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Internal VS users can use VEHCS to record data about Health Certificates (HC) completed outside of VEHCS by saving the HC as a PDF document and uploading it using the Upload PDF Certificate function.
1. Complete the following fields about the Health Certificate to be uploaded
| • | State of Origin - the location where the commodities have been quarantined or gathered prior to shipment. |
| • | Certificate Number Already Assigned |
If Certificate Number Already Assigned is “Yes” complete the following:
| ▪ | Upload the PDF certificate as follows: |
| A. | Click the Add/Replace Certificate button. |
RESULT: The File Upload screen appears.
| B. | Click the Browse button to select the file from your computer to upload. |
RESULT: The Choose File to Upload window opens.
| C. | Select the file you want to attach and click the Open button. |
RESULT: The file location and name display in the File Location field.
| D. | Click the Upload button. |
RESULT: The Upload PDF Certificate screen appears with the PDF document name displayed.
| E. | To view the PDF, click on it. |
| F. | To replace the PDF click the Add/Replace Certificate button. |
If Certificate Number Already Assigned is “No”, the PDF certificate can be uploaded after saving as Upload in Progress and accessing the certificate from the My VS Field Office Workload screen.
2. Optionally complete the following fields. Note that items marked * are required.
| • | Consignor Name - Name of the animal owner as listed on the certificate. |
| • | National Accreditation Number - if issuing Veterinarian is not USDA accredited, enter N/A. |
| • | Number of Animals/Units - In the case of embryos, enter the number of embryos. In the case of semen, enter the number of breeding doses. In the case of eggs, enter the number of eggs. |
| • | Shipment Point of Contact – The person presenting the Health Certificate |
| • | Shipment Point of Contact Phone Number |
| • | Shipment Point of Contact Email |
| • | Certificate Fee – Select the Unknown Amount checkbox if the Certificate Fee is unknown. |
3. Attachments can be added to your certificate once a PDF Certificate has been uploaded. An example of an attachment is lab results. Shipping or mailing labels, import permits and rabies certificates can also be attached, if necessary, in order to enable the VS Field Office to return the completed and signed Certificate to you.
To add attachments to your certificate, complete the following steps:
| A. | Click the Add Attachment button. |
RESULT: The File Upload screen appears.
| B. | Click the Browse button to select the file from your computer to upload. |
RESULT: The Choose File to Upload window opens.
| C. | Select the file you want to attach and click the Open button. |
RESULT: The file location and name display in the File Location field.
| D. | Select a File Description. If the File Description you need is not shown in the drop-down list, select “Other” and enter a description in the “If Other, More Details” field. A maximum of 40 characters is allowed for the Other Details |
| E. | Click the Upload button. |
RESULT: The Upload PDF Certificate screen appears with the the attached file displayed in the List of Attachments.
4. You may save the certificate as Upload in Progress once the first 6 fields are entered. Certificates with a status of Upload in Progress can be accessed from the My VS Field Office Workload screen. If all required fields have been entered and a PDF uploaded, the certificate can be completed.
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