Advance Passenger Processing (APP) Departures Manual July 2015

Advance Passenger Processing (APP) Departures Manual July 2015 APP Manual Departures July 2015 1

Disclaimer Please note this information is correct at time of printing. For up to date information see www.border.gov.au Feedback/suggestions regarding this manual can be sent to Email: APPwebsite@border.gov.au Commonwealth of Australia 2015 All material with the exception of images and third party content presented in this publication is provided under a Creative Commons Attribution 3.0 Australia licence (http://creativecommons.org/licenses/by/3.0/au/deed.en). For the avoidance of doubt, this means this licence only applies to material as set out in this document. The details of the relevant licence conditions are available on the Creative Commons website (accessible using the links provided) as is the full legal code for the CC BY 3.0 AU licence (http://creativecommons.org/licenses/by/3.0/legalcode). Use of the Coat of Arms The terms under which the Coat of Arms can be used are detailed on the It s an Honour website (http://www.itsanhonour.gov.au/coat-arms/index.cfm). Contact us Enquiries regarding the licence and any use of this document are welcome at: Communication and Media Branch Department of Immigration and Border Protection PO Box 25 BELCONNEN ACT 2616 Telephone: (02) 6264 2233 Email: comms@border.gov.au ISBN 978-1-920996-43-7 APP Manual Departures July 2015 2

Table of Contents 1 INTRODUCTION... 4 1.1 Entry Operations Centre... 4 2 TRAVELLER PROCESSING DEPARTURE CONTROL SYSTEM (DCS)... 5 2.1 Passport holders... 5 2.2 Document for Travel to Australia (DFTTA) not accepted... 6 2.3 ImmiCard not accepted... 6 2.4 Military personnel and their dependants... 6 2.5 Holders of a Certificate of Identity or Convention Travel Document... 7 2.6 Family passports... 8 2.7 Passengers without travel documents... 9 2.8 Authority to Return and Return Endorsement... 9 2.9 Expired passport with current visa & new passport... 10 2.10 Transit passengers... 11 2.11 Airline Crew... 11 2.12 APP not required for domestic travellers... 12 3 TREATMENT OF UNKNOWN TRAVEL DOCUMENT... 13 3.1 Foreign passport (other than New Zealand)... 13 3.2 Australian passport... 13 3.3 New Zealand passport... 13 4 TREATMENT OF DUAL NATIONALS... 14 5 APP SYSTEM RESPONSES... 15 5.1 OK to Board (8501)... 15 5.2 Do Not Board (8502)... 15 5.3 Contact EOC (8510)... 15 5.4 Override Accepted (8517)... 16 5.5 Override Not Authorised (6092)... 16 5.6 Cancelled (8505)... 16 5.7 No Record (8506)... 16 5.8 Repeated OK to Board (8508)... 16 5.9 Insufficient data (8516)... 16 5.10 Duplicate names (8507)... 17 6 APP SYSTEM OVERRIDES... 18 6.1 Outward APP overrides summary... 18 6.2 A Override... 18 6.3 G Override... 19 7 CANCELLING AN APP TRANSACTION... 20 7.1 APP Integrated System... 20 7.2 APP Successful cancellation... 20 7.3 APP Unsuccessful cancellation... 20 8 SYSTEMS DOWN PROCEDURES... 21 8.1 Confirm the problem... 21 8.2 Notifying the EOC... 21 8.3 Systems down processing... 21 APP Manual Departures July 2015 3

1 INTRODUCTION All passengers and crew (travellers) must be processed through Advance Passenger Processing (APP). This manual provides an overview of how to process different types of travellers when they are departing from Australia. As the layout of airline screens and commands used to capture APP information may vary from airline to airline these instructions should only be used as a guide. 1.1 Entry Operations Centre For boarding enquires contact the Entry Operations Centre (EOC): Canberra, Australia (24/7 operation) Phone +61 1300 368 126 or (02) 6264 1301 Email Sitatex EOC@border.gov.au CBRIXCR APP Manual Departures July 2015 4

