Saturday, February 24, 2024

Important Notes

11/30/2023

One Transmittal equals 20 or less applicants per page:

If a DoD agent has less than 20 applications and they are generating a transmittal, the form will generate correctly (1-20)

However, if the DoD agent is creating a transmittal for more than 20 applications the system is unable to compile the second page, (21 - 40) and will corrupt the entire set.  Agents will then need to use a manual DS-7691 transmittal for shipping which can be located on Passport matters under

-          Note: If the agent selected the correct delivery (DOS or PSD) each application will be in the correct status.

The current fix is that the agent must work in steps within VPAS by selecting 20 or less applications in VPAS creating the necessary transmittal from VPAS, then they must return to the create option and select the additional applications and create generate for a new transmittal including all applicants exceeding 20 applicants.

-          1-20 applications

-          21-40 applications (this will still list on the transmittal as 1-20)

-          41-60 applications (this will still list on the transmittal as 1-20)

Base Line, the agent is only able to create 1 transmittal of 20 or less applicants and must create multiple transmittals to list and account for any additional applicants. 

If there are any questions, please contact the Customer Service Team. 

11/01/2023

NOTICE: VPAS and Passport Matters outages have ended, as the updates have been accomplished.  Passport Agents are now clear to resume all activities on Passport Matters and VPAS. If you have any questions please contact our customer support team for more information.

09/29/2023

In the event of a Government shutdown, the Passport Services Division will operate in a “reduced” capacity.  For emergencies, please contact Customer Service at 703-545-0003/0004.  The Special Issuance Agency will be fully operational.

09/28/2023
Please be sure to check your junk mail while waiting on visa approval emails.  Some individuals are not receiving the approval emails in their in-box because the emails are coming from an Auto Reply.  If the emails ARE going to your junk mail then please speak to your IT Department concerning this issue.
08/28/2023

Implemented: 10 Aug 2023

New Visa Process: 

New DoD Visa Process update: 25 Aug 2023

Mailbox DIA SPV usarmy.pentagon.hqda-oaa-det.mbx.dia@army.mil

DoD visa processing workflow has been integrated into VPAS beginning 10 Aug 2023. Prescreening of all visa applications with supporting documents will be completed by PSD via digital format. 

DoD agents may only forward the visa applications and transmittals when written confirmation is provided by the PSD. 

Applications received without confirmation will cause a delay as they will be returned to the agent for correction. 

Please review Passport Matters for updates. Please contact our customer service team if you have questions.

DoD Agents are to hold all original visa applications, passports and visa support documents until provided email confirmation from PSD. As visa applications are reviewed based off of their date of departure, and not date of submission, agents must be prepared to hold documentation for multiple weeks, potentially months, in order for the request to be reviewed and approved. 

ALL VISA PACKAGES MUST INCLUDE A VPAS TRANSMITTAL FOR DELIVERY TO PSD

New Visa Workflow Steps for Agents:

DoD agents must follow Passport Matters for each countries visa requirements.

After reviewing the applicant’s information and ensuring it meets Passport Matters requirements, create a DD-1056 for the applicant as before. 

Scan Documents for one applicant into one PDF in the following order (If submitting for multiple personnel, ensure each applicant has their own PDF Document):

DD-1056

Visa Application

Passport Data Page

Orders

Additional Supporting Documentation per Country Requirements

Password protect the scanned documents by opening the scan in Adobe Acrobat Pro, and selecting ‘Protect’ under the toolbar. After this, select ‘Protect Using Password’. The standardized password will be shown in the banner on VPAS. If you cannot locate the password, please contact Customer Service for Assistance. 

All Visa Application packages must be scanned and provided to the following email in PDF format for review.  

usarmy.pentagon.hqda-oaa-det.mbx.dia@army.mil

Individuals: 

The following format must be used for the subject line for the email:

SPV (DD-1056 # 0000), (Country), (Travel Date in dd mmm yyyy format), (Last Name, First Name), (Unit), (Exercise Name)

Example: SPV 3ABC, ECUADOR, 10 OCT 2023, DOE, JOHN, 355 FSS, SENTINEL EXERCISE

Units/Families: 

The following format must be used for the subject line for the email:

SPV (Unit/Family of #), (Country), (For Families, Include Families Last Name), (Travel Date in dd mmm yyyy format), (Unit), (Exercise Name)

Example: SPV Family of 3, ECUADOR, 10 OCT 2023, DOE FAMILY, 355 FSS, SENTINEL EXERCISE

For units and families, please state the Barcodes and Names of individuals included in that email in the body of the email. 

Once the scanned visa package has been reviewed by PSD the DoD agent will receive a confirmation authorization via email.

Confirmation email must be printed and included in the visa package when mailing to PSD representing the cover page.

Once the confirmation authorization is received the DoD agents will be authorized to create the transmittal and forward the confirmation, original hard copy forms and supporting documents to PSD for processing.

Once received by PSD, the visa packet will be processed as before.  


08/16/2023

VPAS is operational as of 1515 EST, Agents may resume normal operations. 

08/10/2023


Update/Reminder:  Updated DoD Visa Processing workflow

All agents within special facilities that have already coordinated procedures with Mr. Snead and who are included in the direct submission program with PSD are to maintain current submission procedures.

