Operating a place of first arrival

Applying for PoFA approval

To receive offshore craft, vessels, and cargo, an airport or a seaport operator must be approved for a PoFA. There are 4 steps to follow.

Before you apply, you must arrange a point of entry for the Ministry of Health, CCA for Customs, and other department requirements.
Contact the Ministry for Primary Industries (MPI) to review your operating manual and biosecurity control areas to ensure all facilities are appropriate.
Fill out and sign the PoFA application form.
Send the completed form and other documentation to MPI.

These steps are covered in more detail on this web page or you can download our fact sheet.

Applying for PoFA approval – fact sheet [PDF, 315 KB]

1. Before you apply for PoFA approval

If your airport or seaport wants to apply for PoFA approval, you must provide evidence to MPI that you meet other agency requirements. Those agencies are:

Before you lodge your application to MPI, you must arrange other licensing requirements such as:

Note: Although MPI consults with relevant government agencies under section 37 of the Biosecurity Act 1993 when processing PoFA applications, this does not include arranging these licensing requirements.

Section 37 of the Biosecurity Act 1993 – NZ Legislation

2. Contact MPI to review your operating manual and facilities

The PoFA operator must contact MPI and arrange for an inspector to:

review the operating manual
review the biosecurity control areas (BCAs)
ensure all facilities and systems are appropriate to operate.

Check these and other requirements you'll need to meet to operate a PoFA

The MPI inspector will countersign your PoFA application form acknowledging the PoFA is compliant and suitable for the proposed operations.

Find your local MPI office or inspector

3. Complete the PoFA application form

To operate a place of first arrival, you must complete the application form.

Application for approval under section 37 as a PoFA [PDF, 230 KB]

Note: Approved PoFA operators can use the same form to vary an existing PoFA approval.

4. Send documentation to MPI

Email your signed application form and supporting documentation to standards@mpi.govt.nz

PoFA applications including variations take up to 8 weeks to process before an approval certificate is issued.

Requirements to operate a PoFA

To receive MPI approval to operate a port (airport or seaport) as a PoFA, the port must meet specific requirements. These are outlined in the PoFA Standard.

All PoFAs require:

an approved operator and delegate
to be physically and structurally secure
a biosecurity control area (BCA) for processing passengers, crew, and their baggage
adequate contingency plans to manage unexpected biosecurity events
arrangements for pest and weed management
appropriate biosecurity signage
if the PoFA operator outsources biosecurity related work, arrangements are required for those service providers
provision of appropriate facilities to manage biosecurity risks, including approved transitional facilities if required
adequate systems to manage craft arrivals, biosecurity risk goods and internationally arriving persons
a system to notify MPI about arrival of craft, persons and cargo, and their planned movements once in New Zealand
a security system to control cleared and uncleared cargo and passengers
biosecurity training and communications
documentation of all the above requirements, including an operating manual.

Depending on the craft and cargo type, PoFAs may need a quarantine area to unload bulk cargo. They may also need suitable facilities for particular uncleared risk goods, such as:

a ramp or hoist for inspection of vehicles
areas or facilities suitable for treatment of contaminated goods.

Full details are in the standard.

MPI Standard: Places of First Arrival [PDF, 297 KB]

Approved operators and training requirements

PoFA operator delegates must complete a PoFA operator training course which focuses on biosecurity responsibilities of operators, and their role in managing a PoFA, its facilities, arrangements, and approvals.

For information on locations and dates of training courses, email Learning.Development@mpi.govt.nz

If you have approved Transitional Facilities (TFs) within your PoFA, ensure training requirements of the TFs are met, including having an adequate number of trained accredited people.

Transitional facility operator training providers

Keep PoFA staff informed about biosecurity issues

Make sure staff are aware of biosecurity requirements and PoFA processes. MPI's biosecurity presentations and other resources can be used to support training of staff and service providers.

We provide regular updates for operators and staff on pests and diseases, and facility requirements – including through our See, Contain, Report newsletter.

POFA resources

Check other MPI requirements

Approved PoFAs (and related facilities) may have to meet other MPI requirements, depending on the type of port and its activities.

Third parties (such as airline services or stevedores) may provide services that contribute to the PoFA meeting these requirements. MPI will recognise the service provider contribution if:

they are an MPI-approved Transitional Facility
they provide an MPI-approved service (for example, accredited persons unpacking or supervising the unpacking of air containers)
they are recognised as managing an area of the PoFA that contributes to the approval of specified craft and cargo type, such as a BCA or a treatment provider
the service provider arrangements are detailed in the operating manual, including any contractual details
their requirements are outlined in facility standards, import health standards, and craft risk management standards.

The PoFA operator is still responsible for all undertakings of the PoFA.

While the importer of risk goods or arriving craft is responsible for their biosecurity risk and its management options under the act (treat, reship or destroy), the PoFA is responsible for the arrangements, facilities and systems to manage the biosecurity risks being handled at the PoFA.

Contingencies a PoFA should have include segregation, containment, wrapping and providing adequate space for treatment or managing mobile pests possibly associated with those risk goods and craft approval types.

Find requirements for:

Keep an up-to-date operating and BCA manual

PoFA operators must keep an up-to-date operating manual that documents:

operations
biosecurity management systems for the craft and cargo type approvals
other requirements.

Use our guidance documents to help you write an operating manual

You must ensure that your operating manual details the management of specific risks and the operations of your port. Use one of our MPI templates to help prepare a PoFA operating manual that includes all the requirements.

