wildlife trade online services - user...

Wildlife Trade Online Services

User Guide

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Table of Contents

1 The Portal 4

2 Registration and Log in 4

3 Accessing the wildlife trade permit application form 5

4 Application form flow 6

5 Navigating the form 8

5.1 Progress bar 8

5.2 Action buttons 9

6 Your Details 10

6.1 Starting an application 10

6.2 Apply as an individual 10

6.2.1 Use account details 11

6.2.2 Manual entry 11

6.3 Apply as an organisation 13

6.3.1 Use a saved organisation 13


6.4 Nominating an agent 16

6.4.1 Agent is completing the application form 16

6.4.2 Agent is an individual 16

6.4.2.1 Use account details 176.4.2.2 Manual entry 18

6.4.3 Shipping agent is an organisation 19

6.4.3.1 Use a saved organisation 196.4.3.2 Manual entry 21

6.4.4 Shipping agent responsibilities 22

6.5 Postal address selection 23

7 Permit or Certificate Type 24

7.1 Specify permit type 24

8 Overseas Import/Export Details 29

8.1 The overseas importer/exporter is an individual 29


8.2 Overseas importer/exporter is an organisation 30

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8.2.1 Use a saved organisation 31


8.3 Enter overseas permit details 33

8.4 Enter overseas multiple use export authority details 34

9 Specimen Details 36

9.1 Enter specimen details 36

9.2 Enter species details 37

10 Supporting Information 41

10.1 Supplementary questions 41

10.2 Supporting documentation 42

11 Submit Application 44

11.1 Submitting an application: 44

11.2 Paying with submission 45

11.3 Pay later with an invoice 47

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2 The Portal The Department of the Environment and Energy has developed a public user portal for interactions with the Department, referred to as Online Services.

Online Services can be found here: https://onlineservices.environment.gov.au/

3 Registration and Log inTo use Online Services you must register for an account.

1. Click the ‘Register for Online Services’ link below the Email and Password fields.

Figure 1 – Log in screen

The registration screen will then be displayed.

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https://onlineservices.environment.gov.au/

Figure 2 – Registration screen

2. Enter your First Name, Last Name, Email Address and create a password (all fields are mandatory).

3. Accept the terms and conditions.

4. Click Register.

An email requesting the account be activated will be sent to the email address entered during the online registration process.

5. Follow the instructions in the email.

Once registration is complete you can log into the Online Services portal and use the wildlife trade permit application form.

For further assistance use the Help Centre, available here: https://onlineservices.environment.gov.au/help

4 Accessing the wildlife trade permit application form Once logged into Online Services, you will see a dashboard displaying the various options available for managing interactions directly with the Department online.

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https://onlineservices.environment.gov.au/help

Figure 3 – Online Services Dashboard

To access the wildlife trade permit application form:

1. Click the wildlife trade tile.

2. Within the wildlife trade section, click wildlife trade permits tile.

3. You will then be taken to the wildlife trade permits home page, which provides important information before you begin your application.

5 Application form flowThe following diagram illustrates the differences between the Online Services application form and the previous application form.

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Figure 4 – New application flow

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6 Navigating the formThere are multiple ways to navigate through the online application form. These are outlined below.

6.1 Progress barThe application form provides a progress bar which allows you to navigate between sections by clicking on a progress bar section heading.

Figure 5 – Progress bar

You can move between sections at any stage of the application process. Each section of the application does not need to be completed in any specific order.

The progress bar also indicates the status of each section as follows:

Section status Progress bar

Incomplete Grey line and numbered circle

Complete Green line and circle with tick symbol

Current section the applicant is working on Blue line and numbered circle

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6.2 Action buttonsAt the bottom of each section, up to four action buttons may be provided to assist you to navigate the form.

Figure 6 – Action buttons

Here is a description of the functions provided by each button:

‘Exit’ – exit the application and return to the dashboard.

‘Save draft’ – save a draft of the application which you can return to later. Saved applications are stored in My applications.

‘Save and Go Back’ – save data in the current section and go back to the previous section.

‘Save and Continue’ – save data in the current section and go to the next section.

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7 Your DetailsThe first section of the application is Your Details. Your Details defines who the permit application is being lodged by.

Figure 7 – Your Details

7.1 Starting an applicationTo start an application:

1. Enter an application name in the ‘Name your application’ field.

2. The application fields will then appear

Note: this application name is for your reference only. The Department only uses the application reference number you receive on submission of the application for tracking submitted applications.

7.2 Apply as an individualTo apply as an individual:

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1. Under the ‘Are you applying on behalf of an organisation?’ question select No.