New DoD Visa Process: 10 Aug 2023 (End of business day EST)
Agents are to review FCG to determine the visa requirements and daily reviews of Passport Matters for updates and changes to process. 

All emails must be forwarded to the following email address unless specified otherwise on the relating Passport Matter country requirements page. 

Mailbox DIA SPV: 
 usarmy.pentagon.hqda-oaa-det.mbx.dia@army.mil

DoD visa processing workflow has been integrated into VPAS beginning 10 Aug 2023. Prescreening of all visa applications with supporting documents will be completed by PSD via digital format beginning 11 Aug 2023.  DoD agents may only forward the visa applications and transmittals when written confirmation is provided by the PSD.  Applications received without confirmation will cause delay as they are returned to the agent for correction.  There will be a grace period of approximately 30 days for conformity as the community is walked through the new processing procedures. Current suspense 01 Sept 2023.  Please review Passport Matters for updates. Please contact our customer service team if you have questions.

DoD Agents are to hold all original visa applications, passports and visa support documents until provided with confirmation from PSD
ALL VISA PACKAGES MUST INCLUDE A VPAS TRANSMITTAL FOR DELIVERY TO PSD
DoD agents must follow Passport Matters for each country visa requirement.
All Visa Applications must be provided to the following email in PDF format for review.
o usarmy.pentagon.hqda-oaa-det.mbx.dia@army.mil
Once reviewed the DoD agent will receive a confirmation authorization.
o Confirmation must be included in the visa package representing the cover page.
Once the confirmation authorization is received the DoD agents will be authorized to create the transmittal and forward the confirmation, original hard copy forms and supporting documents to PSD for processing.

For new integrated visa prescreening delivery:
Please ensure to follow the guidance below:
Email Subject Line; (must be exact)
SPV (DD-1056 # 0000), (Exercise Name), (Country), (Travel Date in dd mmm yyyy format), (Last Name, First Name), (Unit)

EXAMPLE – SUBJECT LINE:
SPV 3ABC, SENTINEL EXERCISE, ECUADOR, 10 OCT 2023, DOE, JOHN, 355 FSS

When PSD receives your request through email, we will notify via confirmation that the DoD agent may then mail the visa packages to PSD.

ALL VISA PACKAGES MUST INCLUDE A VPAS GENERATED TRANSMITTAL AND CONFIRMAION FOR DELIVERY TO PSD
08/01/2023

New DoD Visa Process: 
DoD Agents are reminded that Visa application processing will have a face lift beginning 10 Aug 2023. In an attempt to prescreen all visa applications and reduce transit and hold delays, DoD agents must provide scans of the Visa applications with supporting documents to the designated email provided on Passport matters for digital review. DoD agents may only forward the visa application in hard copy once a written confirmation is provided from the PSD.  Applications received without this confirmation will be returned to the agent without processing and for correction of procedures. Your customers should be made aware that prior to the DoD agent mailing the physical application to PSD it must be 100 Percent correct and all errors will be corrected prior the original, physical package being forwarding to PSD.  There will be a grace period of approximately 30 days for conformity as the community is walked through the new processing procedures. Current suspense 01 Sept 2023.  Please contact our customer service team if you have questions. //Chief, DoD Passport Visa Branch//

05/31/2023
Chile - Southern Star Exercise
Please be sure to put in block 19 on the DD1056 that you are going to participate in the Southern Star Exercise.
04/03/2023
Currently the Israeli Embassy is open and will follow the guidance put on Passport Matters/Alerts on March 17.  The Embassy will close April 6th through April 14th, they will reopen April 17th.
03/28/2023
ECUADOR - REQUIREMENTS FOR EXERCISE RESOLUTE SENTINEL 2023

Please see Passport Matters
03/27/2023
Because of the events in Israel ,Today (3/27), the Histadrut, Israel's largest labor union, instructed all government employees to go on strike, including Israel’s diplomatic missions around the world.

The Embassy of Israel will be closed today until further notice and no consular services will be provided including visa services.

‎‏Please follow the embassy's official Facebook and Twitter for information:

‎‏https://twitter.com/israelinusa?s=21&t=jhKne2sHDaxiTMIY_Bnj1Q

‎‏https://www.facebook.com/IsraelinUSA?mibextid=LQQJ4d
03/17/2023
Israeli Visa Requests:

The Israel Consular Department will be closed Thursday, April 6 - Friday, April 14th.  They will reopen on Monday, April 17th. 

Urgent visa requests must be submitted in person by couriers by Friday March 31st at noon and can be collected Wednesday, April 5th at noon.

All applications received by Wednesday, April 5th will be processed after the Consular personnel return from Passover Holiday, Monday, April 17th.
12/14/2022
Passport Services Division at Fort Belvoir will be closing Friday 12/16/2022 at 10:30am.  We will resume operations at 8am on Monday 12/19/2022. We are wishing all of you a happy and safe Holiday Season!
10/10/2022
DoD Passport and Visa Office Update:

The DoD Passport and Visa Office at Fort Belvoir will be closed on Friday, 14 October 2022.  For any passport or visa related inquiries, please send an email to usarmy.pentagon.hqda-oaa-det.mbx.det-ppv-customer-service@army.mil for assistance.  For any passport status related inquiries, please send an email to CA-PPT-SIA-Passports@state.gov for assistance.  
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