USPV FAQs

Please enter in the key as it appears with all letters, numbers and dashes and try again. We suggest you copy the license key to Notepad and then paste the license key rather than typing the information.

The system did not detect the license key. Enter the license key again. If you continue to receive this error, please open a support self-service case. To create your case, select the following information to expedite resolution:
– Related Buyer/Partner: Select SAIC 
– Product: Select Identity Proofing Service
– Issue: Select SAIC License Activation Issue

You must purchase another Identity Proofing appointment to complete scheduling. If you have received this license key from your procurement agent, notify your procurement agent to purchase another license key.

The proofing request with the associated registration URL has been cancelled due to inactivity of 45 days or more. Please reach out to your SAIC contact to submit a new proofing request on your behalf.

You receive error messages when activating your license key for any of the following reasons:
– Your purchase has expired. Your purchase is valid for 90 days from the date of purchase (not from the date of payment).
– Your license key has zero registrations left. If you received a license key from a procurement agent then it is possible there are no registrations available on the license key. Contact your procurement agent for a new license key.   
– Each license key is specific to the country for which it was purchased. If you use a license key that was issued for a different country than the one that Exostar has in its system for you then you receive an error.
To resolve some issues prior to creating a self-service case with Exostar:
– Please ensure your license key has not expired. The License key is valid for 90 days from the date of purchase (not the date of payment). If your license key expired, you must purchase a new proofing appointment. Please see the USPV page for instructions.
– Please ensure you are typing or copying the license key correctly. Try copying the license key to Notepad before pasting in the registration form to ensure your browser is not adding any special characters, make sure you remove any leading or trailing spaces when pasting or typing the license key during the registration process.
– If you received the license key from your company’s procurement agent, please ensure the license key is valid and has at least one activation left for registration.

The Identity Proofing Service requires you (an SAIC contractor) to register, schedule and successfully complete an in-person identity proofing appointment with an Exostar designated notary. 

SAIC has contracted with Exostar to provide the Identity Proofing Service for certain SAIC-identified contractors working for UTAC aerospace business units that need access to any SAIC computer systems. All such contractors will need to go through this Identity Proofing Service. If you have any further questions related to the need for going through this identity proofing or the cost of the program, consult your HR representative or your SAIC contact.

You will be required to make an Identity Proofing purchase ONLY if one was not provided to you by your SAIC hiring manager. If you have not been provided an activation key, reference your email titled “SAIC Computer System Access” from Exostar. This email provides you with step by step instructions on how to purchase and complete your in-person identity proofing with an Exostar designated notary. 

You may have already received your activation key from your procurement agent. If you are instructed to purchase a license, Exostar issues the Identity Proofing license key once you make full payment for the purchase of your identity proofing service. This key represents the proof of your purchase and is a unique identifier you need to complete the registration to schedule your proofing appointment. This license key is sent to you via email once Exostar receives full payment for your order. 

Each license key is associated with the number of purchased proofing appointments. For example, if you purchased 10 US proofing appointments in a single purchase, you receive one license key with 10 activations (meaning the same license key can be used 10 times to register and schedule the proofing appointment).  Please note if you purchase a single proofing appointment, your license key only has one activation. 

If you receive an error message while registering to schedule your appointment, please ensure:
Your license key has not expired. The license key is valid for 90 days from the date of purchase (not the date of payment). If your license key expired, you must purchase a new proofing appointment. Purchases can be made from the Exostar Webstore. 
– You are typing or copying the license key correctly. Try copying the license key to Notepad before pasting in the registration form to ensure your browser is not adding any special characters. – Make sure you remove any leading or trailing spaces when you paste or type the license key during the registration process.  If you received the license key from your company’s procurement agent, ensure the license key is valid and has at least one activation left to allow you to register.

To purchase multiple proofing appointments for your company’s SAIC contractors:
1. Start your purchase of Identity Proofing appointments through Exostar’s Web Store.
2. Please select the country location for the proofing appointments (currently US is the only option available).
3. Enter the number of identity proofing appointments you are purchasing.
4. Select your payment method – credit card or invoice. For detailed information on making payments, refer to Payment Methods.
5. To finish the purchase process, create a Web Store account. This allows you to manage purchases.

You may use a purchase order (PO) to pay for the proofing appointments. However, the license key required for registration is not sent until full payment is made to Exostar. 
IMPORTANT! Your purchase is valid for 90 days from the date of purchase (not from the date of payment). It is very important you complete all payment transactions in a timely manner to allow you time to register your license key and schedule your proofing appointment within the 90 day time frame. No reminders are sent to notify you of your purchase expiration. 
To acquire license keys by Purchase Order:
1. Begin your request through Exostar’s webstore and select Invoice as your payment option.
2. An invoice request is sent electronically to the email address provided during the purchase.
3. Submit PO by responding to the email address. Please include the invoice and invoice number in the email.