2 TRAVELLER PROCESSING DEPARTURE CONTROL SYSTEM (DCS) The following generic processing requirements for travellers give an overview of how each traveller type is processed. It applies to travellers processed through airline DCS systems but is also applicable to processing travellers through the Australian Carrier Portal. The full and correct traveller details must be entered as they appear in the person s travel document. Failure to do so could result in difficulties in generating a successful APP transaction or increase immigration processing time for the traveller upon departing Australia. 2.1 Passport holders 2.1.1 Check-in data entry All passport holders should initially be processed for APP using minimum data. To process passport holders enter: Passport number Nationality code (ICAO) as stated in the passport or travel document Family name first four letters only or full family name Travel document type (P) Transit field information o o for the passenger departing Australia it is set to N for the passenger transiting Australia it is set to Y 2.1.2 APP response Where the traveller s passport matches to a current Australian or New Zealand passport or Australian visa record in the Department of Immigration and Border Protection s (DIBP) system, the check-in agent should receive an 8501 <OK TO BOARD> response in most cases. Where the traveller s passport does not match a current Australian or new Zealand passport or Australian visa record, the check-in agent should receive, an 8502 <DO NOT BOARD> or an 8510 <CONTACT EOC> response, depending on the nationality of the traveller. For example, when there is either of the following: Old/new passport Data mismatch Multiple records See section 2.6 Family passports for details on processing more than one person on a passport. See section 3 Treatment of Unknown Travel Document. See section 5 APP System Responses for details on other APP system responses. APP Manual Departures July 2015 5

2.2 Document for Travel to Australia (DFTTA) not accepted A DFTTA is designed for a single arrival journey to Australia and cannot be used to depart Australia. If a DFTTA is presented for outward APP processing, the check-in agent should request the traveller produce a valid travel document to action outward APP. See instructions at section 2.5. 2.3 ImmiCard not accepted The ImmiCard is designed for single entry only to Australia and cannot be used to depart Australia. If an ImmiCard is presented for outward APP processing, the check-in agent should request traveller to produce a valid travel document to action outward APP. See instructions at section 2.5. 2.4 Military personnel and their dependants Military personnel travelling with a passport are processed using their passport. See instructions at section 2.1 Passport holders. Certain military personnel travelling on duty without a passport will only present their military identification and movement orders. A list of approved armed forces is included in the TIM/TIMATIC manual. On departure these travellers should be processed through APP by their full details, with Other Travel Document (O) in the document type field. Some departure control systems use an alternate naming convention for Other Travel Document. Please consult your system manual if (O) is not accepted. 2.4.1 Check-in for military personnel To process military personnel on movement orders, enter the following: Military Document Nationality code (ICAO) Full family name Given names Date of birth Sex Travel document type (O) Transit field information o o for the passenger departing Australia it is set to N for the passenger transiting Australia it is set to Y APP Manual Departures July 2015 6

2.4.2 Check-in for dependants of military personnel Some military personnel travel with dependent family members who must present a valid passport or travel document and be listed in the movement orders. Family members should be processed by their full details (see below), with P in the document type field. To process military personnel dependents travelling on a passport, enter the following: Passport number Nationality code (ICAO) as stated in the passport or travel document Full family name Given names Date of birth Sex Travel document type (P) Transit field information o o for the passenger departing Australia it is set to N for the passenger transiting Australia it is set to Y 2.4.3 APP response When the traveller has a valid Australian or New Zealand passport, or an Australian visa, an 8501 <OK TO BOARD> response is received. When the traveller does not have a valid visa, an 8510 <CONTACT EOC> response is received. If an 8510 <CONTACT EOC> is received, the check-in agent should check that the details have been entered correctly and if necessary enter the correct details. If the details entered are correct the check-in agent should contact the EOC for assistance. See section 6 APP System Overrides for further information. 2.5 Holders of a Certificate of Identity or Convention Travel Document Australia may issue a Certificate of Identity or Convention Travel Document to people who are unable to obtain a passport from their country of nationality. Their nationality is indicated in the travel document. Their nationality is never Australian, only the issuing authority is Australia. These travellers are not Australian citizens. These travellers should be processed in APP using their full details with document type (P). APP Manual Departures July 2015 7

