VECS Agent FAQs

Not yet. Marking RSP services in VECS is only a notification to CBP. You will still need to make a formal request via the RSP portal.

Contact CBP at the original port and have them reject the Arrival Report. The original Vessel Agent will then need to delete the rejected Arrival Report. Once deleted, the new Vessel Agent will have access to file an Arrival Report of the new port.

We are aware of some formatting issues while using a mobile device. A workaround that has worked for other users is to open a Private Viewing Browser (or incognito mode). You may also try setting your mobile browser to Desktop Mode and turning the device to landscape or try using different browsers (Chrome, Edge, Mozilla, Safari, etc.).

There are no videos currently available for officers, however, ship agent/master instruction videos are available of most lessons, with more being added soon on the CBP VECS website

Our development team is investigating if draft can be pre-populated from another data source, or from previous filings as the drafts remain consistent if they are fully loaded.  For now, the draft will need to be provided in feet and inches, just like on the CBP form 1300.

The ACE Portal account application and approval process are for a Top Account (although you will select Vessel Agency when you apply). To apply for an ACE Portal account, visit the Applying for an ACE Portal Account website. Once the Top Account is granted, the Account Owner then needs to self-create the Vessel Agency account and all individual User Accounts. Then the Account Owner needs to add those User Accounts to the Vessel Agency account, so they have access.

Please go to CBP.gov/trade/automated/vecs under the account section find the ACE Training and Reference Guides and ensure your Account Owner has followed the steps for creating the Vessel Agency account, User Accounts, and granting access to the Vessel Agency account for those Users. and ensure your Account Owner has followed the steps for creating the Vessel Agency account, User Accounts, and granting access to the Vessel Agency account for those Users.

• First, an ACE Top Account must be set up.
• The Account Owner must self-create the Vessel Agency account and the User Account.
• The Account Owner needs to associate that User Account to the Vessel Agency account.
  • Follow the Quick Reference Guide: Vessel Agency Account Type for steps 2-3.
• Log in to your User Account and “link your legacy account” (even though you didn’t have an account before). This is part of the setup as CBP transitions from the legacy ACE Portal to the modernized ACE Portal. You will use the login ID and password that was emailed to you (not the one you created).
• From there, follow the steps to Launch VECS.

ACE is transitioning from the legacy ACE Portal to the modernized ACE Portal. Although you may have never had a legacy ACE Portal account and may not need a legacy account going forward, the two systems need to operate simultaneously during the transition. When your Account Owner creates your User Account, you will be sent an automated email from ACE with an auto-generated user ID and password to "Link your Legacy Account".

Ensure you are using ace.cbp.gov. Make sure there is nothing extra before or after the web address and that you are not selecting an option from your search history. You may also try using your browser in incognito or safe browsing mode. If you are still having issues, contact ACE SUPPORT.

For password issues, please contact ACE Support.

Launch VECS is in ACE vessel agency accounts.

1. From the ACE Portal homepage, select Vessel Agency under the Accounts dropdown.
2. Click on the vessel agency name.
3. Click the "Launch VECS" button on the right side of the page.

Go to the USPS Look Up a Zip Code website and search the location by Address, City and State, or by Zip code to verify how the address is registered with USPS. Once confirmed, use the address as formatted with USPS.

This is typically caused by a bad eNOAD submission inadvertently linking a pervious segment to the new segment. The vessel must resubmit their eNOAD for the previous port to correct that segment. Then, the vessel must submit a new Initial eNOAD for the current trip segment. Vessels often re-use a previous eNOAD submission and edit the critical fields for their next segment, instead of filing a new initial eNOAD.

Each initial eNOAD is assigned a NOTICE ID# generated by USCG.  

Update/Delete/Cancel requests should be sent with the NOTICE ID for the segment being updated.

This is typically caused by a bad eNOAD submission inadvertently linking a new segment to the previous segment. The vessel must resubmit their eNOAD for the previous port to correct that segment. Then, the vessel must submit a new Initial eNOAD for the current trip segment. Vessels often re-use a previous eNOAD submission and edit the critical fields for their next segment, instead of filing a new initial eNOAD.

Each initial eNOAD will be assigned a NOTICE ID# generated by USCG.  Do NOT submit an initial eNOAD with a NOTICE ID#.

Update/Delete/Cancel requests should be sent with the NOTICE ID# for the segment being updated.

The search requires the port, name/IMO, and a date range. The voyage number should not be used unless the vessel may have several voyages within the date range searched for that port.

Since barges do not file eNOADs, they are unable to be processed in VECS at this time, but CBP has this as a top priority. Until barges are implemented, paper 1300s will have to be filed.

