as a Registered Client In the top right corner of the ePermits homepage you will see the Quick Login box QUICK LOGIN If you have already registered login here Account Name Password Login REGISTER HERE Now Forgotten your Account Mame or Password Enter your Account Name and Password into the appropriate fields and click aol l Remember your chosen Account Name and Password is case sensitive If you have entered the correct Account Name and Password the following message will be displayed in the top right hand corner of the page Logged in as Your Account Name If you have entered an incorrect Account Name and or Password you will receive a red error message indicating that your attempted login failed If you receive three Login Failed error messages you should contact the ICON Administrator to have your Password reset While logged in the following additional options are available via the menu options Account Details Fermit Search and Page 5 of 12 EPERMITS USER GUIDE See the Account Details or Permit Status Query sections of this guide for more details 2 2 1 F
11. orgotten your Account Name or Password In the top right corner of the ePermits homepage you will see the Quick Login box Click the Forgotten your Account Name or Password link An email will be generated for delivery to the ICON Administrator Please provide one or more of the following details e Account Name e Company Name e Surname Once your Password has been reset you will receive an email indicating your Account Name and Password You should change this new Password to something you will remember easily To do this you must first login using the Account Name and Password which was provided in the email You may then follow the instructions listed in the Change Password section of this guide 2 3 Account Details Account Details l i When the iam Daka button is clicked further options are made available 2 3 1 Update Registration To amend registration details click Cerei Rae a The details of the original registration will be displayed After changes are made click _Update and the changes will be saved Clicking Cancel will take you back to the Account Details screen 2 3 2 Change Password Clicking Change Password allows you to change your Password Your current Password must be entered in the Password field Enter the new Password in the New Password field and confirm the new password then click _Update You will be taken back to the Account Details screen Clicking Cancel will take you back to
12. uburb State Territory Postcode Email address Telephone fax contact details J NOTE Some fields are mandatory and your registration cannot proceed if these fields are not completed correctly You will be required to select an Account Name This is case sensitive and can include both alpha and numeric characters and must be unique You will receive a red error message if the Account Name you have chosen is not unique You will then be required to enter and confirm a Password The Password is case sensitive It must be between 7 and 15 characters long and must include at least 1 non alpha character If you will be acting as an agent for an importer s tick the LlAgent checkbox As an agent you will be able to access details of Import Permits that you have applied for on behalf of your importers Please note once granted I mport Permits will be sent only to importers Page 4 of 12 EPERMITS USER GUIDE Agents acting on behalf of their nominated importers will only receive a copy of the Import Permit by requesting a copy See Email Permit Copy for further information If you wish to receive a notification email when your Import Permit is due to expire tick the Receive Expiry Notification checkbox See Receive Expiry Notification for further details Wodat Click _Update and the following message will appear Microsoft Internet Explorer x T Registration Successful 4 confirmation e mail has been sent to your no
13. verseas who is sending the commodity to Australia Enter the exporter s name street address telephone number facsimile number and email address if applicable Where guidelines allow sourcing of the same commodity from more than one supplier in the country of origin you may nominate Various Exporters as the exporter In these cases specific address details are not required for each supplier however you must select a specific Country of export from the drop down list 3 3 Review details Review the Importer Details Exporter Details Permit Commodities and Permit Conditions before proceeding to the payment section of the ePermit application By selecting Proceed to Payment you are indicating that you have understood and agree with the conditions of this Import Permit application J NOTE The ePermit application fee is non refundable If changes are required click Pae e EE to return to the application pages Cancel Application Click to return to the ePermits homepage 3 4 How to make a payment and submit The ePermit application fee of 125 is non refundable and must be made by credit card Once E We AMMEN has been clicked select the appropriate credit card type i e Visa MasterCard AMEX and enter your credit card number expiry date and Py security number then press l A message will be displayed whilst the server is processing your payment If your payment is successful you will receive notification of your
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