10.2.5 Identification Media

Manual Transmittal

July 05, 2018

Purpose

(1) This transmits revised IRM 10.2.5, Identification Media.

Material Changes

(1) On October 1, 2014, Agency-Wide Shared Services (AWSS) Physical Security and Emergency Preparedness (PSEP) and AWSS Real Estate and Facilities Management (REFM) merged to create Facilities Management and Security Services (FMSS).

(2) As of January 1, 2017, the Internal Revenue Service (IRS) instituted a requirement that the IRM address relevant internal controls. This will inform employees about the importance of and context for internal controls by describing the program objectives and officials charged with program management and oversight. Internal controls are the program’s policies and procedures which ensure:

  1. Mission and program objectives are clearly delineated and key terms defined.

  2. Program goals are established and performance is measured to assess the efficient and effective mission and objective accomplishment.

  3. Program and resources are protected against waste, fraud, abuse, mismanagement and misappropriation.

  4. Program operations are in conformance with applicable laws and regulations.

  5. Financial reporting is complete, current and accurate.

  6. Reliable information is obtained and used for decision making and quality assurance.

(3) This IRM was updated to reflect current organizational titles, scope, definitions and authorized use.

(4) This IRM title was changed from "Identification Card" to "Identification Media" since additional content was added to incorporate policy for the entire ID Media program.

(5) The information about physical access has been moved to IRM 10.2.18, Physical Access Control (PAC).

  1. Removed IRM 10.2.5.8, ID Card Issuance, the information can be found in IRM 10.2.18.

  2. Removed IRM 10.2.5.8.1, Employees, the information can be found in IRM 10.2.18.

  3. Removed IRM 10.2.5.8.2, Contractors, the information can be found in IRM 10.2.18.

(6) Moved IRM 10.2.4.1, Scope to IRM 10.2.5.5, Authorized ID Media.

(7) Moved IRM 10.2.4.2, Authorized Identification Media to IRM 10.2.5.2, Authorized Use.

(8) Moved IRM 10.2.4.3, Responsibilities to IRM 10.2.5.1.3, Responsibilities.

(9) Moved IRM 10.2.4.4, Procedures to IRM 10.2.5.5, Authorized ID Media.

(10) Moved IRM 10.2.4.6, Protection of Identification of ID Media to IRM 10.2.5.1.3(6)(7), Responsibilities.

(11) Moved IRM 10.2.4.7, Lost, Stolen, or Non-recoverable ID Media to IRM 10.2.5.6.2, Replacement ID Cards.

(12) Added IRM 10.2.5.3, Penalties.

  1. Moved IRM 10.2.4.5, Penalties to IRM 10.2.5.3, Penalties.

(13) Added IRM 10.2.5.4, Mailing of ID Media.

  1. Moved IRM 10.2.4.6.1, Mailing of ID Media to IRM 10.2.5.4, Mailing of ID Media.

(14) Moved IRM 10.2.4.9, Records and Accountability to IRM 10.2.5.10, Records and Accountability.

(15) Added IRM 10.2.5.6.4, Facility Access Cards.

(16) Added IRM 10.2.5.7, Parking Permits.

(17) Removed IRM 10.2.5.8.3, Seasonal Employees.

(18) Removed IRM 10.2.5.8.4, Submission Processing Employees. For additional information, see IRM 10.2.5.6.1, Photo ID Cards.

(19) Removed IRM 10.2.5.8.5, International Employees.

(20) Removed IRM 10.2.5.8.6, Non-Paid Veteran Interns. For additional information, see IRM 10.2.5.6.1, Photo ID Cards.

(21) Removed IRM 10.2.5.8.7, Visitors. For additional information, see IRM 10.2.5.6.3, Non-Photo ID Cards.

(22) Removed IRM 10.2.5.8.8, Escort Only Visitors. For additional information, see IRM 10.2.5.6.3, Non-Photo ID Cards.

(23) Removed IRM 10.2.5.8.9, Limited Area. For additional information, see IRM 10.2.14, Methods of Providing Protection.

