Sensitive Security Information

Transcription

1 For Pilot Air Freight LLC Authorized Representatives Please note that our legal name of Pilot Air Freight LLC is the only one recognized by the TSA. We operate under the trade name of Pilot Freight Services. Thus, you will see our forms and instructions issued under the name of Pilot Freight Services, but for any reference to the TSA, we will refer to ourselves as Pilot Air Freight LLC. January 2, 2019 Pilot Air Freight LLC Authorized Representative Partner: As an Authorized Representative of Pilot Air Freight LLC, d/b/a Pilot Freight Services, this letter and the enclosed air cargo security information is being sent to you as part of the TSA s mandate that your company be fully compliant with all components applicable in the TSA s Indirect Air Carrier Standard Security Program (IACSSP) Change 6AA. The TSA has deemed ground handlers (cartage agents) to be part of the air supply chain, but chose not to directly include them in the IACSSP program material distribution. Thus, the TSA has made your portion of the air security program Pilot s responsibility. Pilot defines an Authorized Representative as a cartage company who will handle the tender and recovery of air cargo from passenger and all-cargo airlines. You thus must carry out all procedures and protocols stated in the enclosed IACSSP Change 6A document. As an Authorized Representative are held to the same security practices and civil penalties as Pilot Air Freight LLC for any violation of the IACSSP or any fraudulent statements that would put the safety of air commerce at risk. We require your company to act on our behalf to the fullest extent of these mandated security procedures. If your company cannot abide by these federal requirements, we cannot consider your company as an Authorized Representative that can tender cargo to an airline in your respective market. The enclosed documents contain the Pilot Freight Services Cargo Security Information Packet for Authorized Representatives, 2017 Edition. The documentation contained herein is marked as sensitive security information, and is only to be shared with your employees that come into direct contact with air cargo. Employees that have no access to air cargo, or that have no reason to handle air cargo will not be required to know the details of these government mandated security measures. All TSA regulations are based on a need to know basis. The information being shared with you in this Security Packet is part of the Act, as is stated below on each page of this letter. All your employees involved in the cartage and tender process of air cargo must be fully aware of all the IACSSP measures which affect Pilot and your company. Pilot will take all the necessary steps prior to dispatching a shipment to your organization that you and Pilot Freight Services are 100% TSA compliant. The Pilot Freight Services Cargo Security Information Packet for Authorized Representatives has been sectioned for viewing of individual chapters or printing of the documents, along with all training modules. Please review the key components of your responsibilities as Authorized Representative as listed below.

2 Security Administrator: Please assign one primary and one alternate individual within your organization to be designated Security Administrators for Pilot Freight Services. It will facilitate both parties to work with one or two individuals on the training and vetting processes necessary to carry out the TSA requirements. For Pilot Freight Services, your primary contact for day-to-day issues pertaining to compliance documentation, training document submission, Security Threat Assessment (STA) applications, etc. will be Donna Thornton, Pilot s Alternate TSA Security Coordinator. Donna s contact information is as follows: Training: Donna Thornton, Alternate TSA Security Coordinator Pilot Air Freight LLC d/b/a Pilot Freight Services 314 N. Middletown Rd. Lima, PA Phone: Fax: dthornton@pilotdelivers.com All staff of your organization that has direct access to air cargo in your facility must be fully trained in the requirements of the IACSSP. This training is accomplished via a presentation with the test questions following the presentation. This training module was designed and collaborated with Veroot, as the Change 6A document did not issue any specific training tests for Authorized Representatives. The test enclosed is being used by multiple IACs, to avoid any sort of duplication of effort for your employees taking the test. The training module is included in Section 6 of our Cargo Security Information Packet, and is presented in Adobe (.pdf) format, depending on the compatibility of your computer for this software. Testing: There is only one test required, namely the IACSSP Change 6A Security Test for Authorized Representatives. Testing should commence immediately upon receipt of this letter, with all test results submitted back to Pilot Freight Services no later than five (5) business days after receipt of this packet.

