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Flying internationally: eAPIS demystified

By Sarah Brown

AOPA Alaska Regional Representative Tom George recently planned a trip across the Canadian border to Dawson City, Yukon. When he filed his Electronic Advance Passenger Information System (eAPIS) reports for departure and return, he ran into a snag: The airport where he planned to return was not listed as a port of entry. And when bad weather kept him from leaving on the scheduled day, he could not modify the departure report and had to re-file—twice.

Any general aviation aircraft arriving in the United States from a foreign location or departing the United States for a foreign location must submit passenger, crew, and flight information to Customs and Border Protection through eAPIS. But what do you do when you’re not sure about the requirements? Noncompliance can cost you thousands of dollars. Find answers to the most frequently asked questions, and take the AOPA Air Safety Foundation’s online course, “Understanding eAPIS”.

These resources provide tips on how to handle the kind of difficulties George encountered on his trip. “If your departure airport is not an official U.S. port of entry, then enter the nearest port of entry and note the actual airport of departure in the Departure Location Description box,” the online course advises. Check out the FAQs to find out whether you need to contact customs if your plans change and you are departing at a time different than first reported. Still have questions about eAPIS? Call AOPA for answers and guidance at 800/USA-AOPA (872-2672).

eAPIS: Frequently Asked Questions

AOPA continues to work with Customs and Border Protection (CBP) to obtain clarification for Members’ concerns regarding eAPIS. Below are some of the most frequently asked questions with answers.

Can’t find an answer to your question? Take the AOPA Air Safety Foundation'sonline course, Understanding eAPIS and review the FAQs at the end of the course! Or call the Pilot Information Center at 1/800-USA-AOPA (872-2672).

Table of Contents

  • General Guidance/Tips from CBP
  • Notice of Departure
  • Notice of Arrival

General guidance and clarification from CBP when submitting a manifest:

To facilitate private aviation manifest submissions, CBP has made several options available:

  • A manifest must be submitted a minimum of 1 hour prior to departure, but there is no maximum timeframe set. You may submit your manifest well in advance of your flight, so you may submit prior to your departure to the location where you know there will be no computer available. CBP recommends that you do not submit your manifest until your flight details and traveler list are clearly determined.
  • Although the pilot will still be the responsible party, the regulations also allow for the pilot to designate someone to transmit the information for him/her.
  • The new regulations require pilots of private aircraft, or their designees, to transmit electronically to CBP passenger manifest information for each individual traveling onboard the aircraft. Original arrival and departure manifests generally must be submitted via eAPIS or another CBP-approved data interchange system. However, on a limited case-by-case basis, CBP may permit a pilot to submit or update notice of arrival and arrival/departure manifest information telephonically when unforeseen circumstances preclude submission of the information via eAPIS.
  • When reliable means for giving notice are not available (for example, when departure is from a remote place) a landing can be made at a foreign place where notice can be sent prior to coming into the United States.

Who is required to participate in this requirement?

This requirement of electronic submission applies to any private aircraft arriving to the United States from a foreign location and any private aircraft departing the United States for a foreign location. This includes US registered aircraft and foreign registered aircraft.

Does CBP want my P.O. Box address or the physical address of my home?

CBP is looking for a physical address in the US, not a mailing address.If a location does not have a USPS address, supply your “911” address for sending out police, fire, ambulance, etc.

Saving a partially completed manifest

If you begin to fill out a Notice of Departure or Arrival and close out of eAPIS before submitting your manifest, the next time you log in a screen will appear stating, “You currently have a Saved Manifest”.You will then be given the option to proceed with the saved manifest.TIP: If you want to start filling out the manifest, but are not exactly sure of your departure time, fill out as much as you can and then close out of the Web site. Once you are confident of your departure time, you can log back into eAPIS and submit.

Adding or Deleting a Passenger's Name

Once you have submitted a manifest through eAPIS, if you need to add additional travelers, you can submit another manifest with the same flight information. It is not necessary to resubmit the travelers that have already been transmitted, but you will need to resubmit the pilot each time as eAPIS always requires a pilot for each manifest.

Once a manifest has been submitted, traveler's namescannot be deleted. If a passenger who had been listed on the manifest does not take the flight, it is not necessary to do anything further.

Notice of Departure

While submitting a notice of departure from the United States, I can’t find my airport code of departure? Can’t I depart from any airport in the United States?

Yes. You may depart from any US port or place.

The eAPIS fieldtitled"CBP Airport"should beaddressed as follows:
Enter the ICAO airport code corresponding toyour last domesticCBP port of departure. For example, if youdepart, but plan to land for fuel before you cross the border, enter the last airport you will land at before departing the U.S. For a complete list of airport codes, select theblue Options button to the right of the field. If the airport code is not found, chose the airport code closest to your departure site. If you’re not leaving from thatCBP airport location, enter details of departure location below in the field titled, "Actual Departure Location Description".