(24) Removed IRM 10.2.5.8.10, Pseudonyms. For additional information, see IRM 10.2.5.6.1(12), Photo ID Cards.

(25) Removed IRM 10.2.5.9, Mandatory SmartID Sign-On. For additional information, see IRM 10.8.1, Information Technology (IT) Security, Policy and Guidance.

(26) Moved IRM 10.2.5.10, ID Card Issuance to IRM 10.2.5.6.2, Replacement ID Cards.

(27) Removed IRM 10.2.5.11, Lost or Forgotten ID Cards. For additional information, see IRM 10.2.5.6.2, Replacement ID Cards.

(28) Removed IRM 10.2.5.11.1, Name Changes. For additional information, see IRM 10.2.5.6.2, Replacement ID Cards.

(29) Removed IRM 10.2.5.12, Temporary ID Cards. For additional information, see IRM 10.2.5.6.3, Non-Photo ID Cards.

(30) Moved IRM 10.2.5.13, ID Card Recovery to IRM 10.2.5.9, Recovery of ID Media.

(31) Moved IRM 10.2.5.15, Protection and Disposition Procedures to IRM 10.2.5.9, Recovery of ID Media.

Effect on Other Documents

This IRM supersedes IRM 10.2.5 dated September 5, 2014.

Audience

Servicewide

Effective Date

(07-05-2018)

Richard L. Rodriguez
Chief
Facilities Management and Security Services

Program Scope

  1. This section applies to the control, issuance and disposition of Identification (ID) media. ID media are authorized forms of ID that are designed to provide evidence of the bearer’s identity, authorization to access IRS facilities or systems, or authority to act as an agent of the IRS in the performance of official duties.

  2. Purpose: This IRM provides an overview of the authorized forms of ID media issued by the IRS to employees, contractors, and establishes the policies for the control, issuance and recovery of ID media.

  3. Audience: Servicewide.

  4. Policy Owner: Chief, FMSS.

  5. Program Owner: FMSS, Associate Director (AD), Security Policy.

  6. Primary Stakeholders: FMSS, Field Operations.

Background

  1. IRS ID media is issued solely for use by authorized IRS employees and contractors, other Federal agency employees and contractors, in the performance of official duties, and visitors (official or unofficial).

Authority

  1. Office of Management and Budget (OMB) M-05-24: Implementation of Homeland Security Presidential Directive (HSPD) 12 - Policy for a Common Identification Standard for Federal Employees and Contractors

  2. Federal Information Processing Standards (FIPS) 201, Personal Identity Verification (PIV) of Federal Employees and Contractors

  3. Title 18, Part I, Chapter 25, Subsection 499

  4. Title 18, Part 1, Chapter 33, Subsection 701

  5. HSPD-12 - Policy for a Common Identification Standard for Federal Employees and Contractors

Responsibilities

  1. The Chief, FMSS, is authorized to prescribe ID media for use within the IRS.

  2. The Associate Director, Security Policy, is responsible for oversight of the planning, developing, implementing, evaluating, and controlling the ID media program.

  3. The Chief, Identity Credential and Access Management (ICAM), is responsible for planning, developing, implementing, evaluating, and controlling the ID media program.

  4. FMSS Territory Managers (TM) are responsible to ensure FMSS Security Section Chief(s) (SSC) follow IRS policy and provide oversight in the implementation and enforcement of the ID media program.

  5. FMSS SSC are responsible to implement and enforce the ID media program within their assigned territory, ensuring that IRS policy and procedures are followed.

  6. All IRS managers, Contracting Officers (CO), Contracting Officer’s Representatives (COR), and Government Officials with personnel administrative functions have a responsibility for:

    1. Informing all employees in their span of control of the importance of following ID media practices.

    2. Verifying only authorized personnel are in the work area for which they are responsible and immediately challenging the presence of suspected unauthorized persons in a work area.

    3. Ensuring that authorized employees in their span of control are issued the appropriate ID media, use, and display their ID media at all times.

