Approving export permits in NEXDOC

To approve export requests (REXs) under the Export Control Act and associated Rules, you must register as an automated export permit issuer (AEPI) with the department. You also need to register as a Client Group Member for the company you are approving export requests for, see How to register and access NEXDOC.

This applies to exporters of:

• dairy
• eggs
• fish

Approving an export request will generate an export permit within NEXDOC. Export permits are required for any products prescribed under legislation that are exported from Australia.

If you do not wish to register as an AEPI your REX will be reviewed by the department.

Apply to approve permits in NEXDOC

To be eligible for approval as an AEPI you must be registered as an Exporter or a Client Group in NEXDOC.

To become an AEPI you must apply through the Online Services portal and attach an eligibility checklist (an example checklist is provided within the application).

As part of the approval and ongoing verification of your application, the department will review the submitted supporting procedures and documents to ensure accuracy and ongoing compliance.

Once your application has been assessed you will be notified of the decision through the NEXDOC inbox within the NEXDOC portal. You will then be able to review and approve export requests.

Assessing requests for permit

As an automated export permit issuer, you can assess and approve most requests for permit, unless the request involves:

• products being exported to European Union member states
• products on the department’s list of prohibited exports.

Under these conditions, you can raise an export requests, but only the department can provide authorisation.

Confirm product eligibility

It is your legal responsibility to ensure you are aware of and meet all requirements for your product to be eligible for export.

At a minimum you must ensure you have documented evidence to support that:

1. Declarations of compliance have been received for all products being exported.
2. Applicable product test results (including National Association of Testing Authorities (NATA) results, where required) have been reviewed and confirmed as meeting export, importing country and company release criteria.
3. All specific importing country requirements have been identified and confirmed as being met.
4. The product has remained within the approved export chain (for example from ingredients receipt, to production, to storage and then loaded for export).
5. The export permit has been issued before the goods are being shipped from Australia.
6. The product description and batch details in the export permit application matches the:
   1. trade description applied to the goods being exported
   2. information in the laboratory test results (NATA approved laboratory if required)
   3. information in the declarations of compliance and transfer documentation
   4. container and seal number applied to the shipment.
7. Where applicable, all arrangements for maintaining and monitoring cold chain requirements (including up to final destination) have been put in place.

This list is not comprehensive. There may be more requirements for you to meet depending on the importing country and the product you are exporting.

If you find you cannot confirm that a product is eligible for export you should email the Dairy, eggs and fish export program for further guidance.

Make a declaration of eligibility

When you submit your export eligibility checklist, it will be assessed to make sure you have included the minimum export requirements for your company’s products. The export checklist must be used (as well as any importing country requirements) to verify the product on the export documentation is export eligible.

An example checklist has been provided within the application for your reference.

When you sign an export permit you are declaring:

• the product listed meets all export legislation, any applicable importing country requirements and all conditions or restrictions in your approved arrangement; and
• all of the information you have provided is true and correct.

A false declaration could result in significant penalties including financial and possible imprisonment.

Fees and charges

There is a fee for service charged for the time it takes us to review and approve your:

• AEPI application
• Export eligibility checklist.

For more information about fees and charges, please see our charging guidelines.