Citizenship Status Changes/Passport Information

Introduction

This section provides procedures for using Direct Access to view or record a change in a member’s citizenship status and information about a member's passport and dependent's passport.

Discussion

The Direct Access implementation replaces SDAII’s “Member Became U. S. Citizen (P357)” transaction. All official passports (active duty members and dependents) and diplomatic passports must be entered into Direct Access. During the implementation phase all Servicing Personnel Offices will be asked to enter the passport data into Direct Access.  Newly issued passports will be entered by the CG-00I staff.

Before You Begin

If a member is a nonresident alien (defined as a citizen of a foreign country who has not applied for U. S. Citizenship) a tax information transaction must be submitted showing that the member is a resident alien (defined as a member who has applied for U. S. Citizenship) prior to submitting a citizenship status change.

Menu Path:

Select the following menu items to begin this transaction:

Administer Workforce > Administer Workforce (GBL) > Use > Identification Data

  1. Enter the member’s employee ID number in the Emplid field or their SSN in the Social Security Number field of the Find an Existing Value page.

  2. Click the search button to continue.

When choosing a member from the search results, please be sure you are choosing the person you actually want to change data on. Verify the employee ID or national ID before making any changes. Also, since one member can have multiple records if they're both a Regular or Reserve Member and an Auxiliary Member or Civilian Employee, please be sure you are selecting the correct Employee Classification.

Data Entry

The Citizenship/Passport page will display. 

A. Follow these steps to update Citizenship Information:

 

anotated citizenship/passport screen shot

Note: DO NOT insert or delete rows in the citizenship data area. All work is done in the current row.

 

Step

Action

1

Click the lookup icon [Search, lookup button ] next to the *Country field to display a list of valid country codes. Select the country of the member's birth.

2

Click the lookup icon [Search, lookup button ] next to the Citizenship Status field to display a list of valid entries.

3

Select the correct status from the list.

Status Description

Use When Member is a

Native

Native U. S. Citizen

Naturalized

Naturalized U. S. Citizen

Alien Permanent

Resident Alien

Alien Temporary

Non-resident Alien

4

Click the Save button. The transaction is now complete.

B. Follow these steps to add/update Passport Information.

Select the following menu items to begin this transaction:

Administer Workforce > Administer Workforce (GBL) > Use > Identification Data

  1. Enter the member’s employee ID number in the Emplid field or their SSN in the Social Security Number field of the Find an Existing Value page.

  2. Click the search button to continue.

When choosing a member from the search results, please be sure you are choosing the person you actually want to change data on. Verify the employee ID or national ID before making any changes. Also, since one member can have multiple records if they're both a Regular or Reserve Member and an Auxiliary Member or Civilian Employee, please be sure you are selecting the correct Employee Classification.

 

Step

Action

1

Enter Passport Information for all official passports issued to the member and, if applicable, the member's dependents.

 

Note: Members’ or dependents’ receiving a new passport should have a new row added to enter the passport information.  Do not delete or over type the old passport information. You will notice the plus (+) or minus (-) sign under the passport information (right side of the screen).  Be careful, do not click the (+-) button on the Citizenship row.

 

Field

Description

Passport Number

The number of the passport. Only passport numbers starting with the number 6, 8 and 9 will be entered in Direct Access.  DO NOT enter tourist passport information into Direct Access.

Issue Date

Date the passport was issued. Enter the date the passport was issued.  This date can be found on the title page of the members’ or dependents’ passport.

Expiration Date

Date the passport expires. Enter the date the passport is to expire.  This date can be found on the title page of the members’ or dependents’ passport.

 

Note: When members’ or dependents’ passport information expires do not delete the information from Direct Access.

County

Country the passport is issued defaults to USA.  If for some reason USA is not the default please type in USA.

State

State where passport was issued. Enter DC (District of Columbia. All official and diplomatic passports are processed in the District of Columbia.

City

City where passport was issued. Enter Washington.

Authority

Cite the authority of issuance of the passport. Enter MBR (member), DEP (dependent) or CIV (Civilian employees).  The codes must be in all UPPERCASE letters.  Only indicate MBR, CIV  or DEP in this block.  

Comment

Comments. Only indicate dependent’s name in the comment block.

 

Note:  Some active duty or reserve members and civilian employees are authorized to possess more than one official/diplomatic passport at a given time.  Enter the passport information for each passport in a separate row (press the (+) button to insert a new row).

2

To add dependent passport information press the (+) button to insert a new row.  Enter the passport data for the dependent and click the save button.  Remember to enter the dependent’s name in the “Comment” block.  Repeat this step for each additional passport to be entered.

 

Note: You will notice the plus (+) or minus (-) sign under the passport information (right side of the screen).  Be careful, do not click the (+-) button on the Citizenship row.

3

Click the Save button. The transaction is now complete.

 

Example Passport Information Completed for Member (MBR) and two dependents (DEP)

Passport Data

 

JUMPS Effect

When a member's citizenship status is changed, this transaction updates the following in JUMPS:

 

·Segment 64, Federal Tax Data

·Segment 66, State Tax Data.

 

No JUMPS transactions are generated when Passport Information is added or updated.

Corrections and Deletions

Corrections and Deletions are not allowed.  A new transaction is generated each time the Identification Data page is changed and saved.  Update the page with the member’s correct citizenship status and save it to rectify an incorrect or erroneous entry.

 

See Also