2.5.1 Check-in for holders of a Certificate of Identity or Convention Travel Document To process travellers with full details, enter the following: Travel document number Nationality code (ICAO) as stated in travel document Full family name Given names Date of birth Sex 2.5.2 APP response Where the traveller has a valid visa, the check-in agent receives an 8501 <OK TO BOARD> response. If the details entered do not match a current visa record, an 8502 <DO NOT BOARD> response is received. 2.6 Family passports Some countries still issue family passports. A family passport includes the primary holder (mother or father) and children. Travellers presenting a family passport, even if they are travelling without the children, should be processed through APP using their full details. If all family members are travelling, the check-in agent should submit an APP check for each person, using their full details. The check-in agent should be aware that secondary adults or children on a family passport cannot travel without the primary holder. 2.6.1 Check-in for family passport holders To process each traveller with full details, enter the following: Passport number Nationality (ICAO) as stated in passport or travel document Full family name Given names Date of birth Sex Travel document type (P) Transit field information o for the passenger departing Australia it is set to N o for the passenger transiting Australia it is set to Y APP Manual Departures July 2015 8

2.6.2 APP response The APP system gives an 8501 <OK TO BOARD> response in most cases where the traveller has a valid visa. The APP system gives an 8516 <INSUFFICIENT DATA> response if only minimum data is entered and there are multiple persons on the same document. The APP system gives an 8510 <CONTACT EOC> response if a traveller cannot be found for the passport. 2.7 Passengers without travel documents In some situations a passenger may need to travel without a valid travel document, for example, if the passport is lost or stolen. Some passengers without travel documents are entitled to depart Australia to return to their home country provided airline staff received uplift approval to the flight s country of destination. 2.7.1 Check-in for passengers without travel documents These passengers need to be processed through APP using full details and with Document type N. Some departure control systems use an alternate naming convention for No Travel Document. Please consult your system manual if (N) is not accepted. To process an undocumented traveller enter the following: Full family name Given names Date of birth Sex Document Type (N) 2.7.2 APP response The APP system gives an 8502 <DO NOT BOARD> response where no travel document is entered. The airline override should be entered. Once the A override has been entered the APP system gives an 8517 <OVERRIDE ACCEPTED> response. Instructions for an airline override are found at section APP System Overrides. Note the airline is responsible for establishing that the destination country has granted uplift approval. 2.8 Authority to Return and Return Endorsement The traveller may present at check-in with two passports a valid passport and an expired passport containing an Authority to Return Stamp or Return Endorsement. The traveller must be processed on their new passport. APP Manual Departures July 2015 9

2.8.1 Check-in for passengers with an Authority to Return Stamp or a Return Endorsement The check-in agent should submit the outward APP processing using the passport number for the new passport. 2.8.2 APP response If the details entered do match a current visa record, an 8501 <OK TO BOARD> response is received. If the details entered do not match a current visa record, an 8510 <CONTACT EOC> response is received. The check-in agent should contact the EOC so that the new passport can be added to the person s records. Once the EOC has added the new passport to the system, the check-in agent can re-enter the traveller data. If the details entered match a current visa record, an 8501 <OK TO BOARD> response is received. If the traveller still cannot be processed the EOC should be contacted again and a G override may be required. See section 6 APP System Overrides. 2.9 Expired passport with current visa & new passport The traveller may present at check-in with two passports a valid passport and an expired passport linked to a valid visa. The traveller must be processed on their new passport. Note: Australian visas are recorded electronically. Visa holders do not need a visa label in their passport to travel to, enter, stay or depart Australia. 2.9.1 Check-in for passengers with two passports The check-in agent should submit the APP check using the passport number for the new passport. 2.9.2 APP response If the details entered match a current visa record, an 8501 <OK TO BOARD> response is received. If the details entered do not match a current visa record an 8510 <CONTACT EOC> response is returned. The check-in agent should contact the EOC so that the new passport can be added to the person s records. Once the EOC has added the new passport to the system, the check-in agent can re-enter the traveller data. If the details entered match a current visa record, an 8501 <OK TO BOARD> response is returned. If the traveller still cannot be processed the EOC should be contacted again and a G override may be required. See section 6 APP System Overrides. APP Manual Departures July 2015 10