    4. Recovering ID media of employees/contractors who separate or are placed in non-work status (i.e. seasonal, intermittent, leave without pay, suspension, etc.), on their last workday and immediately sending the recovered ID media to the local FMSS physical security office for deposition or retention.

    5. Certifying the disposition of issued ID media items, to include the return of recovered ID media items to the local FMSS physical security office, using the automated Human Resources (HR) Connect Separating Employee Clearance (SEC) for employees and Form 14604, Contractor Separation Checklist for contractors.

    6. Completing a request for a replacement ID media for their employees when ID media:
      i. is worn or damaged.
      ii. is reported lost/stolen.
      iii. no longer accurately depicts the employee.
      iv. is not displaying accurate legal or pseudonym name.
      v. is no longer required with designator.

  7. All employees and other persons issued ID media are responsible for:

    1. Safeguarding their ID media.

    2. Displaying their ID media properly at all times when performing work duties.

    3. Promptly reporting loss of their ID media to their manager.

    4. Presenting their ID media when requested by their manager, the COR or the local FMSS physical security office to allow for IRS accountability of such ID media.

    5. Returning their ID media to their manager/COR when placed in a non-work status or upon separation from the IRS.

    6. Reporting lost/stolen ID media to their manager, the local FMSS physical security office and to the Situational Awareness Management Center (SAMC) and Treasury Inspector General for Tax Administration (TIGTA) in accordance with IRM 10.2.8, Incident Reporting.

Program Objectives and Review

  1. Program Goals: To affirm IRS authorized ID media and establish the processes and procedures for the issuance, maintenance and recovery of ID media to mitigate unauthorized access to IRS systems and facilities, and to protect IRS personnel, assets and information.

  2. Program Reports:

    1. HR Connect Personal Identity Verification (PIV) Data Synchronization

    2. USAccess Applicant Status Report

  3. Program Effectiveness:

    1. Timely revocation of physical access.

    2. Recovery of all ID media from unauthorized persons.

    3. Timely completion of all SmartID card maintenance requirements.

    4. Issuance of ID media to authorized personnel.

  4. Annual Review: ICAM conducts annual reviews to assess all processes of the program and ensures the program operates in compliance with laws and regulations of the Department of the Treasury.

Terms/Definitions/Acronyms

  1. Access - The authority granted to employees and contractors that provide opportunity to physically come into contact with (including, but not limited to reading, transporting, and/or transcribing/interpreting) Sensitive But Unclassified (SBU) data in the performance of official duties; entering an IRS facility without escort; and/or to login to IRS systems with approved credentials.

    Note:

    For additional information, see IRM 10.23.1, Personnel Security, Personnel Security and IRM 10.23.2, Personnel Security, Contractor Investigations.

  2. Compromised - ID media in the possession of an unauthorized user.

  3. COR - An individual designated and authorized by the contracting officer to perform contract administration activities on his/her behalf with the limits of delegated authority for a specific acquisition or contract.

    Note:

    For additional information, see IRM 10.23.2, Personnel Security, Contractor Investigations.

  4. Contractor employee - An individual, not a federal employee, that performs work for or on behalf of the Federal Government.

    Note:

    For additional information, see IRM 10.23.2, Personnel Security, Contractor Investigations.

  5. Employee - A federal employee, employed by the IRS.

  6. Escorted Access - A contractor employee not yet granted staff-like access that needs to be accompanied by an "qualified escort" during work performance and movement throughout the facility.
    Extended definition: a situation where an individual (i.e., contractor, visitor, or vendor) is not approved for staff-like access and requires escorted access.

    Note:

    For additional information, see IRM 10.23.2, Personnel Security, Contractor Investigations and IRM 10.2.18.5.2, Escorted Access.

  7. ID Card - A form of ID media that verifies the identity of the bearer through identifiable data which may include the bearer’s photograph, name, agency affiliation and card number.

  8. ID Card Designations - Symbols that appear on ID cards that indicate a specified privilege or level of physical access, including concealed weapon, limited area or federal emergency response official, etc.