The “CBP Airport” field is used to assign the departure manifest to the correct CBPassociated airport facility, but the “Actual Departure Location Description” fieldshould list the airportfrom where you actually depart.

Canceling or Updating a Notice of Departure (from the U.S.)

eAPIS does not currently have the option available to cancel a manifest once it has been submitted. Once a departure submission has received the email indicating “Based upon the information submitted, you are cleared for departure”, the aircraft is free to depart. It would not be necessary to contact CBP if you decide to cancel the flight or you are departing at a time different than first reported. Of course, if the local CBP port had made contact indicating that an outbound inspection was planned, the pilot would want to notify them about a time change.

I have not received my clearance to depart, what should I do?

There may be a mistake with your email address. Log into eAPIS, go to “Manage Account”, then “Modify Primary Account Holder” and verify your email address is correct. After the change, you will need to submit the manifest again.

Notice of Arrival

Canceling or Updating a Notice of Arrival (to the U.S.)

eAPIS does not currently have the option available to cancel a manifest once it has been submitted. Changing of airports and/or times does not need to be completed in eAPIS as long as the flight is on the same date. For these changes, please contact the affected CBP Port of Entry airport. If changes need to be made after you are airborne, contact FSS and request that the message be relayed to Customs. If there is a change to the date of a flight, a new manifest should be submitted through eAPIS.

eAPIS Requirement:

All pilots flying across the U.S. border are required to use eAPIS — CBP’s Electronic Advance Passenger Information System. AOPA Air Safety Foundation has developed a free online tutorial: “Understanding eAPIS - A Pilot’s Guide to Online Customs Reporting.”

> Exception: If you overfly Canada without landing, eAPIS is not required.

More Information

  • Information on 2010 Vancouver Winter Olympics and Paralympics Games
  • AOPA/COPA Guide to Flying Into Canada
  • Canadian Airports of Entry
  • Canada Border Services Agency (CBSA)
  • Survival Advisory Information for Flights Over Land
  • Over Water Survival Equipment
  • Emergency Procedures
  • Aircraft Interception
  • Experimental and Light Sport Aircraft
  • DUATs phone numbers
  • CANPASS
  • AOPA Forums: Canada (Login Required)
  • U.S. CBP Airports of Entry
  • CBP User Fee Decal Information
  • eAPIS: Frequently Asked Questions

Additional Resources

  • Canadian Owners and Pilots Association (COPA)
  • Transport Canada
  • International Flight Information Manual (IFIM)
  • International Flight Plan Form
  • InFO: First Class Medical Certificates for Second-in-Command (SIC) Pilots
  • Purchase Charts
  • Sporty’s
  • Nav Canada

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Pilot-in-Command

The pilot in command must have a current:

  • Passport
  • Pilot certificate with an English proficient endorsement
  • Medical certificate
  • Restricted radiotelephone operators permit

Passengers

  • Each passenger must have a current passport
  • Children traveling with only one parent must have a notarized statement of approval from the absent parent stating the dates of the trip.

Aircraft

All U.S. registered aircraft must have:

  • A standard Airworthiness Certificate
  • A permanent registration certificate (no temporary certificates/pink slips)
  • A radio station license
  • Operating limitations information
  • Weight and Balance information
  • If the aircraft is registered in another person’s or corporation’s name, we recommend you bring a notarized letter authorizing use of the aircraft in Canada.
  • An ID data plate
  • 12-inch registration marks if you’re crossing an ADIZ to get into Canada (primarily affects those flying in from Alaska)
  • Transponder with Mode C -TSA waivers are still required and mandatory for all international flights for aircraft not equipped with a transponder.
  • Aircraft with fuel tanks installed in the baggage or passenger compartments must have Form 337 on board.
  • Either a 121.5 MHz or 406 MHz ELT
  • Survival equipment for wilderness areas
  • Survival equipment for over-water
  • Verify insurance coverage for flight into Canada. Private aircraft must be covered with liability insurance. Proof of liability coverage needs to be carried onboard. AOPA Insurance Agency (AOPAIA) provides coverage for AOPA members. Contact AOPAIA at 800/622-AOPA(2672) or email for more information.

The amount and types of coverage are based on the aircraft’s gross takeoff weight as shown below:

Up to 2,300 lbs.: / $100,000 public liability only
2,301 to 5,000 lbs.: / $500,000 public liability only
5,001 to 12,500 lbs.: / $1,000,000 public liability and
$300,000 passenger liability per passenger on board

Complete regulations regarding Canadian liability insurance can be found in CAR 606.02.

