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Managing an ACE Secure Data Portal Account

ACE Portal Resources

The following provides advanced details on how accounts may be structured and how Account Owners may go about managing their Top Account, Sub-Accounts, and users.

Accounts

When accounts are initially created, the Account Owner is aligned to the Top Account, which links all subsequent account components (sub-accounts, business activity access, and users) together. The primary Sub-Account Type (i.e. broker, protest filer, etc.), as identified during the application process, is automatically established as a Sub-Account under the Top Account. If an account conducts multiple business activities, they will be displayed as different Sub-Account Types.

If at a later date a company needs access to additional Sub-Account Types, these may be added by the Account Owner, by providing the necessary identifying information. Account Owners looking to add a broker, carrier, or filer Sub-Account Type to their account should contact ACE Support. For all other activities, an Account Owner will need to follow the steps outlined below:

  1. From the ACE Portal landing page, select the Accounts tab.
  2. In the Task Selector portlet, select the business activity from the Select Account Type drop down and click "Go".
  3. Under Select Task, choose "Create".
  4. Where prompted, provide necessary corporate information in steps one through four and submit.
Account Tip:
Did you know that a corporate identifier cannot exist in multiple ACE Portal accounts? If your company establishes multiple ACE Portal accounts and you attempt to add a corporate identifier from one of your existing accounts, the system will generate an error that prevents you from reusing the existing corporate identifier.

 

Sub-Accounts

Account Owners are able to govern which sub-account(s) a user is able to access. They may limit access to select Sub-Accounts, or further components (i.e. permitted location). We've outlined some examples below of different account structures to illustrate how an account may be structured for either smaller or larger companies.

Smaller Companies

ACE Portal Basic AccountFor smaller companies, the Account Owner may be the single user and therefore assume all user functions. This scenario is likely when there is a small to medium sized business that is aligned to a single business activity.

The image to the right illustrates this simple structure, that is only made up of a Top Account, one business activity, and one associated Sub-Account. Within this structure, as more employees join the company, they can be added as users to the single Sub-Account.

 

 

Larger Companies

For larger companies, or as companies expand operations, Portal accounts, access and structure may be customized to align with their business operations. For example (illustrated below) there is a Top Account, multiple business activities, and several Sub-Accounts.

ACE Portal Account Advanced

Within this structure, as more employees join the company, their access can be managed across the various Sub-Accounts and lower (as applicable). The table below outlines lower level activities, as they relate to select business activities.

Account Tip:
DO NOT associate the corporate identifier of your client to your ACE Portal Account structure. This will prevent the client company from establishing their own ACE Portal Account.
Business Activity Account Structure Components
Broker
  • Permits
Importer
  • Importer of Record Numbers

Users

Within the ACE Portal, Account Owners (or Proxy Account Owners) can add existing users to an account and manage their access across Sub-Accounts down through lower levels of an account structure (i.e., a permitted Broker location). For details, please review our Managing User Access - User Guide to learn more on creating new users, assigning access privileges, and deactivating user accounts.

Adding Sub-Account Types or Account Identifiers to an Existing ACE Portal Account

Companies who have established an Automated Commercial Environment (ACE) Secure Data Portal Account can later submit a request to U.S. Customs and Border Protection (CBP) to add other sub-account types or additional account identifiers to their ACE portal account.

To initiate a request to add a new sub-account type or additional account identifiers to your existing ACE Portal account, the Account Owner (AO) must follow these steps below:

For Exporter and Protest Filer accounts:

  1. Download and complete the ACE Secure Data Portal Account Owner Designation/Authorization Form
  2. Provide the necessary information related to the sub-account type you wish to add to your ACE Portal Top Account:

Sub-Account Type

Required Information

Broker

  • Filer code

Importer

  • Importer of Record (IR) # (include all suffixes and 00)

Carrier

  • International Civil Aviation Organization (ICAO), or
  • International Air Transport Association (IATA), or
  • Standard Carrier Alpha Code (SCAC)

Self-Filer

  • Filer Code

Surety

  • Employer Identification Number (EIN) / Social Security Number (SSN), or
  • Surety Code

Software Provider

  • SCAC, or
  • Filer Code, or
  • EIN/SSN

Facility Operator

  • EIN/SSN, and
  • bond number, and
  • FIRMS code

FTZ

  • EIN/SSN, and
  • bond number, and
  • FIRMS code,
  • And Zone Number, and
  • Sub-zone / Site Numbers

Cartmen, Lighterman, or Driver Crew

  • Required information varies

Note: If you need to add more account identifiers (i.e., surety code, filer code, importer of record number/suffixes, etc.) than the form supports, please notify CBP’s ACE Application team via email at the time of submission.