  9. ID Media - IRS ID media includes any pass, badge, credential, SmartID card, pocket commission, or similar items which contain the IRS name, seal or symbol, that is normally carried or worn by the bearer. ID media may also contain one or more of the following:

    1. The bearer’s photograph

    2. A serial number

    3. An authorizing or validating signature

    4. Information to indicate the purpose of the media or to indicate the bearer has been officially authorized to perform certain acts or duties

  10. Insignia - A badge, usually attached to an article of clothing, which identifies the wearer’s affiliation with the IRS.

  11. Physical Access Control (PAC) Card - A photo ID card issued in accordance with HSPD-12 that verifies the identity of the bearer for facility access.

  12. Pseudonyms - A pseudonym is a fictitious name. The use of a pseudonym is issued to IRS employees for the protection of personal safety and the prevention of harm or danger.

    Note:

    For additional information, see IRM 10.5.7, Privacy and Information Protection, Use of Pseudonyms by IRS employees.

  13. Qualified Escort - An authorized (designated) IRS employee or a contractor employee approved for final staff-like access at the same or higher position risk level as the contractor employee who requires escorting, and with knowledge of the task or activity to be performed.

    Note:

    For additional information on escort/escorted ratio, see IRM 10.2.18.5.2, Escorted Access.

  14. Recovered - ID media returned to the manager or COR and forwarded to FMSS for final disposition.

  15. Routine Access - Access to facilities on a consistent basis, generally multiple times per week.

  16. SmartID - An ID card issued in accordance with HSPD-12 that verifies the identity of the bearer through visible and embedded biometric data.

    Note:

    This ID card provides logical and physical access.

  17. Staff-like Access - unescorted access to Treasury-owned or controlled facilities, information systems, security items and products, and/or to areas storing/processing SBU data, as determined by Treasury/bureau officials.
    Extended definition: authority granted to individual to gain access/entry to, and be present without an escort. Unescorted access is an element of staff-like access authorization.

    Note:

    For additional information, see IRM 10.23.2, Personnel Security, Contractor Investigations.

    Note:

    Staff-like access can be granted as interim or final.

  18. Unescorted Access - A contractor employee, granted staff-like access, that has access to IRS facilities, Information Technology (IT) systems, and SBU data without escort.

    Note:

    Staff-like access initially granted on an interim basis; final access granted full background investigation has been completed.

    Note:

    For additional information, see IRM 10.23.2, Personnel Security, Contractor Investigations.

  19. Visitor - A person visiting an IRS facility who has not been issued an IRS photo ID card. Visitors may include contractors who have or have not been approved for staff-like access, other federal agency employees and contractors, and the general public.

  20. Unrecoverable - ID media not returned to the manager or COR after reasonable attempts have been made for its return.

  21. Acronyms

    Acronym Definition
    AD Associate Director
    BU Business Unit
    CO Contracting Officer
    COR Contracting Officer’s Representative(s)
    CSM Contractor Security Management
    FIPS Federal Information Processing Standards
    FMSS Facilities Management and Security Services
    HCO Human Capital Officer
    HR Human Resource
    HSPD Homeland Security Presidential Directive
    ICAM Identity, Credential and Access Management
    ID Identification
    IT Information Technology
    LAK Light Activation Kits
    NTEU National Treasury Employees Union
    OMB Office Management & Budget
    PAC Physical Access Card
    PDS Personal Identity Verification Data Synchronization
    PIV Personal Identity Verification
    PTSP Public Transportation Subsidy Program
    SAMC Situational Awareness Management Center
    SBU Sensitive But Unclassified
    SEC Separating Employee Clearance
    SSC Security Section Chief(s)
    TIGTA Treasury Inspector General for Tax Administration
    TM Territory Manager
    USC United States Code
    USPS United States Postal Services

     

