It is the Missions responsibility to:
- ensure that they have arranged airport Airside ID accounts for their Mission staff
- have nominated an Authorised Signatory to manage the online airside ID Mission account and that they have undertaken relevant training,
- that if an Authorised Signatory is leaving their post/position, that the ID Centre is notified at the earliest and a replacement Authorised Signatory nominated in good time to ensure no issues with airside ID management between signatories
- ensure that airside IDs are fully operational and valid at all times
- have applied for airside full/temporary IDs in good time, as airside access may be required at any time
- establish those Mission staff that have a need to hold an ID for regular airside access, and within FCDO quota limits
- make certain that all mission airside ID holders are aware of their responsibilities when airside at an airport and have undertaken any relevant training
Mission Accounts for Managing Airside IDs
Paper airport airside ID applications are no longer accepted by most airports. Instead, Diplomatic Missions and International Organisations are required to have an online account (via ID Gateway or Airport Gateway) with the relevant ID centre through which airport airside full or temporary ID applications should be submitted. The Mission should also nominate a dedicated administrator (known as an ‘authorised signatory’) for the airports online ID application system. Most airports have their own ID Gateway system, so multiple ID Gateway online accounts may be required by a Mission.
In order for your Mission to set up a Missions online account, please contact the relevant airport ID Centre.
Authorised Signatories
It is recommended that a Mission appoints 2 Authorised Signatories at any one time. Authorised Signatories are required to undergo appropriate training, and have an important role in managing their Missions airside IDs and ensuring that they are always operational and valid.
Authorised Signatories and airside ID holders must comply with the airports Terms and Conditions of use at all times. Should an Authorised Signatory or ID holder breach these Terms and Conditions, the airport may revoke their Authorised Signatory access, deactivate a Missions ID account or permanently disable a Full airside ID.
An Authorised Signatory must not share their personal account details with anyone else.
Heathrow Authorised Signatory Guidance: NV A057/22
ID Validity and Parking
The Authorised Signatory need to ensure that Mission staff airside IDs are fully operational and valid at all times, to avoid issue at time of use.
Airside ID passes become ‘parked’ (temporarily suspended) if they are not used for 60 days. This is a security requirement of the airport. Passes can be ‘unparked’ by the Authorised Signatory of the Diplomatic Mission or International Organisation and can take up to 3 working days. Further guidance is available from the Airport ID Centre.
Unparking of an ID is unable to be requested at the airport / on the day of required use.
Returning Expired or IDs that are no Longer Required
Airport airside full or temporary IDs which are expired/ no longer required should be returned directly to the ID centre which issued the card. Missions are requested not to return IDs to the FCDO.
Please note there could be a charge for applying for, for lost, or for failure to return an airport airside full or temporary ID which has expired.
The FCDO does not cover, and cannot waiver, any of these charges.
Airside ID Quotas at Heathrow
A system has been established between Heathrow and the FCDO that manages the ID quotas for each Diplomatic Mission and International Organisation. Each Mission has an adequate number of passes up to a maximum of 12 for their diplomatic and locally engaged (UK Based) staff.
Missions should note that for non-travelling persons to enter the Royal or Spelthorne Suite at Heathrow Airport, they are required to hold either a full or temporary ID.
NV A226-17 Heathrow airport ID passes
NV A227-17 Requirement to register with Heathrow Airport IDGateway.doc
Full and Temporary Airside ID Holder Responsibilities
Holders of an airport airside full/ temporary ID must carry the same personal identity document they used when applying for the full/ temporary airside ID. Temporary ID holders must be escorted at all times by someone from the Mission holding a full airport airside ID.
Each airport will have their own ID Holder Responsibility guidance, however see below for Heathrow.
Heathrow Pass Holder Responsibilities Declaration v2.1Mar2023