Gotcha 1: Trusting the software instead of CBP<\/h4>\n
A green tick in your APIS software doesn\u2019t necessarily mean you\u2019re good to go.<\/p>\n
Check the actual CBP response. Make sure the aircraft, airports, times and people are right. And for a US arrival, make sure you have Permission to Land too. An APIS auto-response isn\u2019t the same thing.<\/p>\n
Many ports now use addresses in the format ICAO_GAP@cbp.dhs.gov<\/strong>, such as KTEB_GAP@cbp.dhs.gov, but not all have switched yet<\/a>. Check the airport\u2019s CBP Fact Sheet<\/a> for the current address.<\/p>\n So many Fact Sheets…<\/p><\/div>\n APIS is needed when leaving the US too.<\/a><\/p>\n For private flights<\/strong>, file eAPIS and wait for the CBP response before you go. You can depart from virtually any US airport, even if it isn\u2019t listed in eAPIS. In that case, use the nearest CBP airport in the filing and put the real departure point in the “Actual Departure Location” field.<\/p>\n For commercial flights<\/strong>, file APIS and contact the CBP port responsible for your departure to get clearance. You can also depart from an airport without CBP on site, but you have to arrange it with the responsible CBP port first.<\/p>\n This is an easy one with saved pax profiles. Wrong family member, old passport, or a dual-national passenger turns up with a different passport to the one in APIS.<\/p>\n Check the actual passports against the final manifest before you go.<\/strong> If something doesn\u2019t match, fix the filing and get the new APIS approval.<\/p>\n For private flights, changes to passengers, passports, traveller details or the aircraft normally mean amending the APIS. Once you amend it, the old approval is no longer valid.<\/strong> So wait for the new one.<\/p>\n But note: if you amend the APIS less than 60 mins before departure, you don\u2019t have to wait another 60 mins before you can depart.<\/strong> You just need to wait for CBP to approve the amended APIS.<\/p>\n Changes to times or airports can sometimes be handled directly with CBP. But if the flight moves to another calendar date, you’ll need to file a new APIS.<\/p>\n And if the flight gets cancelled, just cancel the APIS and tell CBP!<\/p>\n Part 91 doesn\u2019t automatically mean \u201cprivate\u201d to CBP.<\/strong><\/p>\n An empty positioning flight is a good example. CBP says<\/a><\/span><\/span> if either the arrival or departure leg of a journey is commercial, it treats both legs as commercial. So flying out empty to pick up charter passengers, or returning empty after dropping them off, can still count as commercial!<\/p>\n The basic rule if you\u2019re arriving from the south is that CBP normally requires your first landing to be at the nearest southern airport of entry. A Border Overflight Exemption lets you bypass that rule and fly straight to an approved US airport with CBP. More info here<\/a>.<\/p>\n The gotcha is that not every BOE covers every flight.<\/strong><\/p>\n Check the operator named on it, the airports it covers and the expiry date. The operator in APIS must be the one the BOE was issued to.<\/p>\n Another couple of recent BOE changes:<\/strong><\/p>\n Every pilot’s number one complaint when it comes to CBP!<\/strong> The frustrating reality is that every airport does things a little differently. Notice periods, opening hours, parking and after-hours arrangements can all vary.<\/p>\n So the best thing you can do is check the local setup before every trip.<\/strong> Check the airport\u2019s current CBP Fact Sheet<\/a> and whatever instructions you get with Permission to Land.<\/p>\n A couple of other useful ones:<\/p>\n Both are covered in the CBP arrival FAQs<\/a>.<\/p>\n An approved ESTA doesn\u2019t mean someone can arrive in the US on any BizAv flight.<\/p>\n For someone entering the US under the Visa Waiver Program<\/a>, the operator generally needs to be a VWP signatory carrier.<\/p>\n So check two things:<\/strong> the ESTA matches the passport they\u2019re carrying, and the operator is on CBP\u2019s VWP signatory carrier list<\/a>. If not, they\u2019ll normally need a US visa.<\/p>\n There are some exceptions for people returning from Canada, Mexico or nearby islands during an existing VWP admission. But that\u2019s not the same as an initial entry.<\/p>\n For private flights, the annual CBP arrival fee is normally paid through DTOPS<\/a>. But that decal only covers private flights – it doesn\u2019t cover commercial ops.<\/strong> Commercial flights have their own CBP and APHIS fees. The decal is also tied to one aircraft and can\u2019t be transferred.<\/p>\n If you\u2019ve paid but the decal hasn\u2019t arrived, put receipt<\/em> in the APIS decal field and carry proof of purchase. More info is in the CBP FAQs<\/a>.<\/p>\n They\u2019re US territories, but flights to and from them aren\u2019t always treated like normal domestic flights!<\/p>\n Puerto Rico:<\/strong> nonstop flights between the mainland US and Puerto Rico are normally treated as domestic if you fly IFR above 12,500ft with no stop en route. VFR, lower-level or stopping flights can change that.