I find it so distressing to see pilots continuing to get into trouble for things that were entirely preventable. The two biggest penalty case topics that we see pertain to travel documents and firearms. While many pilots rely on Dispatchers, ISP’s, 3’rd party Apps, spouses or “the lady back at the office”, it is the Pilot In Command (PIC) who will shoulder the bulk of the consequences. These consequences can range from significant fines and loss of Border Overflight Exemption and Global Entry privileges all the way to jail time. Remember, it is not just US laws that you need to worry about, foreign countries have their own laws that we need to abide by which can include their own APIS or pre-authorization requirements. Unfortunately, I don’t speak from theory, we keep seeing it happen and by the time the pilots come to us, there is not much we can do to help them.

Submitting incorrect document information and the unauthorized carriage of firearms or ammunition on an international flight can be almost completely avoided at one single critical point in the flight, at the cabin door during boarding. Here are several common situations:
• Carrying the wrong passport. This can be a spouse’s or child’s passport, a second passport, or an expired passport. If the passport that the traveler is carrying doesn’t match what was submitted in APIS, or doesn’t match the person presenting it on arrival, you have a violation on both sides of the border.
• Updated passport. If a passenger replaces their passport and does not tell whoever presents APIS and/or the information in the 3’rd party App being used to submit APIS is not updated with the new passport information, incorrect data will be transmitted.
• Forgotten passport. This can create serious issues on both sides of the border.
• For private flights, there is little to remind/prevent a passenger or crew from unintentionally, or intentionally, bringing a firearm, or ammunition aboard the aircraft without the necessary authorizations. In many countries, the possession of ammunition alone can be just as serious as having a firearm and usually implies jail time.

As a professional pilot, I urge all PIC’s to do the following three things:
1. Have a copy of the APIS manifest that was submitted and request that the rest of the crew and all of the passengers present their passports as they board the aircraft and that the passport information is vetted against the manifest. This can identify most of the passport related issues listed above before the wheels leave the ground.
2. Ensure that you have the properly executed authorization forms or import forms if there are any unaccompanied minors or dogs on the flight.
3. Calmly brief all the passengers that the unauthorized carriage of ammunition and/or firearms could put them in jail for many years upon arriving at the foreign country. Ask them to please pause and think if they have ammunition or firearms in their bags, if their bags had been used in the past to transport ammunition or firearms or if there is any other possible way they could be knowingly, or unknowingly, carrying them. If there are any doubts, unload the bags and verify. If there ARE any weapons and/or ammunition being carried aboard, make sure that they exactly match the authorizations for not only the foreign country(s) but that you have a properly executed CBP form 4457 for returning those firearms back into the US. That includes the make, model, caliber and serial number of the weapons and the number of bullets or shells authorized. Remember that local laws at your intended airport of landing on your return to the US could also affect the legality of having that firearm on board the aircraft.

While this is not an exhaustive list, it covers the most common issues that we see. Identifying and dealing with issues needs to be done before the wheels leave the ground, otherwise, the resolution options become very few and the consequences very great. Remember, as PIC you are legally responsible for any errors, or omissions made by passengers, or dispatchers, which could seriously affect your job and your life. This not only applies to professional pilots but to owner-pilots as well. There are so many variables to contend with while planning and executing an international flight that it is very easy to overlook these issues until it is too late.

We strongly recommend maintaining clear and consistent communication with passengers throughout the entire trip planning and execution process. From the initial planning stage, ensure that they are informed about all entry requirements for both the USA and their international destination(s). Providing clear guidance early on not only helps passengers prepare but also ensures there’s enough time to secure any necessary permits, preventing last-minute issues and delays. Clear communication keeps operations running efficiently and ensures a smoother experience for everyone.

CST Flight Services (Formerly: Caribbean Sky Tours)
www.cstflightservices.com