DPSAC News
A bi-weekly newsletter from the Division of Personnel Security and Access Control
Providing timely information to help keep NIH safe and secure

October 9, 2019 Issue of DPSAC News
 In this issue:
  • Remote Enrollment & Badging Services Suspended Except for PIN Resets, Certificate Renewals
  • Defense Counterintelligence and Security Agency (DCSA) Publishes FY2020 Investigative Billing Rates
  • AOs Urged Not to Ignore ‘DEUS’ Third Anniversary Update Task for Foreign Nationals in NED
  • "Common e-QIP Errors Guide" and "DPSAC Badging Guide" Now Available
  • FAQs
Remote Enrollment & Badging Services Suspended Except for PIN Resets and Certificate Renewals 
All remote enrollment and badging services are suspended except for PIN resets and certificate renewals until further notice. If you have any questions, please contact DPSAC at 301-402-9755 or ORSPersonnelSecurity@mail.nih.gov .

Please note: For purposes of enrollment and badging services, the following NIH locations are considered NIH 'satellite' facilities and NOT ‘remote’ facilities:

  • Frederick National Laboratory for Cancer Research (Ft. Detrick), MD (formerly NCI-Frederick)
  • Bayview Biomedical Research Center (Baltimore) 
  • National Institute of Environmental Health Sciences, Research Triangle Park, NC
  • Rocky Mountain Laboratories, NIAID, Hamilton, MT
Defense Counterintelligence and Security Agency Publishes FY 2020 Investigative Billing Rates
The investigative billing rates charged to start FY 2020 will not change. The rates will remain at the FY 2018 level, which were maintained throughout FY 2019. Below are the rates for the different case types for your convenience.
*A $1,014 EC billing adjustment (credit) will be applied if subject interview is not initially required. If the subject interview is subsequently required, the EC credit adjustment will be reversed.

I mportant DCSA Billing Notice
Any case submitted prior to October 1, 2019 will be billed and invoiced by the Office of Personnel Management (OPM). This includes any subsequent billing adjustments to these cases, such as triggered billing events, upgrades, downgrades, cancellations, etc. OPM invoices will continue to be billed via the Intra-Governmental Payment and Collection (IPAC) system using OPM’s Agency Location Code (ALC) 24000001. OPM invoicing and IPAC processing will follow the historical OPM process.

Any case submitted on or after October 1, 2019 will be billed for and invoiced by DCSA. DCSA will issue monthly invoices similar to the historical OPM process. DCSA invoices will be billed via the IPAC system using DCSA’s ALC 97008801. 

It is likely that some customer agencies may have two invoices issued for a period of time (one from DCSA for new submissions and one from OPM for legacy case billing adjustments). 

Invoice files from DCSA will be issued in a 'flat file' format. A conversion file will be made available to convert the flat file to Microsoft Excel. Both DCSA and OPM Invoice files will be issued on the NP2 Portal System. Registered users will receive an e-mail notification when new invoice files from DCSA or OPM are issued on the NP2 Portal system .

To read more about the FY 2020 Pricing Deferment, please refer to Federal Investigations Notice (FIN) No. 19-05, September 16, 2019 . According to this Notice, all future FINs will be issued by the Defense Counterintelligence and Security Agency (DCSA).
 AOs Urged Not to Ignore ‘DEUS’ Third Anniversary Update Task for Foreign Nationals in NED

Failure to Take Action Will Result in the Revocation of the Foreign National’s ID Badge
The Division of International Services reports that several foreign nationals who have reached their DEUS (  D ate  E ntered the  U nited  S tates) three-year anniversary are having their RLA badges revoked because Administrative Officers (AOs) sometimes fail to submit “DEUS Third Anniversary” tasks the NED Portal generates 42-days prior to a foreign national’s DEUS. 
 
A NED Portal e-mail triggers a call for action
The NED Portal generates a “DEUS Three Year Anniversary” task  42  days prior to a foreign national’s third year anniversary of their Date Entered the U.S. NED also sends e-mails to both the Foreign National (FN) Restricted Local Access (RLA) badge holder and the servicing AO advising them to update the badge holder’s record and submit the task.
 
Any NED Portal user with the AO role whose primary SAC coverage includes the FN’s SAC can see and claim the task from their NED Portal Inbox. Once the AO claims the task, they are also instructed to update the FN’s NED record and submit the task.
 
