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Frequently Asked Questions

Frequently Asked Questions Welcome to the National Vessel Movement Center (NVMC) Frequently Asked Questions (FAQ) page. 

The following questions have been forwarded to NVMC by members of the international maritime community. For each question, an answer we believe to be accurate is provided. 

Questions and answers
 

If you have a question about the regulations or questions not answered sufficiently by these FAQ's, please contact the following offices:  
For U.S. Coast Guard Notice of Arrival (NOA) regulation only: (202) 372-1244  
For U.S. Customs and Border Protection regulation only: (409) 727-0285 ext:238
For Saint Lawrence Seaway (SLS) notice/regulation questions: (315) 764-3292

General Questions:

  • How do I submit a Notice of Arrival/Departure (NOAD) report?
  • What is the best method to report an NOA (Internet, fax, phone or email)?
  • Can the NVMC verify that an NOA has been received immediately after it has been faxed?
  • What information must be reported when submitting an update or a change to an NOA report?
  • If a crewmember on a vessel changes positions during the vessel's voyage, is an update to the NOA report required?
  • If my vessel plans to visit multiple U.S. ports, can the reporting source send one 96-hour notice of arrival?
  • What if I am unable to meet the 96-hour reporting requirement?
  • What reporting requirements apply to passenger vessels on routes of less than 96 hours duration?
  • I currently submit my information to a Marine Exchange. Can I continue to do so?
  • Should an agent wait and send both the NOA and a crew list at the same time, or submit them as they become available?
  • Will NOA information be accepted by Coast Guard Marine Safety Offices (MSOs)?
  • Who is responsible for submitting NOAs for barges?
  • What is required as a description of general cargo?
  • If my vessel is carrying CDC, and I comply with the requirement to electronically submit a cargo manifest to Bureau of Customs and Border Protection (BCBP), do I still need to submit the name and amount of CDC to the NVMC?
  • To whom should I report a notice of hazardous conditions aboard the vessel?
  • How do I request a deviation to enter for non-operating navigational safety equipment?
  • A vessel is destined for a U.S. port from a Canadian port and the transit time is less than 24 hours. Does the vessel have to comply with the NOA submission time requirement outlined in §160.212?
  • In §160.206(c) of 33 CFR Part 160, it states that I may submit a copy of INS Form I-418 to meet the requirements of entries (4) and (5) in Table 160.206. There is no place on INS Form I-418 for place embarked; do I still need to provide this information on a separate form?
  • Which submission formats meet the electronic reporting requirements of both USCG and USCBP?
  • If my voyage time is less than 96 hours, when do I submit my NOA? Is it acceptable to just submit it 24 hours before I arrive at the next port?
  • What is a port or place? Can I just put in the Sea Buoy or Pilot Station as my port or place of destination for ETA purposes?
  • If my vessel is carrying CDCs, do I have to submit a NOA every time my vessel moves from one berth to another berth? What if my vessel is not carrying CDCs - do I have to submit a NOA when transiting between ports or places within a single COTP zone?
  • How do I comply with the Coast Guard's Ballast Water Reporting requirements?

    Question 1:  How do I submit a Notice of Arrival/Departure (NOAD) report?  

    • Answer:  Notification should be made via the Internet using the electronic Notice of Arrival/Departure (eNOAD), It was designed to transmit the required data in an XML format that allows for quick, automatic processing. Additionally, there is a Microsoft InfoPath template available that meets the current CBP electronic reporting requirements. The XML schema for the NOAD is also available if your company chooses to create their own system to submit the required data.

    Notifications can also be made via general email, fax and telephone. However we anticipate that these formats will be phased out in the near future. These methods do not meet CBP's electronic reporting requirement, however.

    Question 2:  What is the best method to report an NOA (Internet, fax, phone or email)? 

