Courtesy of NAA:

In response to a request by the National Aquaculture Association (NAA), on March 29, 2022, the US Department of Agriculture (USDA), Animal and Plant Health Inspection Service (APHIS), organized a virtual meeting to address questions raised by fish and crustacean farmers that export live products.  Following the meeting, the NAA identified commonly asked questions during the meeting. To follow are the agency’s responses:

What is VEHCS, where can I learn more about the VEHCS process and then connect with VEHCS?

1.  The Veterinary Electronic Health Certificate Processing System (VEHCS) may be used to submit ALL live aquatic animal export health certificates. Using VEHCS for health certificate submission can reduce overall processing time.
   1.  APHIS digital endorsement of a health certificate in VEHCS is determined by the destination country
      1.  Each country’s  IREG page will state when a country accepts APHIS digital endorsement. Further information regarding a country’s acceptance of VEHCS can be found here.  If you have questions or need clarification, please contact your area endorsing office.
2.  Information on the VEHCS Process
   1.  VEHCS home page.
   2.  For videos, step-by-step guides, quick reference guides, and more pertaining to VEHCS, please see our VEHCS Help Page.
   3.  The following are steps to help ensure VEHCS Success:
      1.  Read the information on the USDA APHIS International Regulations for the destination country before you start.
         1.  Some types of health certificates will walk you through each step (VEHCS Defined). Others will need you to upload a PDF of the health certificate that you have already filled out.
      2.  Attach a prepaid return shipping label if the destination country does not accept USDA digital endorsement for the commodity being exported.
         1.  NOTE:  VEHCS will prompt you to upload a shipping label if the commodity / country requires USDA physical endorsement with a raised seal.
      3.  Provide payment for the endorsement fee. For any questions regarding endorsement fees contact your USDA Endorsement Office.
         1.  Pay by credit/debit card or bank transfer: Click on “Financial Management” link on the left-hand menu to add funds to your Pre-purchase Account
         2.  Or, enter your USDA APHIS User Fee Credit Account number if you have one
      4.  When required upload the required supporting documents as attachments. These could include:
         1.  Laboratory test report
         2.  Import permit
         3.  Addendum page
      5.  Keep your six-digit tracking number and check on the status yourself. If you contact your USDA Endorsement Office for any reason, please mention this tracking number

How can I find a USDA accredited veterinarian that knows farmed aquatic animals and is VEHCS connected?

Find a USDA Accredited Veterinarian by state and county here; in general, most aquaculture commodities will require a category II Accredited Veterinarian.

I export regularly or have a rush shipment [time sensitive shipment] can I notify my area endorsement office to facilitate endorsement?  If so, what can I request that will smooth the endorsement process?

For Time Sensitive Shipments work with your area endorsement office to see what options might be available to meet your export needs.

The following are steps you can take to help facilitate timely endorsement of time sensitive shipments.

1.  Double check the information on the certificate, especially if the information is also recorded in supporting documentation, to ensure documents submitted are accurate, and complete with any required supporting documents attachment.
2.  Submit health certificates as soon as possible to allow time for necessary corrections or updates to be completed, and for the endorsed document to be received back in time for export.
3.  Include relevant information that you would like to communicate to the endorsing office in the comments section of the VEHCS submission.
4.  When you are aware of upcoming time sensitive shipment proactively reach out to the area endorsement office to coordinate any specific needs of the shipment.

I am experiencing challenges with my area endorsement office.  Who should I speak with?

You may find the contact information for your area USDA office including contact information for your area Service Center on the USDA endorsement offices by state webpage.

Due to the high volume of exports email communication often may be the best, most efficient method of communication with the Service Centers.  Service Center email and other contact information may be found on the table located here.

For challenges with area Service Center contact your Service Center Office via email with “Aquaculture Endorsement Deadline Challenge” as a precursor subject line. This is not for general inquires rather challenges with the area Service Center.

For example: Subject: Aquaculture Endorsement Deadline Challenge Adam’s Fish Farm

Send emails to:
Service Center East Coast: VSPSFL@usda.gov
Service Center Great Lakes: VSPSWI@usda.gov

Is there a VEHCS ombudsman I can contact to answer questions?

For IT technical issues with VEHCS contact the PCIT Help Desk p: 866-457-7248, email pcithelpdesk@usda.gov.

Check out our VEHCS Help Page for videos, step-by-step guides, quick reference guides, and more.  When you are logged into VEHCS Online help is only a click away, just click the “Need Help?” Located toward the top right corner of any page.  Additionally for step-by-step guidance for the various functionality of VEHCS click VEHCS Quick Reference Guides.

After reviewing the guides on the VEHCS Help page if you have questions or need clarification, please contact your area endorsing office.