Once the AO submits this task, a trigger will be sent to the Division of Personnel Security and Access Control (DPSAC) allowing them to initiate the FN’s new HSPD-12 Personal Identity Verification (PIV)-compliant background investigation. This will in turn allow for the FN to be issued the replacement PIV badge.
 
The consequences of not acting
If an AO hasn’t submitted the task by 10 days prior to the RLA badge holder’s third year anniversary of having entered the US, NED sends a reminder email to both the badge holder and their servicing AO. 
 
If an AO fails to submit the task by the three-year anniversary of the RLA badge holder being in the US, NED  revokes  the current badge and sends the “badge revocation” e-mail to both the RLA badge holder and the servicing AO.
 
Important takeaways
The badge revocation is driven by HSPD-12 policy that requires NIH to revoke an FN’s RLA once they meet the criteria for being issued a PIV card. The criteria is based on the FN’s three-year anniversary and DPSAC’s ability to initiate the new HSPD-12 PIV- compliant background investigation.
 
AO’s are reminded that the result of inaction will cause the FN current badge to be revoked. Additionally the revocation of the FN’s current badge will not automatically initiate a new RLA or PIV replacement task. A considerable amount of extra work for the FN, the servicing AO and DIS can be avoided if AOs simply take the necessary actions needed once they receive the NED Portal alert.
 
DPSAC Has Prepared Two Job Aids to Help Applicants Navigate e-QIP and the PIV Process
DPSAC recently published two new job aids -- "Common e-QIP Errors" and "DPSAC Badging Guide" -- to help applicants expedite the e-QIP process and minimize delays in the enrollment and badging processes, respectively.

Administrative Officers and Administrative Technicians will also find these guides useful when counseling incoming staff on how best to tackle these necessary but time-consuming undertakings.

To view and print these two guides, click on:  e-QIP Errors Guide and DPSAC Badging Guide
Q . Can you get a PIV Card without an Active Directory (AD) account? 
A . Yes.

 Q. In the last issue of DPSAC News, I saw that DPSAC “will no longer be accepting new remote enrollment requests effective September 23, 2019, as this service has been suspended until further notice.” It also states that “DPSAC will continue to process remote enrollments that have been submitted and are fully complete. For requests that were not fully complete when submitted, the requestor will be notified and advised that, effective immediately, DPSAC is not processing remote enrollment.” My question is, does this include mailing fingerprint cards, or just the photo/badging process?
A. The fingerprint card process has not changed. Individuals who need to be fingerprinted as part of the pre-screening process can continue to do that with paper fingerprint cards.
Avoiding Additional Delays in Processing New Hires
__________________________________
Processing times are often delayed due to reasons outside of DPSAC control, which include, but are not limited to:
  • Incomplete or not submitted OF-306
  • Candidate response time
  • Issues requiring clarification by the candidate
  • Untimely submission of initial e-QIP or corrected e-QIP
How the AO and HR communities can assist:
  • By ensuring all required documents have been uploaded into HR's 'Onboarding Manager' prior to establishing a NED account
  • By entering candidates as early as possible but no later than 8 weeks prior to their Entry on Duty (EOD) date
  • By working with DPSAC to ensure candidates respond in a timely manner to inquiries. 

ALT cards -- should be returned to the  IC ALT card coordinator - NOT to DPSAC.
Administrative Officers (AOs) who wish to obtain sponsor authority must complete the sponsor training. To access the training module, click on: Sponsor .

Upon completion, the AO should sign and e-mail a copy of the certificate found at the end of the training module to Alex Salah at: salaha@ors.od.nih.gov . Upon receipt of the certificate, Mr. Salah will authorize the AO as a Sponsor. 

Note: ONLY individuals with an Administrative Officer role in NED are eligible to be HHS ID Badge/PIV Card Sponsors.  
Return Your Badge When Leaving NIH
If you plan to leave the employ of NIH, whether you’re an employee, contractor or affiliate, you will need to turn in your PIV or RLA badge to your Administrative Officer (AO) so that s/he can deactivate your badge in NED.

The AO will turn over the deactivated badge to the badging office.
Are there topics you would like to read more about in future issues of DPSAC News? Please send your suggestions to: Lanny.Newman@nih.gov . Your input is greatly appreciated.
A biweekly e-newsletter from the National Institutes of Health, Office of Research Services, Division of Personnel Security and Access Control (ORS/DPSAC) to keep its readers informed of personnel security and access control policies and practices designed to safeguard the NIH and its workforce. DPSAC is responsible for verifying personal identity, validating suitability, reviewing background checks, authorizing facility access and issuing ID badges for NIH personnel. 

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