MFR Installation Access and Vetting Procedures for U.S. Citizens and Foreign Nationals.pdf

DEPARTMENT OF THE AIR FORCE

HEADQUARTERS 125TH FIGHTER WING (ACC)

JACKSONVILLE, FLORIDA

3 May 2024

MEMORANDUM FOR 125 FIGHTER WING PERSONNEL

FROM: 125 SFS/CC

SUBJECT: Installation Access and Vetting Procedures for U.S. Citizens and Foreign Nationals

References: (a) DoDM-5200.08_V3_AFMAN31-101V3, 27 February 202, Installation Perimeter Access Control

(b) Title 8 United States Code 1304, (e) Personal Possession Registration or Receipt card, Penalties

(c) 125 FW IDP, 03 March 2022

1. All non-Department of Defense (DoD) to include Foreign Nationals (FN) requesting installation access must comply with the policies and procedures contained in this memorandum and the process for completing an installation access request.

2. The 125 FW Form (FM) 2 must have an original signature (wet signed) or authorized Common Access Card (CAC) electronic signature. Computer typed signatures are NOT authorized and only completed typed (no handwritten forms) forms will be processed.

3. This document outlines the installation access requirements along with and not limited to the requirements listed in the Performance Work Statement (PWS) or Statement of Work (SOW).

This plan sets forth the procedures and guidelines that will be used in ensuring the required access for service levels are achieved by the installation and contractor(s).

4. 125 Fighter Wing (FW) Form 2: all contractors and sub-contractors shall submit a 125 FW Form 2 (provided by the 125 Security Forces Squadron (SFS) through the 125 Contracting office) along with a completed package (FM 2 & supporting documentation) back to the Contracting office for verification.

a. Processing timeline: There is a processing period of up to at least five (5) business days prior to the approved start date for vetting of all United States citizens and twenty-two (22) business days for non-United States citizens which is defined as individuals born outside of the United States).

(1) Non-United States citizens background checks will be processed through the Air Force Office of Special Investigations (AFOSI) and the Department of Homeland Security (DHS). The process may be delayed based on personal backgrounds and ultimately could be denied based on prior travel and criminal history. Please do not contact the Pass and ID office for results, unless the above processing timelines have been exceeded.

b. Additionally, the vetting process does not begin until Security Forces (SF) receives the completed package from the Contracting Office.

5. Filling out the Form 2: The 125 FW Form 2 (Revision: August 2023) MUST be typed and properly filled out with the visitor’s/contractor’s information, signature (wet inked), Social Security number, driver’s license number, place of birth, sponsors signature and dates of visit. If any information is not typed properly, the Form 2 is subjected to be rejected and the five (5) business days will be furthered delayed. At no point in time should a visitor/contractor (US citizen or FN) arrive directly to the Main Gate to be vetted, we do not do same day vetting unless it is a delivery vehicle or an emergency situation (these circumstances are announced prior to anyone arriving at the gate). Handwritten form 2s will be accepted for delivery drivers for day of deliveries only.

6. Required documentation: All non-DoD affiliated US citizens will need to provide the following documentation along with the FM 2. Original or certified true copy of a birth certificate bearing a raised seal, social security card, and driver’s license. All three documents must bear the same name, or a former name as documented on acceptable name change documentation such as a court order, marriage certificate, or divorce decree. In this situation:

a. The birth certificate and social security card are used to establish identity for the purpose of access control.

b. Failure to comply with these timelines/procedures will result in worker’s being turned away and delaying the identity proofing and vetting process.

7. All non-US citizens (Foreign Nationals) are required to have the following current and valid documents attached to the FM2 and on their persons throughout the awarded contract date: photo identification, passports, work visas and citizenship proof.

a. In this situation, the documents are used for identity proofing:

(1) An unexpired work visa is required. (This is required and will be verified to ensure member is valid throughout the awarded contract date).

(2) An unexpired U.S. passport or passport card.

(3) An original or certified true copy of a birth certificate issued by a State, territory, possession, or the District of Columbia bearing a raised seal.

(4) A Certificate of U.S. Naturalization (Form N-550 or N-570).

(5) A Consular Record of Birth Abroad.

(6) Other documents as established by DoD Component-level policy:

(a) Permanent Resident Card; AKA Green Card (Form I-551): The Permanent Resident Card shows the DHS seal and contains a detailed hologram on the front of the card.

Each card is personalized with an etching showing the bearer’s photo, name, fingerprint, date of birth, alien registration number, and card number. A foreign passport with a temporary (I-551) stamp or temporary (I-551) printed notation on a machine-readable immigrant visa.

(b) U.S. Citizenship and Immigration Services (USCIS) uses either an I-551 stamp or a temporary I-551 printed notation on a Machine-Readable Immigrant Visa (MRIV) to denote temporary evidence of lawful permanent residency.

*Background information will NOT be shared with anyone other than the person being vetted.

Companies inquiring why their employee(s) were denied will be advised to speak directly to their employee(s). No information will be provided, no exceptions.

8. Vetting Criteria: Certain vetting criteria must be passed to gain approval (certain things are considered confidential information with the Pass and ID Office). A crime matrix will be utilized if any crimes committed are in question, to include how long ago the crime(s) were committed.

Refer to the attached Denial Criteria Letter for further.

a. The individual vetted and denied access may contact Pass and ID directly for the ONLY following reasons:

(1) If they can prove a crime was “expunged” from their record.

(2) If they were notified that there was fraudulent activity or identity theft under their social security number given.

(3) They have a legitimate reason to believe their “denial” wasn’t due to their record, but possibly a family member with the same last name.

9. Vetting Completion: Once the vetting is completed and the individual is approved to gain access to the base, the 125 SFS Pass & ID, will generate a prefilled AF Form 75, Visitor/Vehicle Pass. The AF Form 75 will be kept at the front gate awaiting the employee. The AF Form 75 is only authorized for three (3) business days.

a. Single day deliveries will be issued an AF Form 75.

b. For projects less than thirty (30) days, a Defense Biometric Identification System (DBIDS) paper pass will be issued.

c. For projects greater than thirty (30) days and less than twelve (12) months, a DBIDS badge will be issued.

10. Expired or Expiring DBIDS Card: If an individual’s DBIDS card is expiring, they will need to complete a new FM 2 for vetting which includes the new contract dates. We recommend site supervisors plan accordingly to have individual’s complete and submit an updated FM 2, to the Contracting Office for verification approximately thirty days (30) prior to DBIDS card expiring.

11. Termination Procedures: The Contract Office Representative (COR) or Sponsor shall attempt to obtain the DBIDS card from the individual prior to them leaving the installation. Then immediately notify Pass & ID office of the individual’s termination and if the DBIDS card was or was not obtained. Obtained cards, need to be turned into Pass & ID and if the card was not obtained, give the individual’s personal information to Pass & ID to be entered into the DBIDS database.

12. If a contract/job is ending: All DBIDS cards shall be collected by the COR/Sponsor once all individuals have completed their official contracting duties in that area. All DBIDS cards then need to be turned in to Pass & ID.

13. Pass and ID hours of operation:

Monday - Friday: 0800-1100 & 1300-1600 (closed alternating Mondays) *Closed on ALL scheduled State/Federal Holidays.

14. This letter supersedes the memorandum for record dated 2 April 2024

ROBERT A. McLEAN, Maj, FLANG Commander

Attachments:

1. Denial Criteria Letter

2. 125 FW Form 2