Advanced Passenger
Information System.

APIS — the Advanced Passenger Information System — is a US Customs and Border Protection program requiring the transmission of passenger and crew data on every commercial and private international flight arriving in the United States. For private operators it is filed via the eAPIS portal at eapis.cbp.dhs.gov. Filing is mandatory, the data fields are strict, and the fines for non-compliance are real.

Why APIS Exists

CBP uses APIS to run passenger data against watchlists and risk targeting systems before the aircraft is allowed to enter US airspace. Commercial carriers file it through their dispatch systems; private operators file it directly, either on their own or through a handler or flight planning service.

The 60 Minute Rule

For private aircraft, the APIS manifest must be transmitted no later than 60 minutes before wheels up on the inbound leg to the US. Filing earlier is fine — amendments are allowed right up to departure. Filing late triggers an automatic flag and, potentially, a civil penalty.

What Data You File

Per the current eAPIS specification, each passenger and crew member requires:

• Full name as on passport
• Date of birth
• Gender
• Nationality
• Passport number
• Passport country of issue
• Passport expiration date
• Traveler document type (passport, TWIC, etc.)
• Status on the flight (crew / passenger)
• Address of the first night’s stay in the US (passengers only; crew exempt)

Flight level data required:

• Aircraft tail number and type
• Operator name and APIS user ID
• Departure airport and time
• Arrival airport and estimated time
• Route of flight (optional but helpful)

How to File: Three Paths

1. DIY via eAPIS portal

Go to eapis.cbp.dhs.gov, create a private operator account (typically takes 5 to 10 business days to get credentials — do this well before your first trip), and submit the manifest through the web interface. No cost. Works fine for owner-pilots who fly the same few passengers regularly.

2. Through the handler

Most FBO handlers in the Bahamas and TCI will file eAPIS on request. Passport data is collected at check in, transmitted to the CBP portal under the handler’s account, and a confirmation is returned to the crew.

3. Through a flight planning service

Universal Weather, ARINCDirect, Jeppesen, and similar services offer eAPIS as a line item. Data is entered once in the flight plan, and the service handles transmission and amendments. This is how most Part 135 operators handle it.

Vanbert files eAPIS on every charter we broker. Passenger data is collected 48 hours before departure and the manifest is transmitted 3 to 4 hours before wheels up, with a final amendment at passenger check in if anything changed.

Getting an eAPIS Account

Creating a private operator account involves:

1. Register online at eapis.cbp.dhs.gov

   Choose "Private Aircraft Operator" and fill the application.

2. Provide operator details

   Legal name, physical address, phone, aircraft registration, pilot certificate.

3. Wait for CBP review

   Typically 5 to 10 business days. Approval comes by email with a sender ID.

4. Test submission

   File a test manifest before relying on the account for a real trip.

Common Mistakes

• Name format mismatch — filing "John Q. Smith" when the passport MRZ reads "SMITH<<JOHN<QUINCY". Use the passport exactly.
• Expired passport on file — the traveler renewed but you copied the old number. Re-verify at check in.
• Wrong airport of arrival — filing for KFLL then diverting to KPBI without amending. Always amend before wheels up.
• Filing late — 60 minutes is a hard line. Build in buffer.
• Forgetting the PIC — crew are required, not just passengers.
• Domestic continuation confusion — the inbound leg to the US is the international one. Domestic legs after clearance do not need APIS.

Penalties for Non-Compliance

Per 19 CFR 122.75a, failure to transmit APIS data in the required manner and timeframe carries civil penalties up to $5,000 per violation. Willful failures can carry more. In practice, first time minor errors are usually resolved with a corrected filing and an operator conversation; repeated or willful non-compliance generates real fines.

APIS for the Outbound Too

Since 2009, APIS is also required for private international departures from the US. Same 60 minute rule, same eAPIS portal, same data. So a KFXE to MYNN trip files APIS on the outbound to Nassau, and again on the return to Florida. Two separate submissions.

Relationship to Customs Decal and GenDec

APIS is the pre-flight manifest. It does not replace:

• The CBP arrival notification (phoning the Airport of Entry)
• The CBP User Fee Decal
• The General Declaration in the Bahamas

Related Guides

Frequently Asked Questions