  1. Once the ACE Portal Application form is completed and you are ready to submit it to CBP’s ACE Application Team, please include the following in an email message to CBP’s ACE Application team:

  • Denote you are requesting a new sub-account type to be added to your existing Top Account,
  • List your existing Top Account ACE ID #, User ID, current account views, and
  • Provide the name of the AO (include first and last name)

For Imports and all other account types

  1. If you wish to include additional account identifiers to your exiting ACE Portal account, please send a letter on company letterhead and include:

    • IR/Suffix #, SCAC, filer code, surety code, firms code, and the top account name under which you would like the ACE Application team to associate the new account identifier to your account
    • Telephone and e-mail address for accurate communications
    • Subsidiary acquisition date.
    • Signature of the legally authorized official
    • Additional background documentation as necessary; bond, news release, etc.
  2. Due to a requirement to have on file an original signature from the official company officer or ACE Portal Trade Account Owner, the original letter must be mailed to :

Selma Larson

ACE Portal Account Administrator

CBP

Program Office #1352

1801 N Beauregard

DHS, VA 20598-1352

  1. In addition to mailing your application, you may also email a copy to the ACE Application team.

Note: If the first 9 digits of the new IR# matches an IR # that is already associated to your ACE Portal Account, the physical letter DOES NOT need to be mailed to the ACE Portal Account Administrator in DHS, Virginia.

Example: 12-345678900 is already associated to ACE Portal Account; you are requesting 12-3456789AB

When the application is approved, you may access the additional sub-account types by changing the account view through the “Task Selector – Select Account Type” within the ACE Portal.

Merging ACE Portal Accounts

A company who has established multiple ACE Portal accounts for any of the available account type views can elect to combine their multiple accounts into a single ACE Portal Account. Combining multiple ACE Portal accounts prevents users from having to use different User IDs and passwords, or select different names to log into their company’s ACE Portal account. Merge Account requests can be initiated for any combination of the available account types listed below:

  • Broker
  • Importer
  • Carrier
  • Surety
  • Exporter
  • Protest Filer
  • Facility Operator
  • FTZ Operator
  • Software Provider
  • Cartmen
  • Lighterman
  • Driver/Crew

To initiate a merge account request, the AO will need to submit a letter on company letterhead, signed by the AO or any legally authorized company official. The merge account request letter must include the following:

  • Reason or justification for combining the ACE Portal accounts
  • If the two ACE Portal accounts have different names, please include a brief summary or attach any documentation describing the relationship between the two companies
  • Account Information:

Information

Primary Account

Merged Accounted

Top Account ACE ID

ü

ü

Company name

ü

ü

Filer Code

(IR #, EINs, ICAO, IATA, SCAC, FIRMS, and Surety)

ü

ü

Type of account

ü

ü

Account Owner name

ü

ü

Account Owner email address

ü

ü

Account Owner contact number

ü

ü

A hard copy of the merge account request letter with the original signature must be mailed to CBP. CBP recommends assigning a tracking number to the letter to ensure the timely delivery of the letter to the ACE Portal Account Administrator. Please mail the letter to:

Selma Larson

ACE Portal Account Administrator

CBP

Program Office #1352

1801 N Beauregard

DHS, VA 20598-1352

Note: A scanned copy of the letter should also be emailed to ACE Support.

If the AO is the same person associated on both ACE Portal Accounts, or if the merging of accounts is between companies with the same IR# but different suffixes, a hard copy of the merge account request letter does NOT need to be mailed to CBP, but will still need to be emailed to ACE Support.

 

Existing ACE Portal Account Owner Changes

For Broker, Importer, Carrier, FTZ, Facility Operator or Surety accounts

To replace the Account Owner (AO) of an existing ACE Secure Data Portal Account, please complete a ACE Secure Data Portal Application form with the new AO information in Section B. Account Owner Designation, select TAO or POC from the drop-down menu available at the top of the application form to indicate that a change is being made to an active account and submit the application form to U.S. Customs and Border Protection (CBP) ACE Application team via email.  

For Exporters and Protest Filer accounts

To replace the AO of an existing ACE Secure Data Portal Account, please include the information below on company letterhead and submit it to CBP ACE Application team via email with the following:

Corporate Information:

  • Employer Identification Number (EIN) # or Protest Filer #
  • Company Name
  • End of Fiscal Year (MM/DD)
  • Address 1 - Address may not be a Post Office box
  • Address 2
  • City
  • State
  • Zip Code

New ACE Account Owner Information:

  • First Name
  • Middle Name
  • Last Name
  • Date of Birth - MM/DD/YYYY on or after 01/01/1900
  • Telephone #
  • Extension
  • Fax #
  • E-mail
  • ACE Login ID (if the new AO already has one)
  • Justification for the AO change (i.e., current AO has left the company)

If your company does not yet have an ACE Portal Account, please review our Applying for an ACE Secure Data Portal Account page.

Last modified: 
April 20, 2018