2.10 Transit passengers 2.10.1 Check-in prior to the Immigration and Customs primary line Travellers presenting for departure check-in must be processed as a departure if they have not yet been processed by Australian Border Force. The Transit / Movement Indicator is set to N for a Normal Movement. 2.10.2 Check-in from transit lounge Travellers arriving in an Australian transit lounge and checking in on another flight to leave Australia within the Australian airport transit lounge are not entering Australia. These travellers can be checked in as a departing APP transit. The Transit / Movement Indicator is set to a Y for Transit. 2.11 Airline Crew Some airline Departure Control Systems (DCS) are configured to process crew. This section covers processing crew through an airline DCS system. For processing crew via the Internet, refer to the Australian Carrier Portal Manual available through your airline Carrier Portal Account. All airline crew, both operational and positioning, must be processed using APP. Airline crew must present a valid passport and an airline identity document. Positioning air crew must also have a letter from their employer confirming their status. All crew, with the exception of Australian and New Zealand passport holders, must have a Crew Travel Authority (CTA) in order to process them using APP. A CTA registration can be completed online via the Australian Carrier Portal. Airlines will have registered users who can access the APP website. Registration of crew is usually completed by the airline personnel or crewing areas. 2.11.1 Check-in for crew To APP process aircrew via the airline DCS enter: Passport number Nationality code (ICAO) as stated in the passport or travel document Family name first four letters only or full family name Travel document type (P) PAX Crew Flag must be set to C for operational crew PAX Crew Flag must be set to X for positioning crew APP Manual Departures July 2015 11

2.11.2 APP response If the crew member holds a CTA or has a New Zealand or Australian passport known to the APP system, an 8501 <OK TO BOARD> response is returned. If the crew is an Australian or New Zealand passport holder not known to the APP System, then an 8502 <DO NOT BOARD> message is returned. In these cases an A override can be used. See section 6 APP System Overrides. If the crew member who is required to hold a CTA or visa does not hold a CTA (or other visa) the APP system will give an 8510 <CONTACT EOC> response. The check-in agent should contact the airline personnel or crewing areas and ensure the crew member is registered for a CTA and then retry the check-in process. See Section 3 Treatment of Unknown Passport for further information. The alternative is to contact EOC and request authorisation to use the G override. See section 6 APP System Overrides. 2.12 APP not required for domestic travellers Domestic travellers who are travelling between Australian international airports on the domestic leg of an international flight do not need to be reported through outward APP as they are not departing Australia, they are domestic travellers. APP Manual Departures July 2015 12

3 TREATMENT OF UNKNOWN TRAVEL DOCUMENT There are situations where the traveller being checked-in to depart Australia has obtained a new passport while in Australia, but DIBP does not have their passport details. 3.1 Foreign passport (other than New Zealand) If the details entered match a current visa record, an 8501 <OK TO BOARD> response is received. If the details entered do not match a current visa record an 8510 <CONTACT EOC> response is returned. The check-in agent should contact the EOC so that the new passport can be added to the person s records. Once the EOC has added the new passport to the system, the check-in agent can re-enter the traveller data. If the details entered match a current visa record, an 8501 <OK TO BOARD> response is returned. If the traveller still cannot be processed the EOC should be contacted again and a G override may be required. See section 6 APP System Overrides. An A override cannot be used for passports that are not Australian or New Zealand for departures APP processing. 3.2 Australian passport DIBP does not have a record of the new passport. The traveller gets an 8502 <Do Not Board> and an A Override is required. 3.3 New Zealand passport DIBP does not have a record of the new passport. The traveller gets an 8502 <Do Not Board> and an A Override is required. See also section 6 APP System Overrides. APP Manual Departures July 2015 13

