Flying to the USA - Trip Planning Guide

If you are planning a trip to the USA for the first time, there are number of tasks you have to prepare for in advance.

RocketRoute is here to help you with our Trip Planning Team and with all the details if you prefer to Do It Yourself.

Overview

There are 7 basic tasks to review and complete before flying to the USA:

1. Choose 'Airport of Entry'
2. Apply for a visa
3. Check if your country is part of the Visa Waver Program
4. Apply for authorization (complete the ESTA form)
5. Submit APIS
6. Apply for BOE
7. TSA waiver

1) Airport of Entry (AOE)

When flying to the USA you must choose an Airport of Entry (AOE). The following factors can help you choose the right airport: 

• Always check if US airport is a port of entry and will accept an international arrival.
• Each Customs and Border Protection (CBP) office has certain discretion when accepting a flight.
• Some international airports are not equipped with the correct machinery to scan fingerprints and may refuse a passenger travelling under the visa waiver program.
• Some airports will only accept passengers travelling under a US passport.
• A flight can often depart internationally from an airport that is not a port of entry.

Not each state has an AOE. Some, such as Florida, have many.

Below is a list of States that have an AOE and the count of airports you may use consider:

To see the full list of the Airports of Entry visit the online Wikipedia page. Click on the "Visit" below:

2) Visas

You will need to apply for a Visa for the passengers and crew entering the USA.

A Visa will not be required if passengers are citizens of countries included in the Visa Waiver Program (VWP) or they hold a Green Card. Crew 

Note:

• All crew members and passengers need visas to enter the USA unless they are US nationals or have residency or are holding a Green Card;
• You must have a passport that is valid for the duration of your visit;
• Remember if a passenger arrives in the States for a tech stop they still need a visa;
• US visas are not issued upon arrival - so plan accordingly.

To apply for US Visa, visit US embassy website for each passenger and crew members country. A useful link is provided below:

3) Visa Waiver Program (VWP)

The Visa Waiver Program (VWP) allows registered nationals of certain countries to enter the US without a visa. The key here is to ensure that all eligible passengers have an Electronic System for Travel Authorization (ESTA) and that the aircraft operator is registered under the VWP.

It is important to note that VWP is not applicable to crew members.

Active crew members must secure required visas prior to operating to the U.S.

There are 38 countries participating in the visa waiver program.

The requirements for travelling under the VWP are:

• Travel can be for business , leisure or transit AND
• Stay in the US for less than 90 days AND
• Have a confirmed return ticket or onward ticket or proof of exit from the U.S AND
• Obtained travel authorisation by completing the online ESTA form.

Note:

• Nationals of the participating countries must hold an e-passport or a machine readable passport in order to travel under the VWP;
• Holders of passports that are not machine readable or e –passports must obtain a U.S visa prior to travelling to the U.S.

Full list of requirements for travelling under VWP is available at travel.state.gov.

4) Electronic System for Travel Authorisation (ESTA)

All eligible international travelers who wish to travel to the United States under the Visa Waiver Program must apply for authorization. The authorization must be obtained at least 72 hours before travelling to the US and is valid for 24 months from the date of authorization or until the passport expires (whichever comes first).

Note:

• To apply for ESTA you need a valid VWP passport and a valid credit card to pay  US $14 per application;
• Non-US citizens holding a valid United States B1/B2 visa (visitor’s visa business / tourist) do not need to apply for an ESTA;
• It is the responsibility of each individual passenger to complete their ESTA and it cannot be done by a handling agent.

To apply for ESTA visit official webpage.

5) APIS Submission

There are two types of eAPIS submission depending on the type of flight operating:

Commercial (Part 135)

• In addition to the online submission, MOST airports will also require a General Declaration to be faxed to them for arrivals and departures;
• CBP will then issue a log number when calling for clearance;
• CBP clearance must be done for arriving and departing flights.

Private (Part 91)

• Just the online submission is required and only arriving flights are required to be followed up with a call to CBP to confirm clearance.

Note:

• Always check the CBP Clearance requirements at each airport – they are not always the same;
• Additional forms are sometimes required to be filled out for flights arriving into Teterboro and White Plains;
• Check CBP opening hours – some CBP offices require advance notice if arriving out of hours;
• An eAPIS is also required to be submitted if operating to US territories: Alaska / Hawaii / Puerto Rico / Guam / US Virgin Islands.

Check out how to use APIS online submission in your RocketRoute account and save a lot of time.

You can submit eAPIS online on the US Customs and Border Protection webpage.

6) Border Overflight Exemption (BOE)

When operating to the U.S. from beneath the 30th parallel, operators must normally stop and clear customs at an approved/designated Airport of Entry (AOE) close to the border. However, if you have a Border Overflight Exemption (BOE), you’re able to proceed to your destination, as long as an AOE and prior customs arrangements have been made. BOE validity can be for one single trip or on an annual basis.

Note:

• An overflight exemption is a paper based application which officially takes 15 working days;
• To utilise an overflight exemption, the following information must be clearly stated on the application: the intended airports of use in the US, aircraft registrations, the foreign departure airport, all operating crew members;
• At least one approved passenger must be on board the aircraft;
• A copy of the exemption must be kept on board the aircraft operating under the exemption and a remark placed on the flight plan ‘CBP Customs Overflight’ when filed with ATC.

7) Transport Security Administration (TSA) Waiver

All foreign aircraft (non-US registered) that operate internal flights within the USA are required to possess a valid TSA waiver. Foreign aircraft operating to or from the USA with no internal stops are only required to submit the eApis. A TSA waiver is not required.

A TSA waiver covers:

• All intended airports of operation to be visited in the USA;
• All crew that may operate on the aircraft;
• All passengers that may fly on the aircraft.

A TSA waiver is applied for via an online application. A new application needs to be dated 5 working days from the date of submission with the date of expiry set a maximum of 90 days from the waiver start date. If additional destinations, crew or passengers are required to be added to an active waiver, then a modification needs to be submitted. Revised start date of the modified waiver will need to be 5 working days from the submission date, but the expiry date cannot be changed.

TSA waiver covers operations to the following areas: Continental USA / Alaska / Hawaii / Puerto Rico / Guam / US Virgin Islands / The Marshall islands / Northern Mariana Islands.

To apply for the TSA waiver online click on the "Visit" button below:

Let Us Help You

If you are travelling to the USA and have questions regarding trip planning, call RocketRoute's operations support team  24/7:

N. America: +1 321 473 7423
UK: +44 1273 782130
DE: +49 4161 2063 86
FR: +33 970 448 557
AT: +43 720 883 147

If you are not a RocketRoute User and wish to enjoy benefits of RocketRoute membership, please contact our Sales Team:

We wish you a safe and pleasant trip!