How to Register as a KPA Port User: Requirements, Documents and Process Explained

Being registered as a port user with the Kenya Ports Authority (KPA) is one of the major processes that are carried out by individuals, firms, contractors, agents, and organizations who wish to use any of the services or facilities at the ports.

For one to get registration as a port user, the individual or company has to make an online account on the KPA eCitizen Portal then apply for the specific service that one wishes to be granted, including a commercial license or portpass.

The initial step will be making an account online.

Individuals or companies without an eCitizen account need to create their account first before using the Kenya Ports Authority services.

After the user logs into his/her account, he/she can fill out the form for applying the service while downloading the relevant forms from the official KPA website.

Individuals or companies might be required to download and fill out application forms like the Commercial License Application Form or the Portpass Application Form based on the specific service needed.

Documents Needed to Register a Port User at KPA

Before registering your company, you will need to have some documents to show that you comply with the necessary requirements.

The following are the documents that one is supposed to have:

• Certificate of Registration/Incorporation,
• A valid Kenya Revenue Authority (KRA) Tax Compliance Certificate and
• A Single Business Permit,
• A valid Police Clearance Certificate for the directors of the company and proof of insurance covers.

Depending on the business activities that one carries out, the type of insurance documents needed could be Work Injury Benefits Act (WIBA) insurance, motor insurance, or personal accident insurance, among others.

When all documents have been sorted out, the application process involves submitting the filled-out form along with other necessary documents.

The commercial license application is done through the commercial department of the KPA, whereas the movement pass application is done at the KPA Port Pass office, which is situated at Gate No. 8 (Pedestrian), which is popularly referred to as Docks Stage in Mombasa.

In order to operate vessels, track cargo, and manage containers, the clearing and forwarding agent needs an additional registration with KWATOS.

Also Read: How to Track Cargo at Mombasa Port Online in Real Time

Process of Filling the Port Pass Application Form

Before filling out the Port Pass Application form, it is important that all required information is gathered.

These include personal information like the name of the applicant, the identification card/ passport number, KRA pin, and contact details.

Employer information, like name and contact information, is required.

It is also necessary to state the purpose of accessing the KPA facilities.

Information about the vehicle to be used at the port will also be required.

Applicants should ensure that all information is not left out since this could lead to the delay of their application process.

Signature, Submission, and Processing of the Application

After completion of the form, it should then be signed by the applicant to certify that all details provided therein are correct and authentic.

Commissioning of the form may sometimes be necessary to authenticate the identity of the applicant.

The applicants should have an identification document when they are getting their form commissioned, if required.

The signature on the form should be similar to the signature on the ID or passport.

Otherwise, the application will be denied.

Applications should be submitted at the KPA Port Pass office, situated at Gate No. 8 (Pedestrian), commonly known as Docks Stage.

Applicants should always make their submissions within official working hours and should ensure copies of all the submitted documents.

Processing takes three to five days after submission of applications.

During this time, applicants should be reachable since there might be a need to give more information to the KPA authorities.

Also Read: Govt Announces Mass Recruitment in State Corporations: How to Apply

Use and Custody of the KPA Access Card

After the approval of the application, the candidate will receive the KPA Movement or Access Card.

The use of the card will have to follow the instructions that were set during the application.

It will be the responsibility of the user to ensure that the card is safe, and it should be reported to KPA in case of loss.

Charges could also be involved, depending on the procedure for getting another card.

The access card will also have to be returned once employment has been terminated or the card is no longer needed.

KPA Port Pass will be valid for two years after it has been issued.

In case of rejection of the application, the candidate can reapply.

Follow our WhatsApp channel for instant news updates

AGOA allows eligible African countries to export thousands of products to the US duty-free
PHOTO/KPA