Attachment J.5 - OAA-IP-19-007 - CO guidance for Procedures entering FSN in SPOT.pdf

U.S. Citizens – A U.S. Citizen is identified as a person born in the United States, naturalized, or a person who has been issued a Certificate of U.S. Citizenship.

Foreign Nationals – Within SPOT, a Foreign National is anyone who is not a U.S. Citizen. Green

Card holders are also identified as Foreign Nationals. A Foreign National is categorized as either a

TCN or an LN, based on the person's citizenship and duty station location.

Third Country Nationals (TCNs) – TCNs are Foreign Nationals who are not citizens of the country where their duty station is located. For example, a German citizen deployed to a duty station in Korea is a TCN.

Local Nationals (LNs) – LNs are Foreign Nationals who are citizens of the country where their duty station is located. For example, a German citizen with a duty station located in Germany is an

LN.

Business Rules:

All individuals will view the training videos (via the SPOT Resource Center https://spot.dmdc.mil/privacy.aspx) upon registering in SPOT as the Company/IP Administrator.

Company/IP Administrators must ensure that they set the deployment date, the in-theater arrival date, as well as the re-deployment date for all individuals

Company/IP Administrators are responsible for entering all personal information for individuals requiring a Letter of Authorization (LOA).

While Afghan Nationals do not usually require an LOA, they must be accounted for in SPOT as a company employee with the “in-theater arrival date” set.

Public International Organizations (PIO) are exempt from SPOT

User Roles:

The Company Administrator

As employee of the Contract/Agreement recipient, the Contractor Company/Agreement

Administrator enters company employee information into SPOT. Completes all appropriate fields and requests and submits the LOA to the Government Authority (GA) for authorization.

Information needed to enter individuals into SPOT before requesting an LOA:

It helps for Company Administrators to have the information in Appendix A ready before entering an individual in SPOT.

Adding Foreign/Local National in SPOT:

Foriegn Nationals are required to be registered in SPOT. Follow the Step by Step instructions provided in the Synchronized Predeployment & Operational Tracker - Enterprise Suite (SPOT-ES):

Contractor Company User – Release 8.10 , Section 5.3 Adding a Person (Foreign National) (Page

82 – 87).

User name and password accounts are NOT authorized for citizens of the following countries: Afghanistan, Kuwait, Iran and Iraq.

Attachment 1 https://spot.dmdc.mil/privacy.aspx

Department of State SPOT Business Rules Nov 2011

Appendix A: Information needed to enter individuals into SPOT before requesting an LOA

It helps for Company Administrators to have this information ready before entering an individual in SPOT as the system times out after a period of inactivity.

Name:

Date of Birth:

Place of Birth:

Citizenship:

Passport Type:

Passport Number:

Passport Date of Issue:

Passport Date of Expiration:

Passport Place of Issue:

SSN:

Blood Type:

Contracting company:

Contracting number (starting with SAQM):

Dates of contract:

COR:

Contracting Officer:

Clearance level:

Clearance expiration date:

Company that is host of clearance:

USG Agency Granting/Issuing Clearance:

Projected Arrival Date:

Projected Departure Date:

Contact Numbers:

a. Home

b. Office

Home Address:

E-mail Address (PERSONAL):

Work Address:

E-mail Address (STATE):

Emergency Contact (NEXT OF KIN):

a. Name

b. Telephone

c. Relationship

d. Address

The Resource Center maintains tables for major SPOT tasks/activities showing which fields are required. Required fields must be completed for SPOT to accept the information. Please note that the Resource Center is located within the SPOT application.

The SPOT ES Resource Center link is:

https://spot.dmdc.mil/ResourceSPOTES.spot http://www.resource.spot-es.net/ViewCategory.aspx?MenuID=28&CategoryID=76

SPOT-ES 8.10: Contractor Company User Manual

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11. Select the next action you would like to perform. Click Continue.

o If you select Complete this person’s profile?, the “Edit -Personal Information” page will display where you can update and add more information for the person, such as Passport, and Next of Kin.

o If you select Add another person?, the “Add Person” page will display where you can add another person.

o If you select Exit to profile summary?, the “View Person” page will display where you can view a summary of the person’s details.

5.3 Adding a Person (Foreign National)

To add a person as a Foreign National in SPOT:

1. Use one of the following ways to navigate to the “Add Person” page:

• From the SPOT menu bar, hover the cursor over SPOT and a drop down menu will display. Under “Person”, click the Add link.

• From the “Start Here” section of the “Home” page, click the Add a Person link.

The “Step 1” tab of the “Add Person” page will display.

