The Kenya Ports Authority (KPA) Port Pass is an essential document for anyone who needs to access port facilities in Kenya. Whether you’re an employee, service provider, or visitor, having a valid Port Pass ensures that you can enter and exit the port smoothly while adhering to stringent security protocols.
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This detailed guide will walk you through the process of downloading, completing, and submitting the KPA Port Pass application form. It will also cover important guidelines to ensure that you comply with all necessary requirements.
What is KPA Port Pass Application Form? (Port Movement/Access Card Application Form)
The KPA Port Pass Application Form, also known as the Port Movement/Access Card Application Form, is a crucial document for individuals seeking access to port facilities in Kenya. Managed by the Kenya Ports Authority (KPA), this form is required for anyone who needs to enter port areas for business, employment, or service-related activities. It ensures that only authorized personnel and vehicles are granted entry, thereby maintaining high security standards within the port facilities.
The application form collects essential information from the applicant, including personal details, the purpose of access, and affiliation with any organization. Applicants must provide accurate and legible information to facilitate the approval process. The form is available for download on the KPA official website and must be filled out neatly in black or blue ink. Proper completion of the form is vital as it directly impacts the issuance and validity of the Port Pass.
Once completed, the KPA Port Pass Application Form should be submitted to the KPA Port Pass Office located at Gate No. 8 Pedestrian (Docks Stage). The processing time for the application is typically 3 to 5 working days. Adhering to the guidelines and requirements specified in the form is crucial for ensuring compliance with port security measures and avoiding any delays in obtaining the access card.
How to Download KPA Port Pass Application Form
1. Visit the Official KPA Website
To start, you need to visit the official Kenya Ports Authority (KPA) website: kpa.co.ke. The website serves as the central hub for accessing various KPA services and documents, including the Port Pass application form. It is crucial to ensure that you are on the official website to avoid any potential misinformation or fraudulent sites.
2. Locate the Quick Links Section
Once on the KPA homepage, navigate to the “Quick Links” section. This section is usually positioned prominently on the homepage, providing direct access to frequently used links and important documents. The “Quick Links” section is designed to streamline your navigation and help you quickly find the resources you need.
3. Click on ‘View All Links’
In the “Quick Links” section, click on the “View All Links” button. This action will either expand the section to show more links or redirect you to a page with a comprehensive list of all available links related to KPA services. This is where you will find various important documents, including the Port Pass application form.
4. Find the Port Pass Application Form
Scroll through the list of links until you locate the one labeled “Port Pass Application Form.” This link is specifically designated for downloading the application form required for obtaining a KPA Port Pass. The form is typically available in PDF format, which makes it easy to download and print.
5. Download the Application Form
Click on the “Port Pass Application Form” link to begin the download process. The form will download to your device in PDF format. Ensure that you save the form to a location on your device where you can easily access it for printing and completion. Dowload the KPA Port Pass Application form here.
6. Print and Complete the Application Form
After downloading the Port Pass application form, print it using a high-quality printer to ensure that all fields are legible. It is important to complete the form in neat and legible handwriting using black or blue ink. Clear handwriting is essential as it prevents any errors or misunderstandings during the processing of your application.
Filling Out and Submitting Port Pass Application Form
1. Completing the Application Form
- Personal Information: Provide accurate personal information as requested in the form. This includes your full name, contact details, and identification number.
- Purpose of Access: Clearly state the reason for needing the Port Pass. This could be related to your role as an employee, service provider, or other legitimate port-related business.
- Employer Details: If applicable, include details of your employer or the organization you represent. Ensure that this information is up-to-date and accurate.
2. Submission of the Application Form
- Submission Location: Completed application forms should be returned to the KPA Port Pass Office. The office is located at Gate No. 8 Pedestrian (Docks Stage). This is the designated area for processing Port Pass applications.
- Processing Time: After submission, allow 3 to 5 working days for your application to be processed. During this time, the KPA will review your application and issue your Port Pass.
- Status Inquiry: To check the status of your application, contact the KPA Port Pass Office at +254 41 211 32 69. It is advisable to wait the full processing period before making inquiries.
Important Guidelines for KPA Port Pass Holders
1. Card Display and Usage
- Displaying the Card: The Port Pass must be displayed prominently at all times while within the port facility. This is crucial for security and identification purposes. Cards cannot be shared or borrowed.
- Card Usage: Always use your Port Pass to enter and exit the port facility. This requirement applies every time you enter or exit, regardless of whether you are a passenger in a vehicle.
2. Handling Lost Cards
- Reporting Loss: If your Port Pass is lost, report it immediately to KPA Security at +254 721 970 440. Prompt reporting is essential to prevent misuse and ensure a quick replacement.
- Replacement Process: Lost cards can be replaced for a fee. You will need to produce a valid Kenya Police Services Abstract to obtain a replacement.
3. Access Protocols
- Vehicle Access: Vehicles must enter the port access gate area one at a time. This ensures orderly processing and prevents congestion at the gates.
- Pedestrian Access: Pedestrians should use designated pedestrian access gates and stick to the marked walkways within the port facility. This helps maintain safety and order.
4. Unauthorized Access
- Arrangements for Non-Cardholders: Individuals without a KPA Movement/Access Card must make prior arrangements with the Port Security Office. You should provide at least 48 hours’ notice to facilitate your registration for a Port Pass.
- Legitimate Business Requirement: Access to the port is restricted to those engaged in legitimate port-related business. Misuse of the Port Pass for unauthorized purposes will result in the immediate withdrawal and cancellation of the card.
5. Ownership and Validity
- Card Ownership: The Port Pass remains the property of KPA. It must be surrendered upon the cessation or termination of employment or if requested by the issuing authority.
- Payment: Payments related to the Port Pass, such as issuance or replacement fees, can be made via MPESA pay bill number 929929.
- Validity Period: The Port Pass is valid for two years from the date of issue. Ensure you keep track of its expiration to avoid any disruptions in your access.
6. Compliance and Penalties
- Compliance: Adherence to the port security requirements is mandatory. Failure to comply with the conditions of entry and card usage will result in the withdrawal of access rights.
- Monitoring and Enforcement: KPA continuously monitors port facilities using security cameras. The footage is compliant for use as court evidence if necessary. Non-compliance with security requirements may lead to legal consequences and fines up to KSH 50,000.
Conclusion
Obtaining and managing a KPA Port Pass is a critical process for anyone involved with port activities in Kenya. By following the steps outlined in this guide, you can efficiently download, complete, and submit your Port Pass application form. Adhering to the guidelines will help ensure that you maintain smooth and compliant access to the port facilities.
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For further assistance or if you have any questions regarding the KPA Port Pass, please contact the KPA Port Pass Office or visit their official website for the latest updates and information. Your adherence to the process and guidelines will contribute to the efficient operation of KPA facilities and ensure your continued access as needed.
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