Related Resources

  1. Form 13716, Request for ID Media and/or Access Card for IRS Employees

  2. Form 13716-A, Request for ID Media/Access Card for Contract Employee

  3. Form 14604, Contractor Separation Checklist

  4. Form 3210, Document Transmittal

  5. Form 4589, Lost or Forgotten Identification (ID) Card Record

  6. Form 6662, Daily ID Card Inventory Report

  7. IRM 1.17.7, Publishing, Use of the Official IRS Seal, IRS Logo, Program Logos and Internal Logos

  8. IRM 1.32.15, Servicewide Travel Policies and Procedures, Public Transportation Subsidy Program (PTSP)

  9. IRM 9.11.3, Fiscal and Personnel Matters, Investigative Property

  10. IRM 10.2.6, Non-Enforcement Pocket Commissions

  11. IRM 10.2.8, Incident Reporting

  12. IRM 10.2.14, Methods of Providing Protection

  13. IRM 10.2.18, Physical Access Control (PAC)

  14. IRM 10.5.7, Privacy and Information Protection, Use of Pseudonyms by IRS Employees

  15. IRM 10.8.1, Information Technology (IT) Security, Policy and Guidance

  16. IRM 10.23.1, Personnel Security, Personnel Security

  17. IRM 10.23.2, Personnel Security, Contractor Investigations

Authorized Use

  1. Only ID media issued in accordance with or as referenced in this IRM section are authorized for use by IRS employees and contractors during performance of official duties. The issuance and use of enforcement badges and pocket commissions is covered in IRM 10.2.6, Non-Enforcement Pocket Commissions.

  2. IRS employees and contractors must take precautions to prevent loss, theft, or destruction of pocket commissions, ID cards, and enforcement badges. In the hands of an unauthorized person, these items have the potential of bringing serious discredit and adverse publicity to the IRS. Authorized employees are responsible for:

    1. Safeguarding their ID media by ensuring ID media is either in the possession of the authorized IRS employee or contractor, or when not in use, should be stored in a locked container or left with the supervisor. ID media should never be left unattended in briefcases, unlocked desk drawers, automobiles, etc.

    2. Producing ID media at the request of their manager or automated notification.

  3. IRS employees and contractors may not display any form of ID media associating them with the IRS which has not been officially authorized.

  4. No IRS employee or contractor may possess more than one IRS ID card. No IRS employee or contractor may be issued more than one of each type of authorized ID media, i.e. pocket commission, enforcement badge, etc. unless otherwise authorized by the AD, Security Policy at any given time.

  5. IRS employees and contractors should maintain physical control of their credentials and never allow anyone to copy or photograph their ID media. IRS employees and contractors must return all ID media if they separate or terminate employment (resignation or retirement, transferring to another federal agency, removal, etc.)

  6. ID media may not be used for retirement mementos, honorary presentations, or similar purposes, except as prescribed in IRM 10.2.6, Non-Enforcement Pocket Commissions and IRM 9.11.3, Fiscal and Personnel Matters, Investigative Property.

Penalties

  1. See Title 18, Part I, Chapter 25, Subsection 499 of the United States Code (USC) - 18 USC 499 - Military, naval, or official passes

  2. See Title 18 Part I, Chapter 33, Subsection 701 of the USC - §701. Official badges, identification cards, other insignia

Mailing of ID Media

  1. ID media may be mailed when an ID card must be:

    1. transferred to another credentialing station, including non-IRS credentialing stations, or to a Light Activation Kit (LAK) station.

    2. returned to the local FMSS physical security office due to employee or contractor separation or placement in a non-work status.

  2. When mailing ID media, a controlled means must be used. The mailing package must be accompanied by a Form 3210, Document Transmittal, including the name of the package recipient, date sent, serial number, type of ID media, quantity of blank stock (if applicable) and card holder’s name (if applicable). Form 3210 must be retained for use in ensuring the timely receipt of the transmitted items. A copy of the signed Form 3210, signifying receipt of the documents, must be retained in the local FMSS physical security office.

  3. ID media must be mailed:

    1. using a sealed envelope with the name of the receiving employee or contractor recorded on the face of the envelope. The sealed envelope containing the ID media must then be enclosed in an envelope or package prepared for mailing.

    2. by traceable means such as the United States Postal Service (USPS) registered mail or by a traceable means with a tracking number.

