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Identification (ID) Card & Activity Privileges Procedures

The University provides identification (ID) cards to BYU personnel and other eligible individuals.  The ID card identifies individuals affiliated with the University and indicates the activity privileges available to them. All BYU cards are the sole property of the University and are for internal campus use only.  The University reserves the right not to issue a card, to require the surrender of a previously issued card, or to deny associated services or privileges to any person.  Individuals receiving ID cards agree to abide by the Church Educational System Honor Code including Dress and Grooming Standards. The Assistant Administrative Vice President-Human Resources must approve any exceptions.

Full-time Personnel and Associates

Full-time university personnel in approved positions, their eligible immediate family members, and individuals designated as "Associates" along with their eligible immediate family members receive an ID card with full-time activity privileges.  Immediate family includes spouse and eligible dependent children.  An eligible dependent is designated as an unmarried child who is between the ages of 12 to 30.  The ID card is for the individual's use only.

To obtain an ID card, full-time personnel and associates must come to Benefits Services, D-240 ASB. The employment status must be reflected in Route Y before an ID card can be issued. A temporary ID card may be issued in place of the ID card until the employment status has been processed. Employment status is processed through the hiring offices. For eligible spouses and dependents to receive ID cards, they must wait until their relationship status in Route Y has been updated and they are linked to the full-time personnel. This process takes several weeks after personnel have enrolled in benefits and information has been sent from Deseret Mutual. The exception to this is Army and Air Force ROTC and LDS Philanthropies personnel. Once the ROTC faculty's employment or LDS Philanthropies' affiliation is reflected in Route Y, personnel can bring their eligible dependents immediately to Benefits Services to receive a new one. A new picture must be taken each time a new ID card is printed. 

Retirees

University personnel who qualify for retirement may receive an ID card with activity privilegesif they are age 55 with 10 years or more of service. The spouse and eligible dependent children of a retiree may also receive an ID card. 

To obtain an ID card, retirees must come into Benefits Services, D-240 ASB. Retiree affiliation must be reflected in Route Y before an ID card can be issued. Once retiree affiliation is reflected in Route Y, retiree may bring their eligible dependents to Benefits Services to obtain and ID card. Retirees and their eligible dependents that have lost their ID card can come into Benefits Services to receive a new one. A new picture must be taken each time a new ID card is printed. 

If a retiree gains a new legal dependent (through marriage, adoption, etc.), they will need to add the dependent to Deseret Mutual's records before an ID card can be issued, even if they are not adding the newly acquired dependent on the medical insurance. The retiree may do so either through the Deseret Mutual website, phone system, or directly in Benefits Services. Legal documentation is required. After the information has been entered into the Deseret Mutual system it can take several weeks before the information is transferred to the BYU system. Once the transfer has taken place and the newly acquired dependent is linked to the retiree in Route Y, then an ID card may be issued from Benefits Services. 

Spouses and Dependents of Deceased Personnel

Spouses of deceased full-time personnel are eligible to receive an ID card and activity privileges. Eligibility will continue during a surviving spouse's lifetime even if he or she remarries. If the surviving spouse remarries, the ID card and activity privileges are not extended to the new spouse and his or her children. Eligible dependent children of deceased full-time university personnel or retirees are eligible to receive and ID card and activity privileges.

Surviving spouses and eligible dependents may obtain their ID cards immediately from Benefits Services to receive a new one. A new picture must be taken each time a new ID card is printed.

Part-time Personnel

Approved Affiliate Faculty, Visiting Scholars, Category II and Category III part-time personnel who are eligible to receive a part-time ID card must wait to receive their ID card until their employment status is reflected in Route Y. A temporary ID card may be issued in place of the ID card until the employment status has been processed. Employment status is processed by the hiring offices. Personnel must come to Benefits, Services, D-240 ASB to obtain their ID card. Personnel that have lost their ID card can come into Benefits Services to receive a new one. A new picture must be taken each time a new ID card is printed. 

Courtesy ID Cards

Approved part-time Adjunct Faculty, Category I part-time personnel, Special Staff Assignments, Beehive Clothing personnel, CES personnel, Cooperating Professionals, Evening School and Independent Study Instructors, Wells Fargo personnel and LDS Family Services personnel may receive a courtesy ID card. 

Part-time Adjunct Faculty must have been cleared through Faculty Compensation and bring a copy of the contract with them to Benefits Services, D-240 ASB to receive an ID card. Category I personnel must have been cleared through Staff Employment and bring verification to Benefits Services. For Adjunct Faculty and Category I personnel, the employment status must be reflected in Route Y before and ID card can be issued. A temporary ID card may be issued in place of the ID card until the employment status has been processed. Employment status is processed through the hiring offices. 

Sponsored individuals eligible for the Courtesy ID card must come to Benefits Services, D-240 ASB with verification from the sponsoring department. The sponsoring department must have cleared eligibility with either Benefits Services or Faculty Compensation before the affiliation status will be processed. Once verified, either Faculty Compensation or Benefits Services will process the affiliation and the individual will receive and ID card immediately. 

Courtesy ID card holders that have lost their ID card can come into Benefits Services to receive a new one. A new picture must be taken each time a new ID card is printed.

Electronic Timekeeping (Kronos)

Upon approval from Staff Employment, ID cards will be issued to MTC Teachers for the purpose of recording timekeeping information on the electronic system. MTC Teachers who are not BYU students are eligible for the 10% discount at the Bookstore. No other activity privileges are associated with an ID card for timekeeping purposes.

Approved personnel who are eligible to receive an ID card for timekeeping purposes must wait to receive their ID card until their employment status is reflected in Route Y. Personnel must come to Benefits Services, D-240 ASB to obtain their card. Personnel that have lost their ID card can come into benefits Services to receive a new one. A new picture must be taken each time a new ID card is printed. 

Building Access

ID cards may be issued to individuals as needed, upon written request from the areas involved to provide access to buildings.  Examples include Branch Presidents at the MTC, Presidents of campus stakes, construction workers, etc.  Activity privileges are not associated with a building access ID card. An individual needing a building access ID card must contact the sponsoring department to receive instructions for obtaining their card. Benefits Services will only issue a building access ID card when requested from a sponsoring department and with proper verification. 

BRIGHAM YOUNG UNIVERSITY RESERVES THE ABSOLUTE RIGHT TO CHANGE OR DEVIATE FROM THESE PROCEDURES WITHOUT ADVANCE NOTICE.

A BYU ID card is the property of Brigham Young University. BYU reserves the right to refuse issuance of a card along with associated services or privileges to any person, to request surrender of a card already issued, and to revise, interpret, or change the above information according to the discretion and judgment of its administrative officers. 

Updated by the HRS Web Team, Brigham Young University, Provo, UT 84602 - Copyright 2008. All Rights Reserved.