    Answer:  The preferred method of submission is electronically, using the eNOAD web format. If information is faxed, faxes must be clear enough for NMVC staff to read. Telephone updates regarding minor changes are accepted, however, extensive amounts of information (crew lists, dangerous cargo, etc.) must be transmitted via email. Information faxed or telephoned in does not meet CBP's electronic reporting requirement.
    Question 3:  Can the NVMC verify that an NOA has been received immediately after it has been faxed?  
    Answer:   No. The NVMC receives over 600 NOA submissions each day via Internet, fax, email and phone. The volume of work required to process this number of submissions precludes verifying receipt for faxes. However, submissions sent through the eNOA/D system will receive a confirmation receipt. After the data has been verified, the submitter will receive an email detailing any discrepancies, or a simple notification that the correct information was received.
    Question 4:  What information must be reported when submitting an update or a change to an NOA report?  
    Answer:   When submitting a change to a submitted NOA, you need to submit only the name of the vessel, original NOA submission date, the port of arrival, the specific items to be corrected, and the new location or position of the vessel at the time of reporting (§160.208(a)).
    Question 5:   If a crewmember on a vessel changes positions during the vessel's voyage, is an update to the NOA report required?  
    Answer:  No. There is no requirement to provide an update to an NOA for the following changes: in arrival or departure times that are less than six (6) hours; in vessel location or position of the vessel at the time of reporting; and, to crewmembers' position or duties on the vessel (§160.208(a)).  
    Question 6:   If my vessel plans to visit multiple U.S. ports, can the reporting source send one 96-hour notice of arrival? 
    Answer:  Yes and No. If submitting a NOA via fax or e-mail, the submitter may enter additional U.S. ports in the Consecutive Port of Call for Current Voyage blocks of the NOA form and update the voyage information as needed. If submitting via the eNOAD system (including InfoPath ), the system is setup to require a new arrival notice for each port call. Although this may appear more cumbersome, the eNOA/D is designed to allow you to 'copy' all the non-unique data over to a new notice, requiring minimal effort to add an additional port of call to a voyage.
    Question 7:  What if I am unable to meet the 96-hour reporting requirement?  
    Answer:  If your voyage time is 96 hours or more, you must submit an NOA at least 96 hours before entering the U.S. port or place of destination. However, if your voyage time is less than 96 hours, you must submit an NOA before departure, but at least 24 hours before entering the U.S. port or place of destination (§160.212 (3)). The only exception to this requirement is for towing vessels operating solely between ports or places in the continental U.S. Towing vessels in control of a vessel carrying Certain Dangerous Cargo (CDC), and operating solely between ports or places in the continental U.S. must submit an NOA before departure, but at least 12 hours before entering the U.S. port or place of destination (§160.212 (a) (2)).
    Question 8:  What reporting requirements apply to passenger vessels on routes of less than 96 hours duration?  
    Answer:  Only passenger vessels employed in the exploration for, or in the removal of oil, gas, or mineral resources on the continental shelf are exempt from the NOA (§160.203(a) and (a)(1)). The COTP, in accordance with §160.214 is the only person who can authorize a waiver from this requirement. If your vessel cannot comply with this subpart, you would need to apply for a waiver with the cognizant COTP.

    Question 9:  I currently submit my information to a Marine Exchange. Can I continue to do so?  