Authorized ID Media

  1. The authorized forms of ID media approved for use by IRS employees, contractors and visitors are as follows:

    1. ID cards (photo and non-photo) as prescribed in IRM 10.2.5.

    2. Non-enforcement Pocket Commissions as prescribed in IRM 10.2.6, Non-Enforcement Pocket Commissions.

    3. Enforcement Pocket Commissions as prescribed in IRM 9.11.3, Fiscal and Personnel Matters, Investigative Property.

    4. Parking permits to IRS controlled parking areas.

    5. Insignia provided to IRS personnel for attachment to issued apparel.

  2. IRS employees, contractors and visitors may not display any form of ID media associating them with the IRS except as referenced in this IRM unless otherwise officially authorized by Chief, FMSS.

  3. Requests for the development of new, or modification of existing ID media, and/or the method of use, assembly, or display, must be submitted through the Operating Business Commissioner, Chief Officer, or Chief Counsel of the requesting organization to the FMSS AD, Security Policy, for coordination and approval.

  4. The Chief, FMSS is the approving authority for any amendments to any type of IRS ID media, unless otherwise indicated in this IRM.

  5. All other forms of ID media not specifically covered in this IRM, IRM 10.2.6, Non-Enforcement Pocket Commissions or IRM 9.11.3, Fiscal and Personnel Matters, Investigative Property are not authorized.

ID Cards

  1. ID cards are used to verify the bearer’s identity and to designate their type of authorized access.

Photo ID Cards

  1. Photo ID cards will only be issued by the local FMSS physical security office to employees and contractors who meet the eligibility requirements for staff-like access as prescribed in IRM 10.2.18, Physical Access Control, IRM 10.23.2, Personnel Security, Contractor Investigations, and require physical and/or logical access to IRS facilities and systems.

  2. Authorized photo ID cards are the SmartID and PAC cards.

  3. Authorized personnel that require specified access or privilege will have ID designations on the front of the ID card in accordance with FIPS 201 guidance. The ID designations are as follows:

    1. Emergency Response Official: Personnel designated as emergency responders.

    2. Concealed Weapon: Personnel authorized to carry concealed weapons in conjunction with their official duties.

    3. Limited Area Access: Personnel authorized to access designated limited areas.

  4. SmartID cards may be issued to individuals who meet the eligibility requirements for staff-like access and requiring routine access to IRS controlled facilities and/or information systems.

  5. PAC cards may be issued to individuals who meet the eligibility requirements for staff-like access and require routine access to IRS controlled facilities only.

  6. PAC cards are issued to IRS National Treasury Employees Union (NTEU) Chapter Presidents who meet the eligibility requirements for staff-like access.

  7. Employees must complete and submit Form 13716, Request for ID Media and/or Access Card for IRS Employees prior to the issuance of a photo ID card.

  8. Contractors must complete and submit Form 13716-A, Request for ID Media and/or Access Card for Contract Employee and provide a copy of their current staff-like access memorandum issued by the Human Capital Officer (HCO), Personnel Security prior to the issuance of a photo ID card.

  9. Personnel that require photo ID cards will be required to take a photograph to provide an immediate visual verification of the wearer’s identity. Wearing hats, scarves, caps or items that may obstruct the facial features are generally prohibited unless worn for reasons of religion or health. Exceptions must be approved by the employee’s manager or COR and the local FMSS physical security SSC.

  10. All personnel must ensure ID cards are in their possession when conducting official business. ID cards must be worn at or above the waist and visible from the front when in IRS facilities. SmartID cards must be carried in an IRS issued holder to safeguard the ID card certificate. When the SmartID card is being utilized for work processes, such as Mandatory SmartID Sign On, it is allowable to not have the card displayed as long as it is in the employee’s physical possession at all times.

  11. Authorized IRS personnel visiting an IRS facility on official business must display their issued ID card. Authorized IRS visitors requiring access to Limited Areas will display a photo ID card with a "Limited Area" designation.

    Note:

    For additional information, see IRM 10.2.18, Physical Access Control (PAC).

