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2021-07-21 City Council Item No. 12.1 Passport Services Presentation Regular MEETING - Additional Meeting MaterialsPassport Services Sarah A. Manwaring City Clerk July 21, 2021 Item 12.1 •The issuance of nearly 20 million passport books and passport cards this year. •Routine service can take up to 18 weeks from the day an application was submitted; or expedited service could take up to 12 weeks. U.S. Passport High Demand 11 •The Mission of Passport Services: To issue secure travel documents while providing the highest level of customer service, professionalism, and integrity. Department of State Mission 2 2 •Must be a public sector or entity. •Not managed by or directly affiliated with a private entity. •Must have the resources to perform passport acceptance duties. Requirements 3 •Application. •Complete a Certification of Program Compliance and recertify annually. •All employees must meet qualification and training requirements to be a passport acceptance agent. •Remedy any performance issues. Becoming an Acceptance Facility 4 4 •Post/publicize days and hours of passport application acceptance. •Accept applications from residents and non-residents of your community. •Provide all available types of passport applications and related materials. •Provide all service options: routine, expedited, and hand-carry, as appropriate. •Follow all guidance outlined in the Passport Agent’s Reference Guide (PARG). •Ensure all acceptance agents read periodic newsletters from the Regional Passport Agency. •Only charge the authorized fees. •Ensure agents are available and provide quality service during advertised hours. Acceptance Facility Responsibilities 5 1.Complete Application Form and submit to Acceptance Facility with the following: •Passport Photo, Certified U.S. Birth Certificate, Driver’s License, and two checks for payment –one to the acceptance facility for accepting application, $35; and one for the U.S. Department of State for the passport fees (cost depends on type of application). 2.The Acceptance Agent administers the passport oath and collects the passport application and fees. 3.All applications are sent via traceable mail. Application Process 6 6 •Winchester Post Office, 5 miles •no availability for appointments for next two months •Murrieta Carrier Annex, 7.4 miles •no availability for appointments for next two months •City of Lake Elsinore, 8.9 miles •no availability for appointments until end of September Local Passport Acceptance Facilities •Perris Post Office, 9 miles •only one day of availability for appointments for the next two months •Wildomar Post Office, 6 miles •only one day of availability for appointments for the next two months •Moreno Valley City Hall •11 miles, no availability for appointments until October 2021 7 NEXT STEPS •Approval from Council to move forward •Submit Application (process can take up to 3 months) •Identify Location and Schedule •Staff Training 8 QUESTIONS? Passport Application and Process 1. A customer comes into an acceptance facility to apply for a U.S. passport. The Acceptance Agent collects the completed Form DS-11, Application for a U.S. Passport, a 2”x2” passport photograph, certified U.S. birth certificate as evidence of U.S. citizenship, driver’s license as evidence of identity (with accompanying photocopy), and two checks for payment: one to the acceptance facility for accepting the application, and another made out to the U.S. Department of State for the passport fees. 2. The acceptance agent notates the application, returns the evidence of identity, and administers the passport oath. The applicant attests to the information on the application and then signs the application. The acceptance agent collects the passport fees, then signs and stamps the application. This is now a legally-binding document. 3. Each passport application is logged onto a transmittal form and temporarily stored in a secure location. At the end of the day, all applications are sent via traceable mail to a secure lockbox facility. (A bank provides lockbox services via a U.S. Treasury contract.) It is here that the passport fees are deposited, information from the applications is data-entered, and the applications and photograph are electronically scanned. 4. The applications are then shipped to regional the passport agencies. The application data and scanned photo images are sent electronically. Applications are batched together for efficient processing and photos are checked for quality. 7. The originating passport agency will then return the applicant’s evidence of citizenship, and send the original application to Record Services in Washington, DC for permanent archival. 5. Applications are then adjudicated by Passport Specialists. This is a detailed process where specialists review all the information on the application, evidence of citizenship and identity, and any other corresponding documents to determine if the applicant is eligible to receive a U.S. passport. If all of the requirements are met, the specialist will notate the documents submitted and stamp the application to show its approval. 6. The application data is then sent electronically to one of Passport Services’ two printing facilities located in Hot Springs, Arkansas and Tucson, Arizona. The printing facility will print, perform quality assurance checks, and mail out the applicant’s new passport book and/or passport card. The originating passport agency then receives an electronic confirmation, notifying that they may now send back the applicant’s original documents.