Figure 1 – Apply as an individual

7.2.1 Use account detailsThe Online Services permit application form enables you to use your personal account details to complete the Your Details section. This means you will not be required to re-enter you individual details every time you submit an application.

To use your personal account details:

1. Select the ‘Use my personal details stored in My account’ checkbox.

This will be populated with your account details.

Figure 2 – Use personal account details

7.2.2 Manual entryIf you do not wish to use your account details (for example you are an agent lodging the form on behalf of an individual):

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1. Don’t ’ click the ‘Use my personal details stored in My account’ checkbox.

2. Enter the applicant details manually.

Figure 3 – Manual applicant entry

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7.3 Apply as an organisationTo apply as an organisation:

1. Under the ‘Are you applying on behalf of an organisation?’ question select Yes.

Figure 4 – Apply as an organisation

7.3.1 Use a saved organisationThe Online Services permit application form enables you to use saved organisation details to complete the Your Details section. This means you will not be required to re-enter organisation details every time you submit an application.

To use a saved organisation:

1. Under the ‘Would you like to use a saved organisation from your account?’ question select Yes.

A drop down list displaying all the saved organisations for the logged on user will be displayed.

2. Select an organisation.

If the organisation required is not in the list it can be added by clicking the Add a new organisation to your account link.

Only Australian organisations saved to your account will appear in the list

3. The organisation fields for the saved organisation will be displayed.

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Figure 5 – Use a saved organisation

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7.3.2 Manual entryTo manually enter the organisation:

1. Under the ‘Would you like to use a saved organisation from your account?’ question select No.

2. Enter the organisation details manually.

Figure 6 – Manual organisation entry

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7.4 Nominating an agentAs part of your application you can nominate an agent to arrange the shipment process on behalf of the applicant.

To nominate an agent:

1. Under the ‘Do you wish to nominate an agent’ question (that is, a person who physically transports or facilitates the movement of goods or manages the clearance of articles through customs on your behalf), select Yes.

Figure 14 – Nominating an agent

7.4.1 Agent is completing the application form If you are the agent completing the application form on behalf of the applicant, you will need to download and complete the Approved Agent form. Once completed, you are required to attach it to the application (in the Supporting Information section).

You only need to submit this form the first time you apply for a wildlife trade permit on behalf of an applicant, as it will be kept on file for future applications. This authorises you to apply on behalf of this applicant for this and future wildlife trade permit applications (unless advice has been received by the Department otherwise).

If this form is not included in the first application you submit on behalf of an applicant, we will contact you and the applicant during the assessment process to request this be completed and submitted. This may cause delays to the assessment of the application.

7.4.2 Agent is an individual If the agent is an individual:

1. Under the ‘Is your agent an organisation?’ question select No.

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Figure 15 – Agent is an individual

7.4.2.1 Use account detailsIf you are the agent and the permit needs to be sent to your address, use your personal account details:

1. Select the Use my personal details stored in My account checkbox.

2. The shipping agent’s details will be populated with the logged on user’s account details.

Figure 16 – Agent use personal account details

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7.4.2.2 Manual entryIf you are the applicant and do not wish to use the agent account details (you have nominated and agent but want to receive the permit instead of the agent):

3. Don’t ’ click the ‘Use my personal details stored in My account’ checkbox.


Figure 17 – Agent manual contact details entry

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7.4.3 Shipping agent is an organisationTo indicate the shipping agent is from an organisation:

1. Under the ‘Is your agent an organisation?’ question select Yes.

Figure 18 – Shipping agent is an organisation

7.4.3.1 Use a saved organisationTo use a saved organisation:


2. A drop down list displaying all the saved organisations for the logged on user will be displayed.

3. Select an organisation. If the organisation required is not in the list it can be added by clicking on the Add a new organisation to your account link.


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Figure 20 – Agent use a saved organisation

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7.4.3.2 Manual entryTo manually enter the organisation:



Figure 21 – Agent manual organisation entry

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Please note that if the agent is an organisation, an individual as a contact is required for the application, see 6.2.1 for how to include the contact’s information.

7.4.4 Shipping agent responsibilities If a shipping agent is nominated, the form will now have an option to set the responsibilities the shipping agent has in relation to the application. The Department will use this information to assess the need to directly contact the agent.

The options are:

All documentation, requests and payments

Final documentation (this includes the permit and any other documentation regarding the outcome of the application)

Requests for information (if insufficient information is provided with the permit application the Department will send a request for information).

Payment (The payment for this application and any additional payments will be issued to the Agent)

None of the above.

If “All documentation and requests” is selected, the payment of this application and all contact regarding the application will be made with the agent.

