Global Services

Everyone completing the access forms must have the following ready to complete the form:

1. Scan of your REAL ID-compliant document (i.e., passport or REAL ID driver’s license)
2. Visa documents, if applicable.

Need help?

If you require assistance when completing the form, refer to the following links or reach out to your point of contact or assigned affiliation’s site access coordinator.

• Screenshots of the Onsite Access Request Form for Business Visitors instruction document
• Video tutorial of the access request process (see video 5)
• Screenshots of the invitation process for POCs
• Video tutorials for approval processing
• Reference guide

There are two different ways to begin the access request process.

• Option 1: Complete the form yourself by filling out the access request form. Select “business visitor” as the visitor type. Coordinate with your Fermilab point of contact on the details of your visit.
• Option 2: If a point of contact (POC) would like to begin the access process for their invited visitor, complete the invitation process (Services log-in required). The invited visitor will receive an email to complete the access process once the invitation is submitted. This step must be completed for the access request to be routed for approvals.

Once you submit your access request, it will be routed through necessary approvals. To check the status of your request or to submit a question, please visit the Site Access Request Status page.

To fully process non-U.S. citizens business visitor requests, the I-94 document and applicable visa documents are required. Please visit the documents page for full details on visa documents and the I-94 document, including how to obtain it and what to do if you need it corrected.

Once access is approved, an on-site business visitors will receive an informal invitation letter with a QR code, which must be presented at the security gate upon arrival.

In addition to the informal invitation letter, an on-site non-U.S. business visitors will receive a formal invitation letter that can be used, if needed, in the visa process.

At the security gate, be prepared to present your 1) QR code (located on the informal invitation letter email) and 2) REAL ID-compliant document.

Business visitors who are coming on site are encouraged to enter Fermilab through the Batavia Rd./ Warrenville gate. Business visitors must first go to the Fermilab Welcome and Access Center (Aspen East) to obtain their temporary blue business visitor badge prior to heading to their destination on campus.

Virtual access: If applicable, event visitors should register for events though Fermilab Indico.

1. If applicable, event visitors should register for events though Fermilab Indico.
2. If the event visitor already has a Fermilab-ID badge covering the event during its on-site dates, no further action is needed.
3. If the on-site event visitor does not have a Fermilab ID badge that covers the event dates, the registration will automatically generate an access request, as detailed below:
   1. Not a current user or affiliate: a business visitor on-site access request in ServiceNow, or
   2. Current active, remote user or affiliate: on site-only access request in ServiceNow
4. Click on the “required task” after registering through Indico to complete the access request process. Check out the helpful guidance document for further information.
5. The access request will be routed for approvals. Once all approvals have been granted, the on-site event visitor will receive a business visitor informal invitation letter with a QR code.
6. At the security gate, be prepared to present your QR code (located on the informal invitation letter email) and REAL ID-compliant document.
7. After passing through the security gate, go to the Fermilab Welcome and Access Center (Aspen East) in Fermilab Village to obtain your Fermilab ID badge or business visitor temporary badge prior to heading to your destination on campus.

Business visitors:

1. Please complete the access request form and select “business visitor” as the worker type. On the form, input the additional on-site dates.
2. Follow the access process for business visitors.

Please ensure you have received the informal invitation letter prior to coming on site to confirm your additional on-site access dates have been approved.

Users and affiliates with active computing accounts:

1. Please complete the on-site access request form with the additional on-site dates.
2. Follow the access process, including completing training and scheduling a badge appointment prior to arrival onsite.

Please ensure you have received the informal invitation letter prior to coming on site to confirm your additional on-site access dates have been approved.