  12. Employees with an approved pseudonym as prescribed in IRM 10.5.7, Privacy and Information Protection, Use of Pseudonyms by IRS Employees must be issued a SmartID or PAC card in their pseudonym name only. Previously issued ID cards must be recovered and returned to the local FMSS physical security office prior to the issuance of a new ID card. The pseudonym name must match on the SmartID card and the enforcement or non-enforcement pocket commission, if applicable.

Replacement ID Cards

  1. Cardholders must immediately report lost, stolen, or compromised ID cards to:

    1. their manager or COR.

    2. the local FMSS physical security office.

    3. SAMC in accordance with IRM 10.2.8, Incident Reporting.

    4. TIGTA.

  2. Employees and contractors must request a replacement card if the:

    1. current ID card has expired (ID cards must be updated every five years).

    2. ID card is lost (a wait of five to seven workdays is usually appropriate to ensure a card is lost and not merely misplaced).

    3. ID card is stolen.

    4. cardholder’s name has changed.

    5. ID is damaged.

    6. image of the cardholder no longer accurately depicts the cardholder.

  3. Employees that require a replacement ID card must complete and submit Form 13716 to the local FMSS physical security office to obtain a replacement ID card.

  4. Contractors that require a replacement ID card must complete and submit Form 13716-A and a copy of their current staff-like access memorandum issued by HCO, Personnel Security to the local FMSS physical security office to obtain a replacement ID card.

  5. Local physical security offices must complete revocation procedures within 18 hours of notification of lost, stolen, or compromised cards. In emergency situations where there is suspicion that the missing ID card will be misused, the local FMSS physical security office must take immediate action to disseminate the information to prevent unauthorized use.

Non-Photo ID Cards

  1. Non-photo ID cards are issued by the local FMSS physical security office to:

    1. Visitors, to include federal and non-federal personnel who met the eligibility requirements for staff-like access, as set forth in IRM 10.2.18, Physical Access Control (PAC).

    2. Visitors, to include contractors and federal or non-federal personnel who have not met the eligibility requirements for staff-like access.

    3. Employees reporting to IRS facilities without their photo ID card.

  2. Non-photo ID cards to designated limited areas are issued by designated BU limited area monitors.

  3. The authorized non-photo ID cards are Visitor, Escort, and Temporary ID cards.

    1. Designation:
      i. "V" in a red field - Visitor
      ii. "E" in a red field - Escort
      iii. "T" in a blue field - Temporary
      iv. "R" in a yellow field - Visitor, Limited Area

    2. Black text:
      i. Visitor
      ii. Visitor Escort Only
      iii. Temporary

    3. Agency abbreviation

    4. Expiration Date

  4. Visitors and federal or non-federal personnel who have met the eligibility requirements for staff-like access as set forth in IRM 10.2.18, Physical Access Control (PAC) will be issued non-photo "Visitor" ID cards by the local FMSS physical security office for unescorted access.

  5. Visitors who have not met the eligibility requirements must:

    1. be escorted by an IRS employee, who must request his/her placement on the facility visitor access list.

    2. present a valid photo ID card for identity verification card and submit to facility entry screening procedures.

    3. be issued a non-photo "Visitor Escort Only" ID card.

  6. Non-photo ID cards cannot be removed from the issuing facility and should never be used as access authorization to a facility. Non-photo ID cards must be returned to local FMSS physical security office or guard post by the individual assigned the card when the individual departs the facility or security area.

  7. Contractor employees who have been denied final staff-like access by HCO Personnel Security cannot be allowed entry or escorted.

Facility Access Cards

  1. Employees and authorized contractors requiring routine access to IRS controlled facilities with an electronic access control system may be issued a facility access card, also known as the prox card, where required.

  2. Employees that require a prox card must complete and submit Form 13716, Request for ID Media and/or Access Card for IRS Employees to the local FMSS physical security office in order to obtain their prox card.

  3. Contractors that require a proximity card or prox card must complete and submit Form 13716-A, Request for ID Media/Access Card for Contract Employee and a copy of their current staff-like access memorandum issued by HCO, Personnel Security, to the local FMSS physical security office to obtain a prox card.

