Job Aid: How to Obtain a USDA Permit

Overview

Some shipments from the Arbovirus Reference Collection may require an Interstate U.S. Department of Agriculture (USDA) permit. This job aid provides step-by-step instructions and common pitfalls to avoid when applying for a USDA permit, specifically under Veterinary Services (VS) Form 16-6A for compliance and domestic shipping.

Steps to obtain a USDA permit

1. Complete the application on the USDA website for APHIS eFile.

• Apply for the permit via the APHIS eFile website. Functionality is similar when using Google Chrome or Microsoft Edge.
• VS Permitting Assistant is available to assist.
  
• Fill out the VS 16-3 form (application) for the VS 16-6A permit.
• Complete the application. Ensure all required fields are completed.
• A fee is associated with the application. Make sure all your purchasing processes and procedures are followed before submitting the application.

2. Verify permittee information.

• If the permit will be issued to a company or institution, verify that the recipient is an employee or authorized representative of that entity.
• If the permit is to be issued to an individual, confirm that permittee named on the USDA permit is the same individual listed as the recipient.
• Identifier: To verify the recipient, look for the sentence “With the use of this permit I, [permittee name], Permittee…”.

3. Ensure address consistency.

• The shipping address must exactly match the address on the permit, including suite numbers and ZIP code.
  

4. Match organism/product.

• Decide whether to request a broad or specific range of materials.
  • Example of a broad request: “Various U.S. Origin Livestock and Poultry Pathogens”
  • Example of a specific request: “Cache Valley virus” (could go even more specific by including the strain or isolate designation, but it is not recommended)
    

5. List shipper.

• Specify the shipper.
  • Use Centers for Disease Control and Prevention, 3156 Rampart Road, Fort Collins, CO 80521.
    

6. Check permit validity window.

• Ensure the permit expiration date is at least 5 calendar days after the planned shipping date.
• Only submit permits that are final and approved with all required signatures.

Common mistakes to avoid

Permittee authorization

• Ensure the permittee is authorized to receive the materials.
• If your name is on the permit, you must be listed as the recipient of the shipment.

Address mismatches

• Ensure that addresses are consistent across all documents.

Inaccurate organism or product descriptions

• Provide precise descriptions to avoid invalidating the permit.

Expired permits

• Always check the expiration date to ensure compliance.
• The permit should be valid for at least 5 days after the shipment date to ensure compliance. This allows for any delays in transit.

Important notes

• The recipient (not the sender) must hold a valid VS 16-6A permit.
• You will be asked to include a copy of the permit with the materials being shipped.
• Comply with all biosafety and containment requirements listed in the permit.
• Read the entire permit carefully to understand all conditions and restrictions.
• Renewing a permit is less expensive than applying for a new one. If you have a more broad/general permit, it’s always a good idea to keep it renewed.
  

Resources

• APHIS eFile First-Time User Set Up
• APHIS eFile Team Sharing Accounts information
• APHIS eFile Overview
• APHIS eFile Account Registration and Management (YouTube video)
• VS-Regulated Livestock and Poultry Pathogens (Partial List) | Animal and Plant Health Inspection Service
• Flowchart reference: Is an OV VS 16-6 permit required?
• Email: aphis.customersupport@usda.gov

For further assistance, please contact the USDA or your designated compliance officer.