Kenya - Apply for a Fuel Oil Wholesale License

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Procedure

Apply Online
Step 1: Create an Account with the EPRA portal (For new applicants)

1. To apply for a fuel oil wholesale license, visit the and Petroleum Regulatory Authority (EPRA) Website
2. New users will be required to register with the EPRA online user portal, hover the mouse cursor over the “Online Service” Option, and select “License Application” on the drop box.
3. Create Account” hyperlink to create a new account, on the next page select and click the “Create a Business Account” option.
4. This will facilitate the online registration page to open, Populate all mandatory fields accurately, and capture the security code, before clicking on the “Signup” button.
5. Log in to the account email you provided during the registration process and open an Automatically Generated email from the EPRA System.
6. Click the provided hyperlink to activate the profile, and login using the registered credentials (User Name/Password).

Step 2: Apply for a Fuel Oil Wholesale License.

1. Once logged in to the portal, select Licence Management and click on “New Licence Application” scroll down to Petroleum/LPG Sector. Under Petroleum/LPG Sector, locate Petroleum Business Licence (Except LPG) and click on the “Import, Export and Wholesales of Fuel Oil”.
2. Ensure you have the listed required documents saved in the device you are using to make the application then click on the “Continue with Registration” tab.
3. Fill in the required personal details under the Bio Data Section then click “Next”.
4. Fill in the required details under the Director’s Section then click “Next”.
5. Fill in the required details under the Description of Premises, then Click on “Next”.
6. Under the Documents Section, for every requirement do the following;
   • Ensure the documents are grouped into one pdf for ease of review i.e.,all fire certificates should be combined into one pdf,similarly combine the NTSA Inspections; Calibration, and Logbooks/Lease agreements.
   • Click on the Choose Files button. Go to where the document is saved, select it, and then click “Open”.
   • Once you have browsed and selected all the required Files, click on “Upload Files”.
7. Select a license pick-up location that is convenient, then click on “Next”
8. Under Submit Applications, confirm all information regarding the category of license selected is well inputted, once done click on “Submit Application”.
9. No licensing fees are charged at the moment for petroleum business licenses.
10. Upon successful submission, the applicant will receive a submission and inspection notification via email or phone call.
11. Applicants can see the status of the application by logging into their account, going to License Management, and clicking on “Application History”

Step 3: Processing and Evaluation of the application by the EPRA office.

1. The license application shall be processed within 30 days from the date of submission.
2. The application shall be reviewed for material completeness.
3. The applicant shall be notified of an inspection to verify the submitted documents and mandatory tools required. The inspection is conducted at the applicant’s premise or EPRA office.
4. Successful applicants during the inspection shall receive a notification in their email, on the outcome of their application
5. In case a license is deferred one will be notified of the specific reasons.

Step 4: Collect the Fuel Oil Wholesale License.

1. The applicant should visit the selected pick-up station (Petroleum and Gas Department (EPRA) office) with their valid identification document to be validated before being issued the permit.
2. The license is usually collected by the director. In case the director is unable to pick, he/she is required to notify EPRA through an email to the representative who will collect the license. The notification should contain the identity card number and the name of the representative.

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Required Documents

• CR12 from the Registrar of companies (should not be older than 1 year at the time of submission of the application. Further, if a Limited company appears as part of the shareholders, provide the company's CR12 plus all the Directors' IDs)
• Certificate of Incorporation / Business Registration Certificate
• Valid Tax Compliance Certificate from Kenya Revenue Authority
• Legible Copies of Identification Documents i.e. IDs/Passports for all the Company directors
• Single Business Permit to operate the business from the respective County Government
• Proof of membership to a National Oil Spill Contingency Group
• Valid Work Permits Class “G” for all foreign directors working in Kenya (Foreign directors not resident in Kenya should provide a notarized declaration. Any employee given Powers of Attorney by a foreign director should provide a copy of their ID)

Office Locations & Contacts

Energy and Petroleum Regulatory Authority (EPRA) - Head Office
Address: Eagle Africa Centre, Longonot Road, Upperhill
Telephone: +254 709 336 000|+254 020 284 7000|+254 708 444 000
Postal Address: P.O. Box 42681 - 00100 NAIROBI, KENYA
E-mail: [email protected]
EPRA Contacts & Offices Location Details
EPRA Website

Eligibility

• Registered companies/ businesses are eligible to apply.

Fees

• No licensing fees are charged at the moment for petroleum business licenses.

Validity

• Thepermit is valid for one (01) calendar year unless suspended or revoked or cancelled by the Authority.

Documents to Use

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Sample Documents

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Processing Time

• An application will take a maximum of 30 days from the date of successful submission of the application to the response either by grant or deferral of a license.
• The application for a Renewal of the license should be filed at least 30 days before the expiry of the current License as per the Conditions of the awarded License.

Related Videos

Videos explaining the procedure or to fill the applications. 
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Instructions

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e.g. The state office holds birth records since january 1908.

Required Information

• Company registration certificate details
• Location/ address of the site
• Contact details
• Details of the directors
• Licensing Category applying for
• Description of the Premises/facility
• Declaration by the applicant

Need for the Document

• No person/ company/ business shall undertake any activities which involve petroleum products such as; wholesales of fuel oil unless he/she is a holder of a valid permit/license issued by the Petroleum and Gas Department Energy and Petroleum Regulatory Authority (EPRA).

Information which might help

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Other uses of the Document/Certificate

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e.g. Birth Certificate can be used as proof of identity.

External Links

Kenya Energy Act
Kenya Petroleum Act-2019

Others

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