If some options are selected (but not all), the agent will be contacted regarding these situations. In all other situations, the applicant will be contacted directly.

If “None of the above” is selected, all contact regarding the application will be made with the applicant.

To indicate the agent’s responsibilities:

1. Check the relevant tick boxes.

Figure 22 – Shipping agent responsibilities

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7.5 Postal address selectionAs an application may have several addresses listed, the form has been designed to make identifying the correct postal address easier.

If a shipping agent has been nominated to receive the final documentation, the primary address of the agent will be used.

1. Select the appropriate address from the ‘Please select an address as the application postal address’ drop down

Figure 23 – Application postal address

This dropdown includes ‘Enter a new postal address’, which when selected allows you to enter a new address.

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8 Permit or Certificate TypeThe Permit or Certificate Type section of the application enables you to select the type of permit you wish to apply for.

Figure 24 – Permit or Certificate Type

8.1 Specify permit typeThe Department has streamlined the way information is collected to assist applicants and improve data quality. There are several new features in the permit type selection part of the application process.

The order of the permit type questions has changed. You will now first be asked in which direction specimen(s) are to be shipped and be asked to select the type of permit you require (the current application form combines these two questions). You will then be asked to provide the purpose and if a single use permit or a multiple consignment authority is required.

To select the type of permit you wish to apply for:

1. Under the ‘What would you like to do with your proposed shipment?’ question select the shipment direction (i.e. import, export or re-export) for your specimen.

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Figure 25 – Filtered permit types

2. Select the permit type.

The options available for selection in the next question will only display the allowed purposes depending on permit type selected in the previous question.

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Figure 26 – Filtered permit purposes

3. Select the permit purpose after ‘What is the purpose of your proposed shipment?’.

4. Select ‘Single Use Permit’ or ‘Multiple Consignment Authority’.

Please note, this question will only be displayed if the type of permit allows for either a single use permit or multiple consignment authority. If the type of permit selected is a single use permit or a multiple consignment authority this question will not be displayed.

Figure 27 – Permit type selections

5. If applying for an import CITES Multiple Consignment Authority, answer ‘Do you have an overseas multiple use authority?’

If yes, you will be required to provide the details of the multiple use export authority in the Overseas Import/Export Details section of the form.

Figure 28 – Multiple use export authority

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6. If applying for a Multiple Consignment Authority that requires lodgment of Import Notification Forms (INF) or Specimen Export Records (SER), enter the initial amount required in ‘How many Import Notification Forms do you require?’ or ‘How many Specimen Export Records do you require?’

Please note, further INF/SERs may be requested from the Department at a later date if required.

Figure 24 – Import Notification Forms

Figure 29 – Specimen Export Records

7. Select a permit validity period.

The permit validity periods allowed for the permit type will be displayed under the For how long do you want your permit? question. The validity period may be restricted to six (6) months or one (1) year depending on the type of permit selected and whether or not you have previously been issued a wildlife trade permit.

Figure 30 – Permit validity periods expanded

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8. If you want you permit to be issued MORE than 40 business days from when you lodge your application, enter a date in the ‘Permit not to be issued before’ field. If you would like your permit issued as soon as reasonably possible, leave this field blank

You are able to request your permit be issued at a date that is greater than the 40 business day statutory assessment timeframe. This feature can be used by any applicant but is intended for holders of multiple consignment authorities wanting to minimise potential overlap of validity periods between their current permit and the next permit they are applying for.

Figure 31 – Permit not to be issued before date

If you are using this field, please ensure the date you select allows enough time for postage. We suggest you select a date at least two weeks before the expiry of your current permit.

9 Overseas Import/Export DetailsThe Overseas Import/Export Details section allows entry of overseas importer/exporter and overseas permit details.

Single use permit applications MUST include overseas importer/export details (an organisation and/or a contact), however this is optional for multiple consignment authorities.

Figure 32 – Overseas importer/exporter details

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9.1 The overseas importer/exporter is an individual If the overseas importer/exporter is an individual:

1. Under the ‘Is the Importer/Exporter an organisation?’ (given on the form as ‘Do you want to add Importer/Exporter organisation details?’ for multiple consignment authorities) question select No.

Figure 33 – Overseas importer/exporter is an individual

9.1.1 Manual entry1. Don’t ’ click the ‘Use my personal details stored in My account’ checkbox.


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Figure 34 – Manual applicant entry

9.2 Overseas importer/exporter is an organisationTo indicate the overseas importer/exporter is an organisation:

1. Under the ‘Is the Importer/Exporter an organisation?’ (Phrased ‘Do you want to add Importer/Exporter organisation details?’ for multiple consignment authorities) question select Yes.

