Contractor/Volunteer

TASS, SPOT, Base Privileges, & Emergency Essential

Trusted Associate Sponsorship System (TASS)

Per DoD Policy, all Contractors and Volunteers must be verified through TASS (Formerly known as the Contractor Verification System or CVS) by a Trusted Associate (TA) prior to CAC issuance
- This is a prerequisite to CAC issuance, the TA verifies that the Contractor or Volunteer has completed the required background investigations and has the necessary eligibility documentation (LOA or Volunteer Letter respectively)
If you are unsure of where your TASS Office is located or who your TA is, contact your employer, contracting officer representative, or volunteer coordinator
- The USMC TASS Office is located at the front desk of the Camp Foster IPAC, Bldg. 5699, DSN 645-9448

Synchronized Pre-Deployment Operational Tracker (SPOT)

Per USFJ Policy, as of 15 Jan 2019 ALL Contract personnel employed by or in support of the DoD within US Forces Japan are required to be verified through the SPOT system and maintain a Letter of Authority (LOA) generated through SPOT - Example of SPOT LOA
Previous LOA documents, such as the USFJ Form 28, that are signed after 15 Jan 2019 are no longer valid for TASS verification or ID Card Issuance

Base Privileges

The ID Card Office utilizes DoD policy to determine MWR, Commissary, Exchange, and Direct Care privileges for Contractors working in support of the DoD while overseas
- These base privileges are governed by DoD policy and are in no way related to the Status of Forces Agreement (SOFA) - recognition (or not) under the SOFA will never influence these base privileges
Volunteers are not authorized MWR, Commissary, Exchange, and Direct Care privileges on their Volunteer CAC
Contract employees who have a period of performance overseas less than 365 days are not authorized a CAC with MWR, Commissary, Exchange, and Direct Care privileges listed
- Contractors employed overseas less than 365 days may utilize their SPOT LOA to access those base privileges if authorized
Contract employees in support of the DoD who have a period of performance overseas of 365 days or more will have MWR, Commissary, Exchange, and Direct Care privileges listed on their CAC

Emergency Essential (EE) Positions

Certain contracting positions are considered Emergency Essential (EE) and require base access beyond what a Contractor CAC is normally authorized
If your position is considered EE we require documentation of this prior to adding the condition within DEERS
- Adding an EE condition will change the green (G) strip on the CAC to a white (W) strip allowing for additional base access through more restrictive TCCORs and FPCONs
- The EE condition may be denoted within the remarks section of the SPOT LOA
  - "The contractor is essential to the mission...." sentence that is typically on the SPOT LOA is not the same as denoting a contractor as EE, it's part of a 'canned' statement that is required to be on the SPOT LOA
  - Verbiage to the effect of "This contract employee is considered Emergency Essential in the performance of their duties and requires additional base access privileges in performance of their duties."
- Alternatively, the contractor's supervisor may complete a DD Form 2365 to satisfy documentation of the EE position

Contract Employees

Initial & Expiring CAC

Ensure you have visited your TASS office or your Trusted Agent (TA) has verified your information within TASS, the ID Card Center is unable to take any action unless this task has been completed
Contractors must have a SPOT Letter of Authority (LOA) in hand at the time of their appointment, the period of performance on the SPOT LOA will be utilized for the begin & end date of the individual's DEERS record and CAC expiration date
- The USFJ Form 28 is no longer a valid document, all LOA's signed after 15 Jan 2019 must be generated through SPOT
- Some Trusted Agents (i.e. USN Hospital) may choose to generate a DD Form 1172-2 for CAC issuance in lieu of the SPOT LOA after verifying the individual within TASS, this is acceptable as long as the 1172-2 states within the remarks section that the Contractor has completed the required background investigation and the TA has verified the Contractor's SPOT LOA
Make an appointment on the RAPIDS Appointment Scheduler, if no appointments are available within the week you begin work then you may utilize our walk-in options
Bring two forms of ID from the DoD List of Acceptable Identity Documents
- If there are unexpired identity documents already scanned into DEERS they may be utilized, but it is highly suggested not to assume there are already scanned identity document within DEERS
- Per DoD policy, the requirement of two forms of ID is extremely strict - there is no way to waive this requirement

Already Expired CAC

Ensure you have visited your TASS office or your Trusted Agent (TA) has verified your information within TASS, the ID Card Center is unable to take any action unless this task has been completed
Contractors must have a SPOT Letter of Authority (LOA) in hand at the time of their appointment, the period of performance on the SPOT LOA will be utilized for the begin & end date of the individual's DEERS record and CAC expiration date
- The USFJ Form 28 is no longer a valid document, all LOA's signed after 15 Jan 2019 must be generated through SPOT
- Some Trusted Agents (i.e. USN Hospital) may choose to generate a DD Form 1172-2 for CAC issuance in lieu of the SPOT LOA after verifying the individual within TASS, this is acceptable as long as the 1172-2 states within the remarks section that the Contractor has completed the required background investigation and the TA has verified the Contractor's SPOT LOA
Make an appointment on the RAPIDS Appointment Scheduler, if no appointments are available that day you may utilize our walk-in options
Bring two forms of ID from the DoD List of Acceptable Identity Documents
- If there are unexpired identity documents already scanned into DEERS they may be utilized, but it is highly suggested not to assume there are already scanned identity document within DEERS
- Per DoD policy, the requirement of two forms of ID is extremely strict
  - If two acceptable forms of ID are unavailable, the ID Card Center supervisor has the discretion to issue a limited number of temporary 30 day ID cards (this purpose of which is to allow the individual time to obtain two forms of acceptable identity documentation) - the requirement for two forms of ID ultimately must still be met

