Steps for Processing Foreign Nationals Guests from Terrorist-Sponsoring Countries
Hosting Requirements
- Hosts must be Lab employees
- Guests may not serve as hosts
If your host is… |
Whom Can He/She Host? |
U.S. citizen (including naturalized U.S. citizens) |
Terrorist-sponsoring |
Non-sensitive foreign national |
Terrorist-sponsoring |
Sensitive country foreign national |
Non-sensitive only (as long as no sensitive subjects involved) |
Terrorist-sponsoring country foreign national |
No foreign nationals |
Step 1 - Notify your division guest processing contact, the Foreign Visits and Assignment Office (FVA@lbl.gov), Attn Maki Tabata, as early as possible in the process to secure multiple LBNL and DOE approvals before your guest can be badged or be allowed on the LBNL site. The DOE approval process may take six months or longer to complete so early notification is essential. Additional information about your guest will be required.
IMPORTANT: Do not go forward with the rest of the invitation process until you are notified that DOE Secretarial approval has been obtained.
Step 2 - Once the FVA Office informs you that DOE approval has been obtained:
- Send to both guest and host a Participating Guest Information Form (PGIF) for completion.
- After review for accuracy, please submit the completed PGIF to your Division Guest Processing Contact.
- Contact IRSO at x6326 or email bortega@lbl.gov for preparation of the invitation and support letters
- Signed originals to Guest
- Copies to Division Guest Processing Contact
- Copies to IRSO if Guest is coming on J-1 visa ONLY (include guest email, phone or copy of CV/Resume)
Step 3 - Division Guest Processing Contact or HR creates future dated record in HRIS and track process.
IMPORTANT: If process is for a Returning Guest or a Former Employee, please activate and update existing HRIS record.
Step 4 – Prior to your guest’s arrival to the lab, Division Guest Processing Contact needs to schedule a half-hour appointment with the Site Access (Badge) Office for badging. Use the On-line Calendar (calendar name: International Visitors) or call Site Access at x4551 to make an appointment.
Step 5 - Upon your guest’s arrival to the lab, Division Guest Processing Contact will:
- Collect additional data on PGIF as necessary.
- Complete HRIS record.
IMPORTANT: Appointment End Date MUST NOT exceed Visa End Date.
- Give guest Orientation Packet, retrieve signature documents.
- Create guest file. Guest files should be retained in local HR Center.
Step 6 - Guest reports to LBNL Site Access Office at Building 65A for badging
- Have your guest bring to the appointment original and copies of passport and all visa-related documents (including green card), as well as proof of health and repatriation insurance (for J-1 visas ONLY).
- If the guest has a green card but does not have a valid passport, please have him/her provide a driver's license.
- The guest may be asked to fill out a profile document or other documents (dependent on visa type).
- Site Access sends copies of visa documents to IRSO.
- IRSO provides final validation and maintains hard copy file of visa documents.
Step 7 - Guest reports for work assignment
Step 8 - The Division Guest Processing Contact provides tracking and data maintenance support for duration of appointment.
IMPORTANT NOTE: Host and Guest are responsible for notifying Division Guest Processing Contact of any changes to the guest information or appointment in a timely fashion.
DIVISION GUEST FILE DOCUMENTS (Immigrants or Non-Immigrants)
The following documents will be kept in the Division Guest File:
- Invitation Letter (copy)
- PGI Form (original)
- EHS Acknowledgment Agreement (original)
- Intellectual Property Acknowledgment (original)
- Computer Protection Agreement (original)
- Guest Agreement Form
- Approval documents for guest record actions
- Data Change Notices
- Other backup documents
- Other documents submitted by the guests or host
- Copies of passport and visa documents are kept by IRSO, including applications for visa extensions or other status changes, if any
Records Disposition: Guest files must be archived same as employee files.
OTHER SUPPORT SERVICES:
ALS Visitor Center - Located in Building 6, this center provides full services for badging and processing of ALS Users.
LBNL Site Access Office - Located at Building 65A
HRIS Functional Support HRIS Access, Data Entry and Reports send email to hris@lbl.gov
For questions regarding the processing of foreign national guests, please contact the UFVA Office (x7572) or IRSO (x6326).
All other questions regarding guests should be directed to the appropriate guest processor for your division.