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Figure 35 – Apply as an organisation

9.2.1 Use a saved organisationTo use a saved organisation:


2. A drop down list displaying all the saved organisations for the logged on user will be displayed.

3. Select an organisation. If the organisation required is not in the list it can be added by clicking on the Add a new organisation to your account link.


Figure 36 – Use a saved organisation

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9.2.2 Manual entryTo manually enter the organisation:



+Figure 37 – Manual organisation entry

If the overseas importer/exporter is an organisation, a contact’s details can also be included on the form (but is not mandatory), see 6.3 for how to include the contact’s information.

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9.3 Enter overseas permit detailsIf applying for an import or re-export permit for CITES specimens you will be asked if overseas permits have been issued for the specimens to be shipped. Details of each overseas permit should be entered in this section. These details will be re-used when entering species details later in the form.

To enter an overseas permit:

1. Click the Add overseas export/re-export permit link.

Figure 38 – Add overseas permits

The Overseas Export/Re-export Permit sub-form will be displayed.

2. Enter the overseas permit number, date issued and the issuing country. All fields are mandatory.

3. Click Submit.

Figure 39 – Overseas permit sub-form

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The overseas permit details will be displayed in the Overseas export/re-export permits grid on the application and will be available for cross-referencing against species in the Specimen Details section of the application (refer section 9.2).

Multiple overseas permits may be entered by repeating steps 1-3 as many times as required.

Figure 40 – Overseas permit grid

9.4 Enter overseas multiple use export authority detailsAs mentioned in section 7.1 if you indicate that you hold a multiple use export authority issued by the overseas exporting country you will be required to provide the multiple use export authority details as part of the Overseas Import/Export Details.

To enter the multiple use export authority details:

1. Click the Add multiple use export authority link.

Figure 41 – Add multiple use export authority

The multiple use export authority sub-form will be displayed.

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Figure 42 – Overseas multiple use export authority sub-form

2. Enter the ‘Overseas multiple use export authority number’, ‘valid from’ and ‘valid to’ dates, and the issuing ‘country’. All fields are mandatory.

3. Click Submit.

The overseas multiple use export authority details will be displayed in the multiple use export authority grid on the application and will be available for cross-referencing against species in the Specimen Details section of the application.

Multiple overseas multiple use export authorities may be entered by repeating steps 1-3 as many times as required.

Figure 43 –Multiple use export authority grid

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10 Specimen DetailsThe Specimen Details section of the application enables you to select the specimen(s) proposed for shipment.

Figure 44 – Specimen Details

10.1 Enter specimen detailsTo enter the specimen details:

1. Select a ‘Product type’.

The new form asks you to select the product type relevant to the specimens you wish to ship (previously product types were entered by a permit officer during the assessment stage of an application).

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When you select a product type the Unit of Measure field will default to the preferred unit of measure.

The introduction of these changes will improve the quality of data for the Department and streamline the Department’s reporting requirements for CITES specimens.

If ‘Live’ is selected as the Product Code additional questions will be displayed.

Figure 45 – Specimen – Product Code = Live

2. Enter the ‘Product Description’.

3. Enter the quantity of specimens into the ‘Quantity’ field.

Only use whole numbers if applying for personal baggage permits.

4. If required, select a different Unit of Measure.

Please note, the unit of measure field defaults to the preferred unit for the selected product code. If the specimen cannot be measured using the preferred unit the unit can be changed.

5. Tag Number(s), container labels or serial numbers may be entered if applicable.

10.2 Enter species detailsEach specimen will need to have one or more species selected to appear on the permit.

The way specimens and their associated species are entered has changed significantly from the previous application form. The new form enables you to create one specimen and enter multiple species for that one specimen. This streamlines the process for the applicant as it prevents re-keying of specimen details and improves data quality for the Department.

To add one or more species to a specimen:

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1. Click the ‘Add species’ link.

Figure 46 – Add species

The Species sub-form will be displayed.

2. Click in the ‘Scientific Name’ to search for and select a species.

If the scientific name cannot be found, click the ‘I cannot find what I am looking for and will enter species scientific name and common name manually’ tick box, and manually enter the species and common names.

3. Select a ‘Source Code’ from the drop down.

4. If applying for a CITES permit, select the ‘CITES appendix’.

5. If applying for a CITES import or re-export permit, a list of the overseas permits, as mentioned in section 8.3 is displayed. Please ensure you select a relevant option if this field is mandatory.

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Figure 47 – Species sub-form

6. If the selected overseas export/re-export permit is an export permit, under the ‘Is this a re-export certificated’ question select No.

