The Personal Identity Verification (PIV) Registrar acts on behalf of the Department or agency to enroll an Applicant into the PIV system, ensures completion of a background check, and approves the issuance of the PIV card.

 

TRAINING:           Click here to access the training required before a PIV Registrar can approve the issuance of a PIV cards for an Applicant.  Be sure to print out and retain your certificate of completion with your Registrar ID Number.  You will need this number to perform your role as Registrar.

 

QUICK START:   Click here to access Quick Start information, a one-page summary of your role as a DOC Registrar (free Adobe Acrobat reader).

 

 

 

For PIV Applicants who ARE located at or near a PIV Card Issuing Facility (PCIF):

 

Each time you review a PIV card for an Applicant, you must:

 

 

STEP 1:                Confirm the validity of the PIV Request Form, Form I-9, and identity source documents received from the Sponsor.

 

STEP 2:                Register the Applicant by:

 

·     Reviewing the background investigation documents for completeness and submitting them to OPM, which initiates the National Agency Check with Inquiries (NACI) or higher investigation – incomplete or erroneous documents should be returned to the Sponsor for resolution and correction, along with recommendations for resolving the irregularities; since time is of the essence, this should be done immediately

·     Visually reviewing copies of the identity source documents, looking for any irregularities or mismatches with I-9, SF 85, etc.

·     Taking the Applicant’s fingerprints and electronically submitting them to the FBI via the Civil Applicant System (CAS)

·     Taking and saving a facial photo of the Applicant that conforms to the requirements specified in SP 800-76 – the PCIF Issuer will place this photo on the Applicant’s PIV card

·     Entering Applicant’s data into the PIV system

 

STEP 3:                Receive results of the National Agency Check (NAC) and/or FBI fingerprint check.  If the NAC results are not received from OPM within five (5) days, utilize the CAS fingerprint results to make an initial PIV card approval or denial decision.  Unfavorable results and/or potential denial should be discussed with the Sponsor before a final decision is made.

 

STEP 4:                Approve or deny the issuance of the PIV card.  Complete and sign Section C of the PIV Request Form.

 

      STEP 5:                If the request for a PIV card is approved, provide the PCIF Issuer with the following to prepare the PIV card:

 

·     Approved PIV Request Form

·     Results of the NAC or CAS fingerprint check

·     Applicant photo

·     Expiration date

·     Any other data associated with the Applicant that will enable the PCIF Issuer to prepare the card

 

     STEP 6:                 Once the results of the completed background investigation are received from OPM (average time is 120-180 days), notify Sponsor of the results.  Favorable results require no further action.  Unfavorable results will be returned to Sponsor for an adjudication decision and adverse actions, if necessary.  Work with the Sponsor and PCIF Issuer to inactivate the card and retrieve it from the PIV cardholder (the former Applicant).

 

    STEP 7:                  In keeping with Privacy Act requirements, securely file the following in electronic or hard copy format:

 

·     Completed and signed original PIV Request Form

·     SF 85/SF 85P/SF 86 and other investigative documents

·     Copies of I-9 Form and identity source documents; original I-9 for contractors and other non-employees

·     CAS fingerprint results

·     Background investigation results

 

 

 

For PIV Applicants who are NOT located near a PIV Card Issuing Facility (PCIF):

 

Each time you review a PIV card for an Applicant, you must:

 

 

STEP 1:                Confirm the validity of the PIV Request Form, Form I-9, and identity source documents received from the Sponsor.

 

STEP 2:                Register the Applicant by:

 

·     Reviewing the background investigation documents for completeness and submitting them to OPM, which initiates the National Agency Check with Inquiries (NACI) or higher investigation – incomplete or erroneous documents should be returned to the Sponsor for resolution and correction, along with recommendations for resolving the irregularities; since time is of the essence, this should be done immediately

·     Visually reviewing copies of the identity source documents, looking for any irregularities or mismatches with I-9, SF 85, etc.

·     Scanning the Applicant’s fingerprints from the card into the Civil Applicant System (CAS) and electronically submitting them to the FBI

·     Receiving (either electronically or hard copy) and storing a facial photo of the Applicant that conforms to the requirements specified in SP 800-76 – the PCIF Issuer will place this photo on the Applicant’s PIV card

·     Entering Applicant’s data into the PIV system

 

STEP 3:                Receive results of the National Agency Check (NAC) and/or FBI fingerprint check.  If the NAC results are not received from OPM within five (5) days, utilize the CAS fingerprint results to make an initial PIV card approval or denial decision.  Unfavorable results and/or potential denial should be discussed with the Sponsor before final decision is made.

 

STEP 4:                Approve or deny the issuance of the PIV card.  Complete and sign Section C of the PIV Request Form.

 

      STEP 5:                If the request for a PIV card is approved, provide the PCIF Issuer with the following to prepare the PIV card:

 

·     Approved PIV Request Form

·     Results of the NAC or CAS fingerprint check

·     Applicant photo

·     Expiration date

·     Any other data associated with the Applicant that will enable the PCIF Issuer to prepare the card

 

       STEP 6:               Once the results of the completed background investigation are received from OPM (average time is 120-180 days), notify Sponsor of the results.  Favorable results require no further action.  Unfavorable results will be returned to Sponsor for an adjudication decision and adverse actions, if necessary.  Work with the Sponsor and PCIF Issuer to inactivate card and retrieve it from the PIV card holder (the former Applicant).

 

       STEP 7:               In keeping with Privacy Act requirements, securely file the following in electronic or hard copy format:

 

·     Completed and signed original PIV Request Form

·     SF 85/SF 85P/SF 86 and other investigative documents

·     Copies of I-9 Form and identity source documents; original I-9 for contractors and other non-employees

·     CAS fingerprint results

·     Background investigation results

 

 

For Card Renewals:

 

Same as above regardless of the Applicant’s location.

 

 

Last updated: Tuesday, January 30, 2007 _______________________________________________________________________________________ Privacy Policy | FOIA Page | Forms | Disclaimer  (P)