If you pay by credit card, you receive the notifications listed below from Exostar within 15 minutes of completing the purchase process:
– Order Confirmation
– Receipt of Purchase
– Activation Key
If you request an invoice, you receive the notifications listed below from Exostar within 15 minutes of completing the purchase process:
– Order Confirmation
– Receipt of Purchase
NOTE: You receive the activation key email after Exostar has received full payment for your purchase. 

If you purchase multiple proofing appointments in a single transaction for a single country, you receive one license key that is valid for the number of proofings purchased. For example, if you purchased 25 proofings, then one license key can be used 25 times to register to schedule a proofing appointment.

If you are a contractor based within the United States, you receive a phone call from an Exostar authorized notary within 2 business days. If the notary is unable to reach you via phone, a voice mail message is left for you with instructions on contacting the notary.  Additionally, an email is sent with instructions on how to contact your notary. It is your responsibility to reach out to the notary if a voicemail has been left for you.  
If you have not received a phone call or a voicemail, you may contact Exostar via our online support. You are notified of the status of your proofing appointment within 2 business days.

If you DO NOT bring all of the required documents or bring incomplete and/or name mismatched documents to the proofing appointment, your proofing will be incomplete and canceled. You are required to complete the purchasing process again before scheduling a proofing appointment. It is important that you bring all required documents to your proofing appointment to avoid additional charges. Please refer to the required documents for your proofing.

The employment letter is vital for two main reasons:
– To verify a contractor works for the company that has been entered into the system. This is why a signature on company letterhead is required.
– For US Person determination.  An individual, according to US export regulations, is a non-US person if he/she is employed by a non-US company.  This is determined via the country of incorporation of the supplier which is why these exact words are required in the letter.  The country of incorporation supersedes the citizenship of the individual if the country of incorporation is outside the United States, thus making the contractor a Non-US Person for data access purposes.

Your SAIC contact or HR representative can provide you with this information. Exostar does not have any information on the SAIC re-proofing requirements.

To reschedule your proofing, you must contact your assigned notary 24 hours prior to the appointment. If you do not have the contact information of the notary or are unable to reach your notary, you may contact Exostar Customer Support for additional support.
Failure to reschedule your appointment 24 hours prior to your appointment results in a failed proofing. You need to re-purchase a proofing appointment and reach out to your SAIC Hiring Manager to resubmit a proofing request.

You must reschedule at least 24 hours prior to the appointment to ensure you do not incur an additional proofing fee. Any request to cancel beyond 24 hours, results in a failed proofing.
Failure to reschedule your appointment 24 hours prior to your appointment results in a failed proofing. You need to re-purchase a proofing appointment and reach out to your SAIC Hiring Manager to resubmit a proofing request.

To successfully complete your proofing appointment, you need to bring the following:
– Original copies of legal documents. Review the list of a documents for the identity proofing appointment.
– Employment verification letter. Review the employment verification letter sample and requirements.

Independent contractors can prepare their own employment verification letter. The document is required to adhere to the acceptable Employment Verification Letter to ensure it is in the appropriate format. Independent contractors can enter their legal name as their company name or DBA (Doing Business As) if they have incorporated a legal company name for their services.

In addition to providing a document from the Acceptable Identity Document List, a contractor must bring in evidence of the legal name change. This can be a marriage license or another legal name change document that must be accompanied with an unexpired photo id issued by a state or federal agency that also displays the new name. See below examples: 
Failed Proofings Example
Proofing Submission Displays: John Doe
Legal Name Change Document Displays: William Doe
Unexpired Driver’s License: John Doe 
Successful Proofings
Example 1:
Proofing Submission Displays: John Doe
Legal Name Change Document Displays: William Doe
Unexpired Driver’s License: William Doe 
Example 2:
Proofing Submission displays: Jane Doe
Marriage License Displays: Jane Smith
Unexpired Driver’s License: Jane Smith

Exostar does not offer expedited proofing. There are no exceptions.

A signed copy of the proofing package can be provided to you at the time of the appointment if a copier is available at the appointment location.

If the registration email, “SAIC Computer System Access” does not display a middle name but one reflects in the legal documents and/or employment verification letter; this does not result in a failed proofing.
If the registration email, “SAIC Computer System Access” does not display a suffix but one reflects in the legal documents and/or employment verification letter; this results in a failed proofing.
IMPORTANT! Accompanying identification such as federal or state issued Photo IDs only require first and last name to match. Please review the Acceptable Identity Document List for additional information.

