Attachment 3 DEVCOM AC FVS Exempt ONE TIME Visit Request Guidance.pdf

17Nov2023

DEVCOM-AC Foreign Disclosure Requirements for Foreign Visits System (FVS) Exempt One-Time Visit

The One-Time Visit policy applies to but is not limited to, marketing visits, courtesy calls and contractor-related meetings or reviews. If DEVCOM-AC personnel are planning on hosting a non-government sponsored one-time foreign visit that is exempt from submission in the foreign visit system (FVS), it is recommended to contact the DEVCOM-AC FDO. The following foreign disclosure requirements MUST be followed for all non-government sponsored foreign visits to US Army DEVCOM-AC. There is a 30 day processing time for all requests. Any requests submitted within 14 days will be automatically denied.

A non-government sponsored visit is one in which a non-US person has the need to visit a DEVCOM-AC organization at Picatinny Arsenal, and does not represent his/her government. It may also involve US persons who represent a foreign company or organization.

Examples include: Non-US persons who work for a US contractor or university, or non-US persons who are employed by a foreign university or company and have no association with their government. The US/CAN JCP also falls in this category.

• No embassy sponsorship is required; however, a visit request must be received in the following format. A letter that is on letterhead from the visitor’s employer or designated office, signed by an individual from the security or personnel office at that location, or a Department Head of the visitor’s organization, (NOT THE VISITOR) must emailed to the individuals listed below. Letters of Request may be submitted securely through the DoD Safe Access File Exchange (SAFE) website at https://safe.apps.mil. To submit via DoD SAFE, Contractors will have to first obtain a drop-off request from the Government. DoD SAFE proposal drop off link requests can be sent using the email addresses below.

EMAIL: DEVCOM-AC FDOs at Kimberley.r.wilcox.civ@army.mil; megan.l.conrad.civ@army.mil

The letter must include the following information, either included within the letter or as an attachment:

(An example letter is included in this document) -Full name of the visitor(s) -Nationality (Scanned copy of front and back of INS documentation (green card)) -Passport (Scanned copy of front and back of internal passport information) -Date of birth -Place of birth -Position and title of the visitor -Work Identification Card -DETAILED Purpose of the visit and date(s) of visit -The Visit Point of contact’s name (who you are visiting), office symbol, phone number, email address, and fax number (It is important to have ALL of this information in order to process the visit without unnecessary delays)

• Once the DEVCOM-AC FDO has processed the request and all named visitors have been properly vetted, the FDO will notify the requestor and the visit POC that the request has been approved or denied. DEVCOM-AC FDO will coordinate with the visit POC and finalize all instructions for the visit.

NOTE: Canadian nationals may submit a visit request with the above procedures if they are non-government sponsored AND if they are government representatives or Canadian contractors registered in the US/Canada Joint Certification Program provided the visit is Unclassified. If the visit requires classified information, both Canadian government representatives and contractors must contact their embassy in Washington, D.C. to submit a visit request.

mailto:Kimberley.r.wilcox.civ@army.mil mailto:megan.l.conrad.civ@army.mil

Lawful Permanent Residents or LPR (green card holders)

Paragraph 120.15 of the International Traffic in Arms Regulation (ITAR) categorizes an LPR as a U.S. person. This means no export license is required to legally transfer defense articles or services to an individual in that category, but validation of LPR status is required.

How do you know if your proposed visitor is a LPR? Ask during initial contact.

• Ask if the visitor is a U.S. citizen, a Lawful Permanent Resident*, or if they’re in the U.S. on a work visa* or student visa* (*status is a non-U.S. citizen)

• Visits by LPRs on official government business require 30 calendar days lead time to determine official immigration status and approval of the DEVCOM-AC Director and the Foreign Disclosure Officer.

