I    ACCESS PERMIT APPLICATION PROCEDURE AND PERMIT VALIDITY  
  1. APPLICATIONS FOR THE RELEASE OF PERSONAL ACCESS PERMIT (PASS) AND PASSENGER-VEHICLE ACCESS PERMIT – Access permits are released based on applicants’ fully completed and submitted online forms that can be accessed on the port’s website. In the event that the online system is not functioning, applicants can submit their applications by filling in the form OBR 535 – Application for a new access permit, which must be completed correctly and in its entirety. Applications for permanent access permits should be sent at least three (3) working days before the desired issue date. In the case of a large number of persons, applications should be submitted one week in advance. Incomplete, unsigned or unconfirmed applications will be rejected, together with an explanation of the reasons for refusal.
  2. COMPLETING OF APPLICATIONS AND THEIR CONFIRMATION – While completing the applications, applicants should accurately fill in all requested personal data by paying special attention to alphabetic characters (č, š, ž, etc.), which must be exactly the same as in the applicants’ personal documents. Applicants should keep in mind that by submitting their application, they expressly declare that the information given is true and accurate. Once the application is submitted, it is first reviewed and confirmed by the applicant’s contact person from the Port of Koper that the applicant indicated as the Port of Koper employee (Business Centre, Operational Unit) with whom he/she has business contacts. If necessary, the second approval is done by staff from the port’s Health and Security Department. Only after the application has been approved at these two initial stages is it examined by the last reviewer who confirms it and issues the permit.   
  3. EXECUTION OF A WRITTEN AGREEMENT ON SAFETY MEASURES – As mentioned above, and depending on the purpose of the applicant’s entry to the port, the issue of the access permit may be subject to the execution of an “Agreement on Safety Measures” which is required in cases where two or more companies or self-employed workers will be working on a common worksite at the same time (which must be approved by the Health Protection and Ecology Department). In this case, depending on the applicant’s indication of the purpose of entry, the second reviewer of the application is the port’s Health Protection and Ecology Department. Those applicants who still have to execute the agreement mentioned above should refer to the Health Protection and Ecology Department (sporazumi@luka-kp.si). Applicants who already have a written agreement and an annex to the written agreement in place should attach them to the permit application. The attachment should include a list of all contractors and their signatures.     
  4. The maximum validity of a VISITOR access permit is 5 days; the maximum validity of a CONTRACTOR access permit is 90 days, and the maximum validity of a permanent pass is 1 year or a maximum of 2 years from activation (depending on the purpose of entry and the type of cooperation with the port).  
  1. Access permits for visitors, truck drivers (one-off passes) and external service providers must be returned to the Permit Release Office upon expiration.

II – ATTACHMENTS TO THE APPLICATION FORM

The following attachments must be provided:  

  1. PHOTOGRAPH – The application must be accompanied by a colour photograph in digital format (JPG) that shows a true image of the person named on the application form. The person must be photographed from the front, with the forehead uncovered, without hat, cap or scarf.
  2. STATEMENT OF ACKNOWLEDGEMENT OF PORT REGULATIONS – A “Statement of Acknowledgement of Port Regulations” must be attached to the application (for each person stated on the application form).

III – ACCESS PERMIT RELEASE TIME SCHEDULE

SHORT-TERM PERMITS: Applications for permit release submitted by a group of contractors or construction contractors should be submitted at least 24 hours before the scheduled entry to the port. In cases that involve a large number of persons or contractors, applications should be submitted three (3) days in advance.  

PERMANENT PERMITS: Applications for the release of permanent permits should be submitted at least three (3) days before the desired permit issue date. In cases that involve a large number of persons, the application should be submitted one week in advance. 

IV – OTHER

  1. TAKING OVER OF ACCESS PERMITS – Access permits can be collected in person during the opening hours of the Permit Release Office (Monday to Friday from 7:30 to 15:30, telephone: +386 5 6656 150 or 05 6656 100). When collecting the access permit, the applicant must prove his/her identity with a valid identity document. If the applicant is unable to collect the access permit in person, another authorised person may collect it on the basis of a fully completed form OBR 506 – Authorization for taking over a port access permit.
  1. SUBMISSION OF ADDITIONAL EVIDENCE – In accordance with the Port Regulations and in order to verify the accuracy of the information provided and the reasons for permit release, additional relevant documentation or clarification may be requested from applicants in relation to the documentation supplied.
  1. The applicant guarantees the authenticity and accuracy of all the information provided in the application.
  1. REFUSAL OF APPLICATION – If it is found that the information on the form is not correct or there is no reason for the issue of the permit, the granting of the access permit will be refused and the applicant will be informed in writing. The application shall also be refused if the applicant fails to complete the application correctly (e.g. by submitting wrong attachments, etc.).
  1. The responsibility for monitoring the validity of each access permit lies with the permit holder or his/her employer, and not with the Port of Koper.
  2. We do not issue access permits for two-wheeled vehicles!
  3. Access permits are charged according to the valid price list of Luka Koper d.d., which is published on the company’s website Home/Services & terminals/Price list and general terms. Link: https://www.luka-kp.si/en/services-terminals/tariffs-and-general-terms/