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2. On the “Step 1” tab, select Foreign National. Click Save and Continue. The “Step 2” tab of the “Add Person” workflow will display.

Note: You must add a contractor in SPOT as a Foreign National if the person is not a citizen of the U.S. Green Card Holders, even with those with Social Security Numbers, are only residents of the U.S. and are not considered citizens.

3. Enter the requested personal information. Click Validate and Continue. The “Step 3” tab of the “Add Person” workflow will display.

Notes:

• Once data is saved by clicking Validate and Continue, the Personnel Category field is read only. The other fields are editable if they have not been validated by the DMDC verification process.

• Foreign Nationals are not DMDC validated. Therefore, for Foreign Nationals, the value of the DMDC Validated field on the “View Person” page will always be No.

• When the letters in the name of an individual do not exist in the English alphabet, use what the translated letter to English would be, or use the closest English letter.

• If the Foreign National has only one name, enter the one name in both the First Name and Last Name fields, on the condition the Foreign National has a unique Foreign Identification Number (FIN) and/or birthdate.

• When adding a Foreign National, if the person has a DMDC DEERS issued FIN, enter this FIN in the FIN field. Otherwise, follow these guidelines:

Document Version 42.0, April 2019 84 o For privacy reasons, if a Foreign National has an SSN, do not enter this number in the FIN field, because unlike SSN, a FIN is not masked when it is displayed.

o If the Foreign National will be getting a CAC, the FIN will be issued by DMDC. A Foreign National can obtain a DMDC FIN by visiting a DMDC Real-Time Automated Personnel Identification System (RAPIDS) location.

The nearest RAPIDS location may be found at http://www.dmdc.osd.mil/rsl/ or contacting the Defense Manpower Data Center Support Office (DSO) at 1- 800-538-9552. At least two (2) original proof of identity documents that include document/identity numbers, issue/expiration dates and country/state/province/county/city of issuance are required. In addition, the Foreign National will need to provide the sponsoring Service Branch/Agency, home/mailing address, work address, email address, phone numbers, gender, marital status, date of birth, organ donor status, and blood type. The Foreign National’s photo and fingerprint will be captured during the DMDC FIN issuance process.

o If a DMDC FIN is not available:

Use the FN’s National Issued ID Card number preceded by the three-digit ISO country code (e.g., AFG1234 for a foreign national from Afghanistan).

If a National ID Card is not available, use the Passport Number preceded by the three digit ISO country code.

If none of the above is available, create a FIN that is up to 18 characters long. (Record the FIN for future deployment management and informational purposes.):

• Enter the first five letters of the last name. If the last name is less than five letters, enter the entire last name. If the last name is not known, enter the first name.

• Enter the eight-character date of birth (MMDDYYYY). If the date of birth is unknown, use today’s date.

• If SPOT says that the FIN is already in use, contact the SPOT- ES Help Desk to determine if the contractor has already been added to SPOT and ensure that the contractor is not added to SPOT multiple times. If the FIN that you are creating is already associated with a different person, append the above with up to five random alphanumeric characters until a unique FIN is created.

http://www.dmdc.osd.mil/rsl/

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Add Foreign National (FN) – No FIN Entered

Add Foreign National (FN) – FIN Entered

4. Enter personal information. Select the person’s country from the Citizenship field.

Note: If the person’s citizenship is unknown or should not be disclosed for security reasons, select Unknown. This should be done only on very rare occasions, as it will result in those individuals being identified as TCNs regardless of the country to which they are deployed.

5. Click Save and Continue. The “Step 4” tab of the “Add Person” workflow will display.

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6. If the person works for your company, select your company’s radio button and continue to step 11. If the person works for a subcontractor company, continue to step 7.

In the “Step 4” tab of the Add Person workflow, the relationship between a contractor and a company is established. Depending on your role, the system will prompt you to select the contractor’s company to be the same as your company or an applicable subcontractor company.

Add FN Company Employee and No FIN Entered; Passport Fields Required

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Add FN Company Employee and FIN Entered; No Passport Fields

7. To add a person who works for a subcontractor company, select the Subcontractor

Company radio button.

Notes:

o To add a person who works for a subcontractor company, the Company

Administrator for the prime contractor company must affiliate the subcontractor person with the contract/task order to which the subcontractor company is associated. To release a subcontractor employee from a contract/task order, see Section 5.6, Releasing a Person from a Contract/Task Order.

o If the prime Company Administrator adds a person who works for a subcontractor company, the prime Company Administrator can only deploy the person for the contract/task order specified when the person is added. This restriction does not apply when Company Administrators add and deploy persons who work for their own company.