  4. Facility access cards will be issued by the local FMSS physical security office for applicable IRS controlled facilities. Facility access cards must be returned to the local FMSS physical security office upon separation or non-work status by the individual assigned the card or their manager.

    Note:

    Facility access cards are not transferable.

Parking Permits

  1. The local FMSS TM has authority to designate the locations where parking permits will be used and the procedures for issuance and control. Parking permits are not authorized for personnel who are also receiving compensation through the Public Transportation Subsidy Program (PTSP).

  2. Parking permits will be issued and recovered by the local FMSS physical security office for applicable IRS controlled parking areas. Parking permits must be:

    1. displayed in the windshield.

    2. easily visible from the exterior of the vehicle whenever the vehicle is in the IRS controlled parking area.

    3. safeguarded when not in use

    Note:

    Parking permits are not transferable.

Insignia

  1. Only authorized insignia approved by the Chief, FMSS are authorized for official wear.

  2. Insignia designated for attachment to issued apparel must adhere to the policy set forth in IRM 1.17.7, Publishing, Use of the Official IRS Seal, IRS Log, Program Logos and Internal Logos.

  3. Issuing Business Unit (BU) must safeguard insignia from unauthorized personnel. BU may issue or transfer insignia to authorized personnel only. The BU is responsible for the recovery of insignia from unauthorized personnel and the destruction of insignia that is damaged.

Recovery of ID Media

  1. All issued ID media must be recovered and returned to the local FMSS physical security office when employees or contractors:

    1. Request replacement ID media.

    2. Separate and terminate employment (resignation or retirement, transferring to another federal agency, etc.)

    3. Are placed in non-work status.

  2. The managers and the COR are responsible for the recovery of ID media from those separating employees and contractors. The manager or COR must advise employees and contractors whose resignations were not presented in person that all ID media must be returned and are responsible for making arrangements for the return of all ID media items.

    1. Managers must use the HR Connect - SEC module to indicate ID media recovery status. The manager must indicate the status of the ID media items as recovered or unrecoverable. If the manager is unable to recover the ID media item(s), the manager must update the SEC module to indicate the ID media as unrecoverable to include a written explanation detailing the circumstances of non-recovery.

    2. The COR is required to complete and submit Form 14604, Contractor Separation Checklist on the contractor’s last work day and submit the checklist to Contractor Security Management (CSM). The COR must indicate the status of the ID media as recovered or unrecoverable on the Contractor Separation Checklist. If the COR fails to recover the ID media, the COR must provide a written explanation detailing the circumstances of non-recovery to the local FMSS physical security office.

    3. Local physical security offices must complete revocation procedures within 72 hours of notification of separation or non-work status.

Records and Accountability

  1. Unauthorized personnel will never have access to the ID media stock, other supplies and equipment to maintain the validity and reliability of ID media.

  2. The local FMSS physical security office will be responsible for maintaining an alpha file for each individual that has been issued a photo ID card, access card, parking permits or other ID media. The file should consist of all ID media related forms, such as:

    1. Form 4589, Lost or Forgotten Identification (ID) Card Record

    2. Form 13716, Request for ID Media and/or Access Card for IRS Employee

    3. Form 13716-A, Request for ID Media/Access Card for Contract Employee

    4. Staff-like access approval memorandums

    5. Unrecoverable written explanations

  3. Alpha files for issued, replacement, recovered and unrecovered cards must be retained by the local FMSS physical security office.

  4. Alpha files must be maintained by the local FMSS physical security office until:

    1. A replacement card is issued.

    2. ID card is recovered and terminated due to separation.

    3. ID card is unrecovered and terminated due to separation or at which time, the record must be retained for a period of three years.

  5. The local FMSS physical security office will complete a daily inventory of all non-photo ID cards. The local FMSS physical security office must annotate the results of the daily audit of each non-photo ID on Form 6662, Daily ID Card Inventory Report. Form 6662 must be retained for a minimum of three years at the local FMSS physical security office.