Currently, we require it every time because we want the agent to make the conscious and affirmative decision to obligate that bond. We don’t want the incorrect bond to be inadvertently obligated because of a bad pre-fill.​

See 19 CFR 4.8 and 4.30 for the various requirements. Generally, you must satisfy to the local port that appropriate and sufficient security is in place to prevent illicit activity, pilferage and prevent a loss of revenue to the U.S. from happening so that the vessel is trusted to begin operations upon arrival before, or without, CBP supervision.

Only a pilot navigating the vessel, another federal government agency, or vessel agent(s) whose purpose is to facilitate CBP formalities may board prior to CBP without permission.  Refer to 19 CFR 4.1(b)(1). If the vessel agent intends to board prior to CBP for purposes other than preparing for CBP formalities, or contrary to CBP’s direction, it could be considered a violation for boarding without authorization.

Anybody boarding the vessel prior to formal entry, or at any time while the vessel is under CBP supervision, other than those listed in 19 CFR 4.1(b)(1) are required to request permission. This can include, but is not limited to on-signing crew, surveyors, service technicians, shore power technicians, and NCB personnel, or even stevedores. Name, date of birth and an identification document are the basic pieces of information needed by CBP to assess the risk of the request.

In accordance with 19 CFR § 4.8, if preliminary entry is granted, then only the personnel necessary to cargo/passenger operations (e.g. stevedores) are permitted to board without seeking advance permission. However, any person boarding a vessel subject to CBP supervision can be required to justify their reason for being there and to present identification at any time.

If you would like to request preliminary entry, then you need to check that box making the request clear. The decision to approve/reject the request is reserved for the CBP port, based on the relevant risk factors and requirements for that vessel on that arrival. Reach out to the port in question for local port policy.

19 CFR § 4.14 requires that vessels must declare if foreign repairs or purchases were made, or not, and to detail those repairs or purchases when applicable. Upon reporting repairs/purchases, VECS will automatically email the Vessel Repair Unit (VRU) to notify them of the Declaration. The Entry copy of the CBP form 226 still needs to be sent to the VRU under current practices. We are working on automating the vessel repair entry and ad valorem duty payment processing.

Either one is acceptable.

Just like in the traditional paper process, the Ship’s Stores and Crew’s Effects aren’t required until Entrance is filed, which is within 48 hours from arrival. If you requested and were approved preliminary entry to start cargo operations, there is no rush to get the Ship’s Stores and Crew’s filled out.

Information can be manually entered into each field, if needed. If the vessel is still struggling with the Ship’s Stores and Crew’s Effects, please contact OFO-ManifestBranch@cbp.dhs.gov AND the local port for additional guidance.

When using a link/QR code from the Quick Reference Card (QRC) prompts should not include tonnage fields if this isn’t a tonnage cert. Verify the appropriate shortcut was selected. If the link still creates a tonnage field, the QRC may be outdated. Contact OFO-ManifestBranch@cbp.dhs.gov for an updated QRC PDF.

DIS will send a successful receipt and not necessarily transfer the document into the system for CBP. Some common fixes are to:

• Use the link in the Quick Reference Card (QRC) document to generate the email template.
• Make sure to remove all spaces “ “ from any of the data elements. DIS will attempt to read the space as a null value and return no results.
• If the email has images in the signature block, remove the signature and resubmit an email with the just the DIS data.

If a document is taking a while to upload, it could be due to a slowdown/backlog of processing in DIS. Please don't’ resubmit or it will only add to the backlog. If the delay is longer than 1 hour, please contact OFO-ManifestBranch@cbp.dhs.gov.

In instances of a short turn around, or if the delay is significant to delay the vessel’s departure, please ask the CBP port if you can email a copy of what was submitted to DIS for a direct review. This would require that you forward the email submitted to DIS to CBP so they can verify the PDF document.

DIS is controlled by another technical team so it is not easy to make changes. The VECS development team is working with DIS to allow agents to drag/drop them directly into VECS instead of having to send emails. This development is ongoing. You will be notified when the functionality is available for use.

VECS removes the need for traveling manifests. If a vessel makes entrance at any port active in the VECS pilot program, there is no requirement for a traveling manifest.

Export cargo declaration regulation oversight is managed by a different CBP Headquarters office who is in the process of modernizing the filings through new Electronic Export Manifest (EEM) regulations. VECS will eventually integrate and communicate with export cargo declaration information, but at the current time, please continue to submit your cargo declarations as you have been. If interested in participating in the EEM pilot, please go to Electronic Export Manifest Pilot.

If an eNOA is not filed within the search range, the system will look for an eNOD, but for US flagged vessels only.