Airport operating manual template [PDF, 244 KB]

Seaport operating manual template [DOC, 61 KB]

A BCA operating procedure is required. It can be part of the operating manual or linked and referenced in it. In some cases, MPI may ask a PoFA operator or a service provider to prepare a separate BCA procedure. Your MPI inspector will provide more information, if required.

Check additional facility arrangements

PoFAs may require additional facilities to support operations (such as inspections, devanning, treatment, holding facilities). These may be provided by the port company or by other organisations (under service provider arrangements). Additional facility arrangements must be listed in the operating manual, regardless of who provides it. PoFAs can't receive craft or cargo types that an additional facility handles if the other facility doesn't meet MPI requirements (for example, cleaning TF no longer approved by MPI).

The PoFA operator is responsible for all undertakings of the PoFA, even if some areas are managed or have arrangements by another company. A PoFA may receive a non-conformance report or infringement from MPI if there is breach in biosecurity management or for where the PoFA has not adequately managed their service providers.

Facility requirements for approved PoFAs

Seaport requirements	Airport requirements
Transitional facilities for holding uncleared goods	Arrangements for facilities holding uncleared goods (can be within the PoFA)
Biosecurity refuse facility	Biosecurity refuse facility
Decontamination facility for containers	Contingency arrangements to decontaminate highly contaminated air containers (can be within the PoFA)
Treatment facility	Treatment facility

Note: MPI approves transitional and treatment facilities separately from PoFA approvals.

Transitional and containment facilities for border clearance

Treatment options and providers

Ensure the port has the right approvals

Aircraft and vessels coming to New Zealand must arrive at a PoFA approved for the craft and cargo type. You could be fined if you allow arrivals at a port that:

hasn't been approved as a PoFA
has a PoFA approval that doesn't cover the type of craft or cargo entering the port.

Prepare for a regular assessment of your PoFA

MPI regularly assesses PoFA facilities, arrangements, and systems to make sure they are compliant. You will be contacted by your local MPI inspector when your PoFA is due for assessment. To prepare for an assessment:

update your operating manual
check all PoFA requirements are being met
ensure staff training requirements are being met
send your updated operating manual to your local MPI inspector.

What does the assessment involve?

After receiving your operating manual, the MPI inspector will arrange an assessment. During the assessment, MPI will:

review the operating manual
review previous port activity and compliance
contact you to arrange an on-site assessment (including talking to staff and reviewing documentation)
follow up on any non-compliance issues found during the assessment
let you know the outcome of the assessment.

If your PoFA doesn't comply

If the assessment shows your PoFA doesn't comply, or parts of it don't comply (including third parties) the MPI inspector will ask you (and third parties) to fix the problems by a specified date.
Your PoFA approval may be changed, suspended, or revoked if MPI finds:

ongoing or serious non-compliance
the PoFA is not managing biosecurity risks
a breach of the conditions subject to the approval.

This may mean the craft or cargo types that don't comply may be removed from your certificate of approval.

How often are PoFAs assessed?

PoFAs are assessed once a year. Non-compliant PoFAs may be assessed more frequently.

Manage your approvals – change, re-establish, or cancel

You can apply to MPI to change, re-establish, or cancel a PoFA approval by completing the form.

Application for approval under section 37 as a PoFA or application to vary existing PoFA approval [PDF, 230 KB]

Email the form and supporting documentation to standards@mpi.govt.nz

PoFA variation applications take up to 8 weeks to process.

Changing a PoFA approval

Do not make any changes until you receive written approval from MPI.

You must apply for a variation of your PoFA approval to change:

the types of craft or cargo (passengers and goods) being imported
the volumes of craft or goods being imported
facilities and systems
service provider arrangements
operator details.

To apply for a variation, you'll need to provide MPI with:

a completed PoFA variation application form countersigned by your local MPI inspector
supporting documentation including biosecurity management systems that will be included in your updated operating manual.

Changing a biosecurity control area (BCA)

Do not make any changes until you receive written approval from MPI.

To change a BCA (including the operations, location, floor layout or plan), add, or remove a BCA you will need to send MPI:

reasons for the variation
a site plan of the proposed BCA (detail of building and location within the PoFA boundary), ideally satellite or drone quality image with a legend and highlighted detailed areas
PoFA application form countersigned by local MPI inspector for the proposed changes
an updated BCA procedure (if required by MPI) or updated details in the operating manual.

Any new BCA or significant alterations to the structure or number of BCAs requires a new BCA agreement between MPI and the PoFA operator.

Re-establishing a PoFA approval

If your PoFA has been suspended or cancelled, you’ll need to re-establish approval.

Apply to re-establish approval by contacting your local MPI inspector for an assessment of the port.

Cancelling a PoFA approval

If you want to cancel your PoFA approval, email your request to standards@mpi.govt.nz

You will no longer be able to receive internationally arriving craft, persons or cargo.

Fees and charges

PoFA operators will be charged for services provided by MPI and other service providers, including applications and assessments.

Find fees and charges for PoFA operators

Applications are fully cost recovered through the cost regulations.

Biosecurity (Costs) Regulations 2010

Check cost recovery for processing international travellers at airports for those applicants establishing or re-establishing a PoFA for airports.

Airports (Cost Recovery for Processing of International Travellers) Act 2014

Who to contact

If you have general questions regarding becoming a PoFA or managing your approvals, email standards@mpi.govt.nz

If you want to arrange a site visit, or review of your operating manual, PoFA operations, or responsibilities, contact your local MPI inspector.