<\/p>\n USVI:<\/strong> flying from the mainland US or Puerto Rico to the islands is generally treated as domestic. Coming back is different<\/strong> – you need to clear CBP in the USVI before departure.<\/p>\n There can also be extra rules for commercial cargo, food and agricultural items.<\/p>\n There\u2019s a good rundown of all the different scenarios in this operational guide<\/a>, and the USDA\/APHIS guidance<\/a> covers the agricultural side.<\/p>\n Some things need more advance planning than simply declaring them when you arrive.<\/p>\n Cash:<\/strong> more than USD 10,000 is legal, but it has to be reported. Use FinCEN Form 105<\/a> or the electronic CMIR<\/a>.<\/p>\n Valuables:<\/strong> CBP Form 4457<\/a> can be used to record things like jewellery and cameras before leaving the US.<\/p>\n Firearms:<\/strong> the same Form 4457<\/a> can help show that an eligible firearm left the US. It isn\u2019t an export licence or foreign import permit.<\/p>\n Food, plants, pets and aircraft garbage<\/strong>\u00a0can all have separate requirements. International aircraft garbage is covered by the APHIS rules<\/a>.<\/p>\n Worth checking before you go, especially if the arrival airport might not be able to handle it!<\/p>\n If you divert to a different US airport:<\/strong> your original Permission to Land doesn\u2019t automatically cover the new one. Contact CBP at the diversion airport as soon as you can.<\/p>\n If you weren\u2019t originally heading to the US but need to divert there:<\/strong> send APIS before arrival if time allows. For an emergency, the standard thing applies – deal with the emergency first, then contact CBP as soon as you can.<\/p>\n More details are in the CBP emergency arrival rules<\/a>.<\/p>\n CST Flight Services published some good advice on this recently.<\/a> Most CBP arrivals go without a problem, but occasionally you might disagree with how something has been handled, or feel that a penalty shouldn\u2019t apply.<\/p>\n If that happens, ask to speak to a supervisor straight away.<\/strong> If a penalty is being discussed, getting a supervisor involved early may help sort it out before one is issued.<\/p>\n Keep a record of what happened – names, times, phone calls, APIS responses, Permission to Land and anything else useful.<\/p>\n If it can\u2019t be resolved locally, you can file a formal complaint with CBP<\/a>.<\/p>\n If you\u2019re completely new to US ops, here\u2019s the basic process.<\/p>\n APIS:<\/strong> you need it when flying both to and from the US. File the aircraft, crew and everyone onboard, and make sure the deets match their travel docs.<\/p>\n Before flying to the US:<\/strong> contact CBP at the airport you\u2019re flying to and get Permission to Land before you leave. Filing APIS alone isn\u2019t enough.<\/p>\n Before leaving the US:<\/strong> APIS is required again, and you need CBP clearance before you go. (Gotcha 2 above explains how this works for private and commercial flights.)<\/p>\n Before every trip:<\/strong> check the airport\u2019s current CBP Fact Sheet<\/a>. That\u2019s where you\u2019ll find the local notice period, opening hours, contact details, parking and any special procedures.<\/p>\n That\u2019s the basic setup. The gotchas above are the bits most likely to complicate it!<\/p>\n If you\u2019ve come across any other CBP gotchas we haven\u2019t covered here, let us know! <\/strong>You can email us at news@ops.group<\/a>, or if you want to make it infinitely more fun, use our patented Report-A-Thing tool.<\/a><\/p>\n![\"\"](\"https:\/\/ops.group\/dashboard\/wp-content\/uploads\/2025\/08\/FACTSHEETS-ezgif.com-crop.gif\")
<\/a>Gotcha 2: Leaving the US without departure clearance<\/h4>\n
Gotcha 3: Filing the wrong person or passport<\/h4>\n
Gotcha 4: Making a change and assuming APIS is still good<\/h4>\n
Gotcha 5: Assuming Part 91 means private<\/h4>\n
Gotcha 6: Assuming your BOE covers the flight<\/h4>\n
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![\"\"](\"https:\/\/ops.group\/blog\/wp-content\/uploads\/2026\/08\/BOE-1024x921.jpg\")
<\/p>\nGotcha 7: Assuming every CBP airport works the same way<\/h4>\n
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Gotcha 8: Assuming ESTA is enough<\/h4>\n
Gotcha 9: Assuming your decal covers every flight<\/h4>\n
Gotcha 10: Assuming Puerto Rico and the US Virgin Islands are simple domestic legs<\/h4>\n
Gotcha 11: Not thinking about what\u2019s on board<\/h4>\n
Gotcha 12: Diverting and forgetting about CBP<\/h4>\n
Gotcha 13: Getting a penalty notice, or having a bad run-in with CBP<\/h4>\n
The standard stuff<\/strong><\/h6>\n
![\"\"](\"https:\/\/ops.group\/blog\/wp-content\/uploads\/2024\/05\/Report-A-Thing-1024x732.jpg\")
<\/a><\/p>\n![\"image_pdf\"](\"https:\/\/ops.group\/blog\/wp-content\/uploads\/pdf-print-buttons\/pdf_button.png?2060371495\" "\\"View")
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