4 TREATMENT OF DUAL NATIONALS There are situations where the traveller being checked-in to depart Australia holds another passport of another nationality and is required to use that passport to enter their destination country. For example the United States of America (USA) requires all its citizens travelling to the USA to check-in with their USA travel document, even if they hold another citizenship and passport. When the travel document is not known to DIBP an 8510 <CONTACT EOC> message is returned. EOC will update the traveller s record and advise the airline agent to attempt APP again after a short period of time. If EOC cannot add this passport to DIBP records then the EOC will authorise the use of a G override. For example: a) The traveller is an Australian passport holder who holds a USA passport and intends to enter the USA using their US Passport b) The traveller is a non- Australian passport holder who holds another passport (not known to Australia) and intends to enter the destination country using that passport. APP Manual Departures July 2015 14

5 APP SYSTEM RESPONSES Following is a list of responses that a check-in agent could receive when processing travellers using the APP System. 5.1 OK to Board (8501) This response indicates that the data has been sent to Australian border agencies and the traveller may board the aircraft. The check-in agent usually receives an 8501 <OK TO BOARD> response, although some airline systems may use different phrasing. If the check-in agent does not receive an 8501 <OK TO BOARD> response, they must ensure they have entered the correct data. 5.2 Do Not Board (8502) 5.2.1 Reasons for Do Not Board The check-in agent may receive an 8502 - <DO NOT BOARD> when no matching record or valid visa can be found for the traveller. Other reasons for this response include, but are not limited to: The details have not been entered correctly (correct and re-submit) The traveller is holding a new Australian or New Zealand passport not known to the system but can be accepted with an A override The traveller does not have a travel document at all, then enter data and use an A override. See section 6 APP System Overrides for further information. 5.2.2 Full data required for override If only the minimum data has been supplied for an APP transaction, full data must now be entered or another 8502 <DO NOT BOARD> response is received. For further information see section 6 APP System Overrides. 5.3 Contact EOC (8510) If this response is received, the check-in agent must contact the EOC for APP advice. For example, the foreign travel document is not known to the APP System. The travel document can be added by the EOC EOC can authorise a G override For further information see section 6 APP System Overrides. For contact details see section 1.1 Entry Operations Centre. APP Manual Departures July 2015 15

5.4 Override Accepted (8517) This response is generated after the check-in agent has entered an override into the system. The check-in agent can board a traveller following receipt of this response. 5.5 Override Not Authorised (6092) This error message is generated when the check-in agent has entered a G override but a matching authorisation cannot be found. If this error message is received the check-in agent should contact the EOC for authorisation to use the G override. See section 6 APP System Overrides for more detailed information. 5.6 Cancelled (8505) The APP cancellation was successful. 5.7 No Record (8506) The APP cancellation failed because a matching APP record could not be found to cancel. 5.8 Repeated OK to Board (8508) When check-in is being performed for a group of travellers, a check-in agent could mistakenly capture details from the same passport for more than one traveller, perhaps by swiping the same passport twice using a passport reader. This results in a duplicate APP transaction for one traveller and no APP transaction for another. This response, like the 8501 <OK TO BOARD> response, indicates that data has been sent to Australian border agencies and traveller may board the aircraft. The response code is simply a warning message to the check-in agent that APP has already been submitted using these passport details. 5.9 Insufficient data (8516) If the check-in agent receives an 8516 <INSUFFICIENT DATA> error message, depending on the system they are using, they need to resubmit the request with the traveller s full details, as shown on the travel document. Full details include: Passport or travel document number Nationality code (ICAO) as stated in passport or travel document Full family name Given names Date of birth Sex APP Manual Departures July 2015 16

5.10 Duplicate names (8507) This response is received because the system has found more than one record which matches the minimum data entered. The check-in agent must resubmit the APP transaction with the traveller s full details. Full details include: Passport or travel document number Nationality code (ICAO) as stated in passport or travel document Full family name Given names Date of birth Sex APP Manual Departures July 2015 17