Customs and Border Protection

U.S. Customs and Border Protection (CBP) requires

  • An annual user fee decal ($27.50) – allow a few weeks for delivery. 2010 decal renewals are now available. CPB encourages all applicants to use the online renewal process, which is fast, secure, and accurate. Pre-printed paper applications will be mailed only by request -not automatically sent as in previous years. To request a pre-printed paper renewal application, call the User Fee Help Desk at 317/298-1245, option 3; or email .
  • eAPIS (CBP’s Electronic Advance Passenger Information System) – Effective May 18, 2009 pilots who fly internationally are required to provide passenger manifests to CBP when departing from and arriving back in the U.S. Manifests must be filed at least one hour before departing from or arriving in the United States, but pilots can file as far in advance as they wish, giving the option to provide information for the return trip via the Internet before leaving home. AOPA Air Safety Foundation has a free online course, “Understanding eAPIS—A Pilot's Guide to Online Customs Reporting” that guides pilots step-by-step through the online reporting process.
  • CANPASS - Do you frequently travel to Canada directly from the United States on a small private aircraft? If so, the CANPASS Private Aircraft program may be for you! The CANPASS Private Aircraft program makes clearing the border easier for private aircraft carrying no more than 15 people (including the crew) and travelling to Canada from the United States. This program allows members to access more airports and provides expedited clearances for low-risk, pre-screened travellers.

Departing the U.S.

  • All aircraft must be on an activated IFR, VFR, or Defense VFR if you are flying through the ADIZ from Alaska.
  • All aircraft must make their first landing at a Canada Border Services Agency (CBSA) airport of entry.

Entry into Canada

You are required to provide advance notification to CBSA by calling 1-888/CAN-PASS (226-7277). You must provide notification no less than two (2) hours but no more than 48 hours prior to your arrival. A filed and activated flight plan is required for border crossing, and your first landing in Canada must be at an airport of entry. You will be required to provide the customs office with information about yourself, passengers, your flight, and airport of entry. After arrival at your airport of entry, if there is no customs officer present, immediately contact the Canadian CANPASS office again at the same number and receive an arrival report number or be advised to await a customs inspection.

Thanks to an agreement between the FAA and Transport Canada, flying an experimental aircraft into Canada is now easier than ever. All that is needed is the document Standardized Validation of a Special Airworthiness Certificate—Experimental, for the Purpose of Operating a United States-Registered Amateur-Built Aircraft in Canadian Airspace which details the restrictions (minor in nature) applicable in Canadian airspace. Download the form and carry it with the aircraft at all times in Canada.

Flight Operations in Canada

To access weather information and file flight plans while flying in Canada, contact Canadian Flight Service by calling 866/WX-BRIEF (992-7433). This telephone number can only be used within the borders of Canada. More specific flight services and local weather advisories can be obtained by contacting the individual Flight Information Centres within each Canadian province.

For remote areas, take tiedown equipment with you and have your ADF or GPS in good working order. Slot reservations are required for Toronto Pearson International Airport for VFR and IFR aircraft. A Mode C transponder is required when flying into any terminal control area and Class C airspace in Canada. Mode C transponders are also required in some Class D and E airspace, normally associated with some terminal areas and some control zones. The terminal charts (VTAs) and the Canada Flight Supplement provide the details.

Certain rifles and shotguns for sport, competition, or survival and ammunition are permitted in Canada, but be sure you declare them when going through customs. An advance permit is required from Canadian authorities for certain restricted firearms.

Overflights

Overflights that originate and end in the United States require that the pilot must file a flight plan, and Canadian regulations must be observed when flying in Canadian airspace. Write “Canada overflight” in the remarks section of the flight plan.

Note: The Canadian government now charges U.S.-registered aircraft for ATC services based on the aircraft certified gross weight. The current fee as of March 2009 is $17.00 CAN per quarter for aircraft under 2 metric tons (4,410 lb gross) and $56.75 for aircraft between 2 and 3 metric tons (up to 6,614 lb gross). See the NavCanada Web site for details for aircraft in higher weight classes. Also, weight-based fees for use of the airport terminal may apply at some airports.

eAPIS is not required for overflights.

Returning to the U.S.

  • Your first landing in the United States must be at an U.S. CBP airport of entry
  • File an eAPIS arrival manifest (if you filed eAPIS reports for both legs of your trip before you left the U.S., you do not have to file again).
  • File and activate a VFR, IFR, (or Defense VFR flight plan if you’re flying through the Alaska ADIZ).
  • Call U.S. CBP at least one hour and no more than 23 hours before your planned U.S. arrival time.