    Answer:  Yes. Verify with your local marine exchange that they will be forwarding the information to the NVMC in the correct format. The responsibility for ensuring that an NOA report is provided to the NVMC remains with the vessel owner/operator or agent.
    Question 10:  Should an agent wait and send both the NOA and a crew list at the same time, or submit them as they become available?  
    Answer:  To be considered a complete notice, all information should be submitted in accordance with the time requirements outlined in §160.212.
    Question 11:  Will NOA information be accepted by Coast Guard Marine Safety Offices (MSOs)?  
    Answer:  No. MSOs are able to access the SANS database in a read-only mode and are therefore unable to enter any NOA data. For this reason MSOs will return any NOA to the submitter and request that the reporting party forward the information to the NVMC. The one exception to this is vessels less than 300 gross tons operating in the Seventh Coast Guard District. These vessels should continue to submit NOA information to the local Captain of the Port (COTP).
    Question 12:   Who is responsible for submitting NOAs for barges?  
    Answer:  If you are the owner, operator, master, agent, or person in charge of a towing vessel, and that vessel is controlling a barge, or barges, required to submit an NOA, you must submit an NOA containing the information required for the towing vessel, and each barge under its control (§160.202(d)).
    Question 13:   What is required as a description of general cargo?  
    Answer:  If your vessel is required to submit an NOA, you must submit a general description of cargo, other than certain dangerous cargo, or CDC, carried onboard the vessel (§Table 160.206(3) (i)). Vessels must list the type of cargo onboard. For example, grain, oil, lumber, steel, scrap metal, etc. Simply stating "general cargo" does not meet the Coast Guard's requirement.
    Question 14:   If my vessel is carrying CDC, and I comply with the requirement to electronically submit a cargo manifest to Bureau of Customs and Border Protection (BCBP), do I still need to submit the name and amount of CDC to the NVMC?  
    Answer:  Yes. For a vessel carrying CDC, you also submit to the NVMC the name, UN Number, and the amount of each CDC carried onboard.
    Question 15:   To whom should I report a notice of hazardous conditions aboard the vessel?  
    Answer:  If your vessel has a hazardous condition either aboard your vessel, or caused by your vessel or its operation, you must immediately notify the nearest COTP or U.S. Coast Guard Sector Command (§160.215).
    Question 16:  How do I request a deviation to enter for non-operating navigational safety equipment?  
    Answer:  The process for requesting a deviation from the regulations regarding non-operation of navigational safety equipment found in 33 CFR 164.53 is unchanged and should continue to be made through the cognizant MSO. However, the NOA submitted to the NVMC must also list any non-operating equipment.
    Question 17:  A vessel is destined for a U.S. port from a Canadian port and the transit time is less than 24 hours. Does the vessel have to comply with the NOA submission time requirement outlined in §160.212?  
    Answer:  Yes. However, if your voyage time is less than 96 hours, you must submit an NOA before departure, but at least 24 hours before entering the port or place of destination.
    Question 18:   In §160.206(c) of 33 CFR Part 160, it states that I may submit a copy of INS Form I-418 to meet the requirements of entries (4) and (5) in Table 160.206. There is no place on INS Form I-418 for place embarked; do I still need to provide this information on a separate form?  
    Answer:  Submitting a complete eNOA/D meets the reporting requirements of both CBP and USCG. Information received through the eNOA/D system is automatically forwarded to both USCG and CBP.
    Question 19:  Which submission formats meet the electronic reporting requirements of both USCG and USCBP?  
    Answer:  Submissions received through the eNOA/D webformat or via the InfoPath template (available exclusively on the NVMC Downloads page) fulfill those requirements. Also, many third party applications based on the eNOA/D XML schema also meet those requirements. You may also build your own system based on the eNOA/D XML schema to generate notices for electronic submission. The responsibility for ensuring that an NOA/D report is provided to the NVMC remains with the vessel owner/operator or agent.
    Question 20:  If my voyage time is less than 96 hours, when do I submit my NOA? Is it acceptable to just submit it 24 hours before I arrive at the next port? 

    Answer:  If your voyage time is less than 96 hours, you must submit your NOA before departure. In addition, if your voyage is 24 hours or less, you must submit your NOA 24 hours in advance. Examples: If your voyage is 72 hours, you must submit your NOA before departure. If your voyage is 18 hours, then you must submit your NOA 24 hours before arrival.

    Question 21: What is a port or place? Can I just put in the Sea Buoy or Pilot Station as my port or place of destination for ETA purposes?

    Answer: The port or place of destination is defined in 33 CFR 160.204 as "any port or place where a vessel is bound to anchor or moor."  Without a change to the actual regulatory language, the sea buoy or pilot station should not generally be applied to this definition unless it is the ultimate location where the vessel will be anchoring or mooring. All NOAs to U.S. ports or places should address where the vessel is bound to anchor or moor.

    Question 22: If my vessel is carrying CDCs, do I have to submit a NOA every time my vessel moves from one berth to another berth? What if my vessel is not carrying CDCs - do I have to submit a NOA when transiting between ports or places within a single COTP zone?

    Answer: Vessels not carrying CDCs are not required to submit NOAs when transiting from one port or place to another port or place within a single COTP zone (33 CFR 160.203 (b) (2)). Vessels carrying CDCs do have to submit NOAs when transiting from one port or place to another within a single COTP zone. However, they should only do so if the vessel is actually moving from one port to another port. Moving from one dock to another dock, one berth to another berth, or one anchorage to another anchorage within one port is not considered a transit from a "port or place" to a different "port or place" and therefore, no NOA is required. If you are uncertain whether your movement is to a different port, you should contact the cognizant COTP to request clarification.

    Question 23: How do I comply with the Coast Guard's Ballast Water Reporting requirements?

    Answer: Information on how to comply with the Coast Guard Ballast Water Reporting requirements contained in 33 CFR 151.2041 can be found at the National Ballast Information Clearinghouse (NBIC) web site at http://invasions.si.edu/NBIC/bwform.html or from the Coast Guard's Office of Operating and Environmental Standards web site at http://www.uscg.mil/hq/g-m/mso/bwm.htm. If you have further questions you may contact the Environmental Standards division by e-mail at EnvironmentalStandards@comdt.uscg.mil or leave a voice mail on the Environmental Standards Information Line at 202-372-1402.