7. If the selected overseas export/re-export permit is a re-export permit, under the ‘Is this a re-export certificated’ question select Yes.

a. Complete the ‘Country of Origin Details’ section

8. Click ‘Submit’.

The species details will be displayed in the Species grid on the application.

Multiple species may be entered for a specimen by repeating steps 1-8 as many times as required.

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Figure 48 – Specimen with multiple species

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11 Supporting InformationThe Supporting Information section enables you to answer any supplementary questions regarding your permit application and upload the required supporting documentation.

The supplementary questions and required supporting documents will vary depending on the type of permit being applied for.

11.1 Supplementary questions The application form will display the supplementary questions required based on the answers already completed in the earlier sections of the form.

Please note, some permit types do not have any supplementary questions.

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Figure 49 – Supporting Information (Research)

The new form allows commercial Wildlife Trade clients to request Personal Baggage permits for specimens without needing to submit a separate permit application.

If the application is for a permit for the commercial import of CITES specimens (that does not have overseas multiple use export authorities) you will be asked if Personal Baggage permits are required to re-export the specimens. If yes, you will be charged for both the Commercial import permit and Personal Baggage permits upon submission of the CITES Commercial import permit application (you will be charged for the cost of your CITES Commercial import permit application, and for a Personal Baggage permits for each specimen).

Please ensure you have included only specimens that have a whole number in the quantity.

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Figure 50 – PBP required for CITES Commercial Import

11.2 Supporting documentationThe application form will display a list of required documentation based on the answers already completed in the earlier sections of your application.

This list is displayed by clicking on the ‘Please click to view required supporting documents to your application’ link that appears below any supplementary questions.

To upload a document:

1. Expand the supporting document list by clicking on the ‘Please click to view required supporting documents to your application’ hyperlink (optional, but recommended)

2. Select the most relevant documentation type from the drop down list. These options correspond to the headings used in the supporting documentation list.

3. Click the ‘Browse’ button (or equivalent, depending on internet browser software) for the document to be uploaded.

A directory browser will be displayed.

Figure 51 – Directory browser

4. Locate and select the document to be uploaded.

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5. Click ‘Open’.

The document file path and name will be displayed in the document upload field.

6. Click ‘Upload’.

Figure 52 – Selected document to upload

The document will be displayed in a table beneath the document upload field.

Figure 53 – Uploaded document table

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12 Submit ApplicationThe Submit Application section shows the calculated fee of the application, allows you to declare any offences and declare that all information included in the form is true and correct.

Figure 54 – Submit Application

12.1 Submitting an application:1. If your application has an associated fee, please select your preferred payment method.

‘Pay now with this submission process’ will take you to the credit card payment screen after you complete the form and click submit.

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‘Pay later with an invoice sent by email’ will send you an invoice via email to pay. Please be aware that if you select this option the processing time frame will not begin until the payment has been received by the Department.

Please note, any payments made via credit or debit card through online services will incur a surcharge.

2. Answer the offences question(s).

3. Select the declaration checkbox.

4. Click ‘Submit’.

If any required information is missing from the permit application an error summary will be displayed advising in which sections the information is required.

Figure 55 – Submission error summary

12.2 Paying with submission If you selected ‘Pay now with this submission process’ after you click the ‘Submit’ button you will be taken to the payment page.

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Figure 56 – Make a payment screen

This page will display your application reference number, plus have the invoice number and invoice amount pre-filed.

To pay the application fee:

1. Fill in the ‘Credit Card Name’, ‘Credit Card Number’, ‘Expiry’ and ‘CVV’ fields

2. Click the ‘Calculate Surcharge’ button

3. The surcharge details will then be displayed, including the total amount (application fee plus the surcharge).

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Figure 57 –Surcharge calculation

The surcharge percent will change depending on the type of card entered.

4. Click ‘Make Payment’ to use the card details you entered above to make the payment. The total amount is what you will charged.

5. If you need to change the card details, click the ‘Back’ button, to go back and enter different card details.

You will receive an application confirmation email, an email with the invoice attached for records, and a payment receipt email.

If paying with submission fails for any reason, you will be notified on the screen and the invoice will be emailed to you as soon as possible. Ensure you pay your invoice as soon as reasonably possible, as the processing time frame will not begin until the payment has been received by the Department.

12.3 Pay later with an invoiceIf you selected ‘Pay later with an invoice sent by email’ after you click the ‘Submit’ button you will be taken to the submission confirmation page.

Figure 58 –Submission confirmation screen

You will receive an application confirmation email, an email with the invoice attached. To pay for the application use one of the payment methods listed on the invoice.

Ensure you pay your invoice as soon as reasonably possible, as the processing time frame will not begin until the payment has been received by the Department.

End of Document

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