Sniffy the Beagle’s Quarantine Paperwork Drama

Moving dogs internationally is a meticulous process that demands attention to detail, as we discovered during Sniffy’s recent return to Australia. While our preparations were thorough, a seemingly minor clerical error nearly extended Sniffy’s quarantine. Here’s a recount of the chaos, stress, and resolution, and how you can avoid similar pitfalls when exporting your beloved pet to Australia.

Preparing Sniffy for Export

Before leaving the United States, we followed the Australian Department of Agriculture, Fisheries and Forestry (DAFF) requirements for pet importation, ensuring Sniffy met every stipulation. Among the key steps:

• Rabies vaccinations and titers
• Testing for exotic diseases like Leishmania
• Securing a USDA-endorsed health certificate
• Booking quarantine at Mickleham, Australia’s only post-entry quarantine facility for pets

We thought we had everything in order. Yet, one oversight nearly derailed our plans.

The First Warning: Missing Leishmania Test Results

Shortly after Sniffy entered quarantine, we received an alarming email from the Australian Quarantine and Inspection Service (AQIS). They flagged that the USDA had not uploaded Sniffy’s Leishmania test results to their portal as an appendix to the endorsed health certificate. While we had included a printed copy with Sniffy’s crate, it lacked USDA endorsement, rendering it invalid.

AQIS warned that without the correct paperwork, Sniffy’s quarantine could be extended. They had already contacted the USDA to request the missing upload but encouraged us to follow up urgently.

Chasing the USDA on Thanksgiving Eve

Panic set in. Our US veterinarian, who had performed the test, was unable to assist, directing us instead to the USDA. Reaching the USDA proved equally challenging—we were met with a voicemail directing us to an email address.

Scrambling, we forwarded the AQIS email to the USDA, requesting immediate action. With Thanksgiving around the corner, we feared bureaucratic delays. Surprisingly, the USDA responded promptly, confirming they had uploaded the Leishmania results to AQIS. Relieved, we hoped the issue was resolved.

The Second Blow: Incorrect Microchip Number

The following day, AQIS delivered more bad news. The Leishmania test results listed an incorrect microchip number—a mistake our US vet had made earlier when entering data into the USDA portal. While this had been resolved weeks before Sniffy’s export, it now resurfaced as a critical issue.

We contacted the USDA again, this time requesting the corrected Leishmania test results be sent to AQIS. Unfortunately, it was late Wednesday, and the Thanksgiving holiday meant we would have to wait until Monday for updates. The suspense was agonizing.

Resolution at Last

On Tuesday, AQIS confirmed that the USDA had finally submitted the corrected documentation, averting the need for Sniffy to undergo another Leishmania test in quarantine. This also avoided a costly and stressful extension of his stay beyond the planned three days.

While we were relieved, the episode came at a cost—both financial and emotional. Between vet consultations and additional paperwork, we spent AUD 117 and countless hours resolving the issue, all while trying to enjoy eggs Benedict at Coogee Beach.

Lessons Learned and Steps to Avoid Similar Issues

This experience underscored the importance of meticulous documentation and proactive follow-up when exporting pets to Australia. Key takeaways include:

• Double-check every document: Ensure microchip numbers, test results, and dates are accurate and consistent across all paperwork.
• Work closely with your vet: Confirm they understand the requirements and provide you with signed, USDA-endorsed copies of all necessary documents.
• Follow up with authorities: Don’t assume that everything has been processed correctly. Reach out to the USDA and AQIS to confirm uploads and approvals well in advance of your pet’s departure.
• Prepare for delays: Schedule tests, paperwork submissions, and approvals with a buffer to accommodate unexpected issues or holidays.

For full details on Australia’s pet import requirements, visit the DAFF Cats and Dogs webpage.

Update: Using the USDA’s VEHCS System for Pet Exportation

Following our experience with Sniffy’s quarantine paperwork, we discovered that the USDA now provides an efficient system for accredited veterinarians to electronically issue health certificates and supporting documents. This system, known as the Veterinary Export Health Certification System (VEHCS), simplifies the process and reduces the chances of errors or missing uploads.

Through VEHCS, USDA-accredited veterinarians can:

• Electronically submit health certificates and test results directly to the USDA
• Track the status of submitted documents
• Avoid delays caused by postal submissions or manual uploads

If you’re preparing to export a pet from the United States, ensure your vet is USDA-accredited and familiar with using VEHCS. This system can minimize administrative hurdles and ensure all required documentation, such as Leishmania test results, is submitted accurately and promptly.

You can learn more and access the VEHCS system via the official USDA portal. For detailed guidance, refer your vet to the VEHCS Information Page.

Using VEHCS could save you from the stress and delays we faced, allowing for a smoother transition for your pet to their new home.