GLOBAL ENTRY. on-site enrollment handbook

Transcription

1 GLOBAL ENTRY on-site enrollment handbook

2 What is Global Entry? Global Entry is one of the best travel facilitation programs ever to be developed by the U.S. government. Membership in Global Entry expedites travelers entry through Customs when they arrive in the U.S. Global Entry members can also participate in TSA s Pre-Check program to move through security faster at many U.S. airports. Hosting a Global Entry Program on-site enrollment at your company or during an event is a great way to make travel easier for more people. And as more people are enrolled in the program, security officials can focus more of their attention on those who may truly pose a risk. This handbook will help you plan an on-site What to consider as you decide to host an on-site enrollment event Required steps in the Global Entry enrollment process Facilities, technology and scheduling requirements for an on-site What to expect the day of the Suggested timeline and communications

3 What to consider when you host an on-site enrollment event Will you reimburse the application fee for your employees/event participants? If so, are there certain eligibility requirements (for example, a certain number of international business trips per year)? How will you reimburse the fee? Will you allow family members or friends to schedule interviews during the on-site enrollment in addition to employees/event participants? Can you provide the facilities required for the on-site enrollment (see requirements)? Can you manage the sign-up process for on-site interviews? Required steps in the Global Entry enrollment process 1. Complete the online application at (requires 30 minutes 1 hour). NOTE: Advise applicants that their name in Global Entry must exactly match the name used when making an airline booking 2. Receive notification of conditional approval and a Global Entry PASS ID number (one - two weeks) 3. Schedule an interview at a Global Entry Enrollment Center (dependent on local Enrollment Center s schedule) or if available, at your company s on-site 4. Attend the interview with your passport and one other government issued ID, typically your driver s license (15 20 minutes) 5. Start using your Global Entry PASS ID number when entering the U.S. and as your Known Traveler Number for TSA Pre-Check at domestic security lanes Facilities, technology and scheduling requirements NOTE: A question for CBP will be if these requirements are consistent everywhere, or if any were specific to the DFW office] It is recommended that you work closely with your local Customs & Border Patrol (CBP) office contact to confirm the requirements for hosting an. Also, some steps in the enrollment process may be unclear or confusing to employees and they may have questions. Minimum number of Applicants A minimum of 40 applicants are required to schedule an If you have more than 40 applicants, please coordinate with local CBP office to determine the need for additional interview areas and officers

4 Facilities The company will need to provide private interview areas for two - three Customs and Border Patrol (CBP) officers, depending on how many applicants will be processed and the availability of local CBP officers, plus one additional private area for issues to be resolved A check-in area outside of the private interview areas must include a table and chairs for those doing the check-in (from your company and a CBP officer) and applicants waiting for their interviews Electricity and direct, hardwired Internet lines must be provided for the check-in officer and each officer s interview area to power laptops and connect to the Internet (processing cannot go through a corporate firewall or use wireless connections) Scheduling on-site interviews Only scheduled applicants who have completed the online application and received conditional approval and a PASS ID number are allowed to interview. NOTE: When applicants receive their conditional approval, they are instructed to make an appointment within 30 days at a local CBP office. If your company is hosting an onsite, their appointments will be scheduled through the company, not the CBP. Applicants will get repeated notices directing them to schedule an appointment or their application could be cancelled. Let your applicants know they can ignore these s. Your company must complete the CBP s exact scheduling form as provided, which requires each applicant s name and PASS ID number for each interview slot (CBP cannot accept a different format) Schedule two or three concurrent interviews for each 20-minute time slot (depending on the number of applicants and officers) between 7:30 a.m. (first interview appointment of the day) and 3:40 p.m. (last interview appointment time) no exceptions CBP will give your company a cut-off date for submitting the scheduling form to allow them time to complete their background checks prior to the on-site enrollment (it could be three weeks or more depending on availability) If you receive more applicants after the cut-off date, coordinate with your CBP office to see if you can maintain a waitlist of additional applicants for the on-site enrollment event (if so, you will still need to provide applicants names and PASS IDs for background checks) What to expect the day of the on-site CBP officers will arrive early to set up and test their equipment; ensure facilities are set - up and ready to go at least one hour before the first appointment is scheduled Maintain a sign-in sheet of applicants at the check-in desk; a company representative and a CBP officer should man this desk If CBP allows you to maintain a waitlist of applicants, the company representative should have that list handy in case of cancellations or no-shows or if CBP runs ahead of schedule

5 Suggested timeline & communications 10 weeks before Finalize decisions and details for event and announce the program to employees 8 weeks before Final date for employees to complete online application (to allow time for conditional approval) 5 weeks before 1 week before Employees must schedule their interview appointment with their company contact, and the company sends completed CBP scheduling form to local CBP office contact (to allow time for background checks) Company reminds employees of their scheduled appointment and to be sure to bring their passport AND another form of government issued ID to the interview day of Ensure facilities are prepared. Follow instructions of the CBP officers on-site. Suggested communications Announcement of the via employee from the company s CEO or corporate travel manager, post on company s intranet, mention in company s newsletter, office posters, etc. Include required steps in the Global Entry enrollment process and company s timeline and deadlines Acknowledge if the company will or won t reimburse the application fee for qualifying employees Follow-up reminders to employees as deadlines approach Consider promoting the benefits of the Global Entry Program to customers and suppliers through your marketing and social media channels; encourage them to host an on-site enrollment for their employees Consider notifying the media about the

6 Suggested communications key messages Our company is hosting a Global Entry Program on-site enrollment to improve the travel experience for our employees and to support one of the best travel facilitation programs ever developed by the U.S. government. The Department of Homeland Security is moving to more risk-based travel facilitation programs to balance the need to protect national security, while not deterring law-abiding citizens from traveling. U.S. Customs and Border Protection (CBP) has greatly expanded its Global Entry Program s reach, which allows known travelers who pose no risk to enter the U.S. quickly and easily. Transportation Security Administration (TSA) has also developed the Pre-Check program, which allows known travelers to pass through the security checkpoint in a special fast lane without being subjected to all the usual screening procedures. Both programs provide an outstanding traveler experience and make travel easier. They also free up government agencies to focus on those who are not known and may pose more risks. Benefits for Global Entry members include: Faster, easier entry into the U.S. for pre-approved travelers, no processing lines or customs paperwork, and reduced wait-times entering the U.S. at most major U.S. airports Participation in TSA s Pre-Check program to get through domestic security faster in a growing number of U.S. airports Mutual, expedited-access entry benefits with other countries Global Entry is open to U.S. citizens, lawful permanent residents and citizens of certain other countries, which today include Canada, Mexico, the Netherlands and South Korea. Other countries are expected to be added over time. Interested individuals apply online, are pre-screened for eligibility and are interviewed in person by a CBP officer. There is a $100 application fee, and membership is good for 5 years. [The company will reimburse the application fee for employees who meet the criteria.]