A Foreign National (FN) is a person who is not a citizen or national of the United States unless that person has been lawfully admitted for permanent residence in the United States under the Immigration and Naturalization Act (Title 8, United States Code, Section 1101 et seq.). In accordance with ITAR, it also means any foreign corporation, business association, partnership, trust, society or any other entity or group that is not incorporated or organized to do business in the United States, as well as international organizations, foreign governments, and any agency or subdivision of foreign governments (e.g., diplomatic missions).

• Visits by foreign nationals, representing their government or International Organization require 30 calendar days lead time and approval of the DEVCOM-AC Director and the DEVCOM-AC Foreign Disclosure Officer and are coordinated through the Foreign or International Organization’s embassy in Washington DC via the Foreign Visit System.

Processing and approving LPR and or FN visits to DEVCOM-AC require specific minimum lead-times. The lead-times outlined above are designed to facilitate individual background checks which are accomplished in close coordination with various law enforcement and internal security agencies but also requires mandatory administrative actions to be accomplished as well to determine the appropriate security assurances exists before access to DEVCOM-AC resources is granted.

Processing Requirements for Picatinny Arsenal

All visitors are required to enter through Picatinny Arsenal Main Gate, and must process through Picatinny Arsenal Visitor Control Center. The primary form of identification that must be presented is a passport. All visitors will receive a temporary badge that must be displayed at all times while on the installation. Upon completion of the visit, all visitors must return their temporary badges to the Picatinny Visitor Control Center.

For the auspices of this visit request, visitors are not authorized to bring their privately owned vehicles or rental vehicles onto Picatinny Arsenal. Visitors must be escorted at all times while visiting Picatinny Arsenal.

Visitors are not permitted to bring portable electronics, including but not limited to, cell phones, cameras, digital media recording devices, smart watches, etc. into DEVCOM-AC facilities. All employees wishing to visit Picatinny Arsenal are responsible for understanding the above requirements and complying with all Picatinny Arsenal rules and regulations.

Sample request letter

COMPANY/UNIVERSITY LETTERHEAD

Date of Request Letter

To: Commander US Army DEVCOM-AC, FCDD-ACD-IS Attn: DEVCOM-AC Foreign Disclosure Officer Building 93 Picatinny Arsenal, NJ 07806

The purpose of this letter is to request that full name(s) of visitors, with date of birth and place of birth, visit US Army DEVCOM-AC at Picatinny Arsenal, NJ on proposed date of visit to detailed purpose of visit request. Our visitor(s) will be meeting with name of DEVCOM-AC POC, office symbol, phone number, email address and fax number. The position of the visitor(s) and title is state position and title of each visitor.

Attached are copies of the visitor’s passport (Scanned copy of front and back of passport) and nationality identification (Scanned copy of front and back of INS documentation/green card). We understand that our visitor(s) must have their passport as the primary form of identification for the date(s) of the visit to DEVCOM-AC, Picatinny Arsenal. All visitors are required to process through Picatinny Arsenal Main Gate, and must process through Picatinny Arsenal Visitor Control Center. All visitors will receive a temporary badge that must be displayed at all times while on the installation. Upon completion of the visit, all visitors must return their temporary badges to the Escort Officer for turn-in to Picatinny Visitor Control Center.

For the auspices of this visit request, we fully understand that our visitors are not authorized to bring their privately-owned or rental vehicles onto Picatinny Arsenal. We also understand that they will not be permitted to bring portable electronics, including but not limited to, cell phones, cameras, digital media recording devices, smart watches, etc. into DEVCOM-AC facilities. Our visitors must be escorted at all times by US Army DEVCOM-AC personnel while visiting Picatinny Arsenal. Failure to comply with the instructions set forth in this letter may result in a misconduct report to be filed with Picatinny Arsenal Garrison Police Department. We have also included a copy of the work identification document that certifies the visitors are employed by our company (Scanned copy of work identification card/employment verification).

I understand that name of company visitor’s are employed by will assume the full responsibility of the conduct of all visitors while visiting US Army DEVCOM-AC.

Signature

Name, position, and contact information of endorsee