6 APP SYSTEM OVERRIDES In specific circumstances, airlines can override an APP message of 8502 <DO NOT BOARD>. Overrides are used by Australian immigration authorities to update details of travellers departing Australia using APP to facilitate travel. There are two override codes, Code A and Code G. A summary of cases and applicable override is given below. 6.1 Outward APP overrides summary Table 1 Outward APP overrides summary Traveller Passport Nationality Override Code Passport Unknown Australian A Passport Unknown New Zealand A Passport Unknown Other G Undocumented Any A Military Personnel Approved G Permanent Resident Norfolk Island Any (in passport) G Resident of Australia holding: Authority to Return or Return Endorsement in expired passport, BUT also holds valid passport 6.2 A Override Any G Code A should be used when an airline makes a decision to override the APP message in specific circumstances. These cases are: New Zealand passport current not expired (not on the system) Australian passport current not expired (not on the system) Undocumented traveller 6.2.1 APP response The check-in agent receives an 8517 <OVERRIDE ACCEPTED> response once an A override has been accepted. This means the override has been successful and the APP information has been received by DIBP. Do not undertake another APP check once the 8517 <OVERRIDE ACCEPTED> response is received. The traveller may now board the plane. APP Manual Departures July 2015 18

6.3 G Override Code G must ONLY be used when the EOC has given authority to override an APP response and has recorded an authorisation in the system. The EOC will provide a G override code to be entered into the APP system. 6.3.1 Check-in agent When an 8510 <CONTACT EOC> message is received, contact EOC for authorisation. When the EOC has given authority to use the G override, then enter the G override code. 6.3.2 APP response The APP system checks for a matching authorisation. When an authorisation is found, the check-in agent receives an 8517 <OVERRIDE ACCEPTED> response and the traveller may now board the plane. When a matching authorisation is not found, the check-in agent receives a 6092 <OVERRIDE NOT AUTHORISED> error message. The check-in agent should contact the EOC to authorise the G override. If the EOC has authorised the G override, then the check-in agent should check that the APP data has been entered correctly and contact the EOC again if still receiving an error message. APP Manual Departures July 2015 19

7 CANCELLING AN APP TRANSACTION APP transactions may be cancelled in situations where a transaction was completed with incorrect data, or where a transaction was completed for a passenger or crew member who subsequently does not board the flight. 7.1 APP Integrated System Follow airline s network procedures. To ensure the cancellation is successful, the check-in agent must enter the same data that was entered for the original APP transaction. 7.2 APP Successful cancellation The response received is 8505 <CANCELLED>. 7.3 APP Unsuccessful cancellation The check-in agent may also receive an 8506 <NO RECORD> response, which indicates that a previous APP transaction was not cancelled because no existing record could be found. If this message is received the check-in agent should check the data entered was identical to the original APP transaction. If the data was not identical the cancellation should be re-entered with the correct data as the cancellation was never performed correctly. If the data was identical the cancellation has already been processed and now there is no record to cancel. APP Manual Departures July 2015 20

8 SYSTEMS DOWN PROCEDURES The following actions are to be taken if the APP system or airline systems become unavailable. 8.1 Confirm the problem Contact the airline internal help desk to identify if the problem is internal or a SITA problem. If the problem is with the local SITA network, the airline help desk should work with SITA to resolve the problem. To contact the SITA Service Desk from Australia: Dial 1800 300 043 When your call is answered press 1 for airline services. When a PIN is requested enter the PIN for Australia 510. Alternately, email: ssd.amm.gsl@sita.aero. 8.2 Notifying the EOC If the airline systems are not available and normal processing cannot continue, airlines need to advise the EOC by SITATEX, email, or by telephone with the following: Flight number Departure port Estimated time and date of departure Follow system down procedures outlined below. The contact details for the EOC are found at section 1.1 Entry Operations Centre. 8.3 Systems down processing Check that the passport or travel document belongs to the passenger or crew and that the document is valid (face-to-passport check). Check there are no obvious signs of the travel document being fraudulently altered. This includes photo substitution, changed data, pages missing, or any tampering. If the check-in staff has any doubts about the document or the traveller contact the EOC. End of document APP Manual Departures July 2015 21