Lost/Damaged CAC

Obtain a Minor Offense Report (MOR) or Lost ID Card Statement from the Provost Marshall's Office (PMO) or Security Forces
Make an appointment on the RAPIDS Appointment Scheduler, if no appointments are available that day you may utilize our walk-in options
Bring two forms of ID from the DoD List of Acceptable Identity Documents
- If there are unexpired identity documents already scanned into DEERS they may be utilized, but it is highly suggested not to assume there are already scanned identity document within DEERS
- Per DoD policy, the requirement of two forms of ID is extremely strict
  - If two acceptable forms of ID are unavailable, the ID Card Center supervisor has the discretion to issue a limited number of temporary 30 day ID cards (this purpose of which is to allow the individual time to obtain two forms of acceptable identity documentation) - the requirement for two forms of ID ultimately must still be met

Malfunctioning CAC

If you are having difficulties regarding a specific website or program, but are able to login to your workstation, this is not an issue with your CAC - contact the helpdesk for the specific website or program you are trying to access
If you receive a message stating "Your account has been disabled" this is an issue with your computer account, not your CAC - contact your IT helpdesk (for USMC dial "117" from a DSN phone)
The ID Card Center will test your CAC to see if it is malfunctioning, if it is then the CAC may be replaced
Make an appointment on the RAPIDS Appointment Scheduler, if no appointments are available that day you may utilize our walk-in options
Bring two forms of ID from the DoD List of Acceptable Identity Documents (the current ID card may count as one form of ID)
- If there are unexpired identity documents already scanned into DEERS they may be utilized, but it is highly suggested not to assume there are already scanned identity document within DEERS
- Per DoD policy, the requirement of two forms of ID is extremely strict (the current ID card may count as one form of ID)
  - If two acceptable forms of ID are unavailable, the ID Card Center supervisor has the discretion to issue a limited number of temporary 30 day ID cards (this purpose of which is to allow the individual time to obtain two forms of acceptable identity documentation) - the requirement for two forms of ID ultimately must still be met

Adding/Updating Certificates (E-mail & Computer access) on a CAC

Save yourself a trip! Consider utilizing ID Card Office Online (aka Rapids Self Service) to update your email address yourself from any CAC enabled computer
Customers may walk-in to any ID Card Center for this service and wait to be seen between appointments
Please note, you MUST know what your government email is, do not come to the ID card center if you are not certain of what your government email is
The ID Card Center does not create, change, adjust, or otherwise control email or computer accounts, this is accomplished by submitting a System Authorization Access Request (SAAR) through your unit
Only a single set of encryption certificates for an email address can be added to a CAC at a time
- For customers requiring access to multiple DoD networks (i.e. USMC & Navy), after submitting the appropriate SAARs there is no need to come into the ID Card Center for additional certificates - there are none to add unless the customer desires to change their encryption certificates to the match their email on the new/other network (this will overwrite the current email encryption certificates on the CAC)

Dual Persona (individuals with multiple CACs)

There are some select situations in which an individual may have two CACs, such as an individual that is both a Reservist and a Contract employee
If the individual requires unique computer/network access on each CAC, a Personnel Category Code (PCC) must be added to one of the individual's CACs to differentiate between the two
- This can be accomplished ONLY on ID Card Office Online, we unfortunately cannot add the PCC from our workstations at the ID Card Center
- The DoDID number will then have a letter appended to the end of it (i.e. 1234567890 -> 1234567890.A) and this will be used on the SAAR for the second computer account
- Be extremely careful in adding a PCC to a CAC, there is no way to remove it without re-issuing the CAC, feel free to contact the ID Card Center if you have questions

Volunteers

Initial & Expiring Volunteer CAC

Ensure you have visited your TASS office or your Trusted Agent (TA) has verified your information within TASS, the ID Card Center is unable to take any action unless this task has been completed
- Your organization's volunteer coordinator will assist you in identifying your TA
- The volunteer's TA will generate a DD Form 1172-2 for CAC issuance after verifying you within TASS - the remarks section of the 1172-2 must note that the volunteer has completed the required background investigation and the TA has verified the volunteer's eligibility documentation
Make an appointment on the RAPIDS Appointment Scheduler
The volunteer must have their Volunteer Letter and a DD Form 1172-2 signed by an authorized signatory in-hand at the time of the appointment
Bring two forms of ID from the DoD List of Acceptable Identity Documents
- If there are unexpired identity documents already scanned into DEERS they may be utilized, but it is highly suggested not to assume there are already scanned identity document within DEERS
- Per DoD policy, the requirement of two forms of ID is extremely strict - there is no way to waive this requirement

Documents and Links

Marine Corps Base Camp Smedley D. Butler