3 Security Threat Assessment Application: As part of the IACSSP, all personnel involved in the handling of or having direct access to air cargo must undergo a Security Threat Assessment (STA) application. This is a five-year background check performed by the TSA; it is a mandatory requirement for any employee having unescorted access to air cargo (Refer to Section 5 of this Security Packet for full instructions and the actual STA application form). If you and your employees have already undergone a Security Threat Assessment application, it is not necessary to complete another STA application, unless the employee is coming up on their five (5) year anniversary of completion of their initial STA application. Security Threat Assessment I.D. numbers are only current for a five (5) year period. Also, you must provide STA applications for any new hires, or provide us with their current STA I.D. numbers if they have been employed with another IAC within the last 30 days. If a new employee has not had employment with another IAC or air carrier within the last 30 days, you must re-submit an STA application on their behalf. In lieu of a Security Threat Assessment, the following forms of assessment will be acceptable: The HAZMAT Threat Assessment Program (49 CFR 1572) evidenced by a State-issued (including the District of Columbia and territories and possessions of the United States) commercial driver s license with hazardous materials endorsement; A Transportation Worker Identification Credential (TWIC) in accordance with the final rule on TWIC Implementation in the Maritime Sector; A Free and Secure Trade (FAST) card issued by U.S. Customs and Border Protection under the Free and Secure Trade Program. If you and your employees have already completed a Security Threat Assessment application with another IAC, it is not necessary to complete another STA application. We will accept your list of employees with their STA I.D. numbers in lieu of actual copies of actual STA applications. If Pilot Freight Services does not have a current list of all your employees and their STA I.D. numbers, contact Donna Thornton immediately so that we can update our database with this information. You must notify us immediately of termination of any vetted employees that have been given STA authorization, as we must maintain these records for a minimum of 180 days after the employee s termination date. The cost for the Security Threat Assessment (STA) application will be a $5.00 processing fee plus the actual cost as dictated by the TSA at the time the STA application is processed. This fee will be deducted from your next cartage billing upon receipt of your Security Threat Assessment applications. If you request Pilot to process STA applications for your employees at locations where your company is not a designated Authorized Representative of Pilot Freight Services, our fee will be $25.00 per employee plus the cost of the application as dictated by the TSA.

4 Please complete any Security Threat Assessment applications immediately and forward them to Donna Thornton. It will take approximately one (1) week for the TSA to issue the STA number. The STA number is the first item the TSA will request during any comprehensive audit of a particular shipment or your entire operation. For new Authorized Representatives only: Pilot will be requesting your company to provide Security Threat Assessment (STA) applications submitted for all your personnel that will be involved in the handling of air cargo, or have direct access to air cargo upon receipt of this Security Packet. The details regarding acceptable STA supplements are listed below. The TSA issued STA form is enclosed as part of this packet in Section 5. Submission of the STA applications is required before your company can start handling air cargo shipments on our behalf. Acknowledgement of this Cargo Security Information Packet: There are two specific forms attached to this letter, specifically the: Acknowledgement Form I.A.C. Authorized Representative Details Questionnaire Form These two forms must be completed upon receipt of this cargo security information packet, signed off by the Station Manager, Owner, or Security Administrator of your organization, and returned to the attention of Donna Thornton within five (5) business days of receipt. This is our proof presented to the TSA that you are in receipt of this cargo security information packet, and evidence to the TSA that Pilot Freight Services has notified you of your security responsibilities pertaining to the federal regulations concerning the air cargo security supply chain. These Documents are : All forms enclosed in this cargo security packet should be printed for distribution within your operation to drivers and those operations staff who will require use of the forms on a daily basis; all other material marked as (each page is noted as such with a header and footer) can also be reproduced, but must be kept under lock and key. Access to these documents should only be utilized by your Station Manager, Operations Manager, or company Security Administrator.

5 We realize that that compliance with all aspects of the Indirect Air Carrier Standard Security Program is an important responsibility, and a requirement of compliance with federal law. As an Authorized Representative, you are held to the same security practices and civil penalties as Pilot Freight Services for any violation of the IACSSP or any fraudulent statements that would put the safety of air commerce at risk. We take this program very seriously, and all compliance measures must be the highest priority for you and for Pilot in the on-going effort to keep civil aviation safe from terrorist threats. Please contact me with any questions you have concerning the enclosed information my direct phone number is (610) , or via to tdrake@pilotdelivers.com. Respectfully, Thomas Drake Executive Vice President, Domestic/Canadian Operations & Traffic Primary TSA Security Coordinator PILOT AIR FREIGHT LLC d/b/a PILOT FREIGHT SERVICES Corporate Headquarters 314 N. Middletown Road Lima, PA 19037