A suffix in your name is not included in the employment letter (e.g., John Doe Jr.)
Showing a suffix is required if one displays on your identity documents. 
The location of incorporation is listed incorrectly  
The letter must state that the company you are employed by is incorporated in State/Province and Country.  If the company is located in the US, providing the city and state of incorporation is acceptable. The following examples are acceptable: Washington, DC; Washington, DC, USA; San Diego, California.
The company name is incorrect
If the company name listed on the invitation is “ABC Designs LLC” but at the time of proofing the provided employment letter says “Ratsoxe Inc.,” the company name is a mismatch. This is considered a failure.

Rule 1:  The proofing request has been waiting for key registration for 45 days.
Rule 2:  A contractor’s proofing request is registered for proofing but no action has been taken to complete for 45 days. This could occur in the following: 
The notary has attempted to contact the contractor for a proofing appointment using the email and phone number submitted on their behalf by their SAIC contact and no response has been received to set appointment.
The notary has made contact to schedule proofing and the contractor did not set appointment date.
The original appointment was cancelled and contractor has not provided a new date to reschedule.
NOTE: A new license key must be purchased if a contractor identifies that the registered proofing is still required.

The registration email titled, “SAIC Computer System Access” and company issued employment verification letter must match what is displayed upon the SAIC approved required legal documents. Some name discrepancies are acceptable when comparing to a proofing participant’s SAIC approved identity document. 
When the names on employment verification letters and registration emails differ from the SAIC approved ID, the “less-but-not-more” test is applied. Under this test, the name required on either document may be less, but not more than the name appearing on the SAIC approved ID. Additionally, the names may not be substantially different. 
For example, the SAIC approved ID name reads “John David Hunt,” Exostar accepts discrepancies on registration emails or employment verification letters using certain abbreviations, such as “John D. Hunt,” “J.D. Hunt,” and “John Hunt”. However, if the SAIC approved ID name reads “John D. Hunt,” Exostar does not accept the signature, registration email, or employment verification letter with “John David Hunt,” since “D” could stand for other names. The following are examples of acceptable and unacceptable name differences: 
ACCEPTABLE 
Pass Example 1
Acceptable ID: Kevin James White 
Registration Email/Employment Verification Letter/Signature: Kevin J. White
Pass Example 2
Acceptable ID: Marissa Ellen Kohl 
Registration Email/Employment Verification Letter/Signature: M.E. Kohl
UNACCEPTABLE
Fail Example 1
Acceptable ID: David E. Jones 
Registration Email/Employment Verification Letter/Signature: David Edward Jones
Fail Example 2
Acceptable ID: Jane K. Douglas 
Registration Email/Employment Verification Letter/Signature: Jane K. Douglas Smith

The following are examples of exempt qualifying scenarios:  
Issues where the name on the contractor’s citizenship documents will not match the data that was entered into IDM or there is a mismatch among the documents.  
Examples: 
1. Issues where the name on the contractor’s citizenship documents will not match the data that was entered into IDM or there is a mismatch among the documents.
2. Truncation (names more than 30 characters)
3. Non English characters (Russian, Chinese) 
IMPORTANT! Enter information as it exists on the citizenship document. The SAIC contact should call Exostar at 703-793-7800 to alert them of the exception.

Upon successful completion of a proofing appointment, the information is forwarded to SAIC’s systems. Your SAIC contact or HR representative can provide results to you. If there is an issue during your proofing appointment, you are notified by your notary during the appointment or you are notified by Exostar via email along with your failure reason.
IMPORTANT! Exostar DOES NOT provide proofing results.

Once you complete your proofing appointment, Exostar informs SAIC of the status of your proofing appointment within 5 business days of your appointment. Your SAIC Contact or HR representative can provide you further instructions.

The validity of your proofing is determined by SAIC. Please contact your SAIC Contact or HR representative for additional information.

If you are required to be re-proofed, your manager submits a new proofing request to Exostar. You receive an email notification with a request to purchase proofing. For additional information, contact your SAIC Contact or HR representative. Exostar does not have information on SAIC’s policies regarding proofing requirements.

You need to contact your SAIC Hiring Manager for additional information. Exostar does not have information on SAIC’s policies regarding proofing requirements.

You need to contact your SAIC hiring manager for additional information. Exostar does not have information on SAIC’s policies regarding proofing requirements with reference to citizenship status changes.

The license key is sent to the purchaser via email once Exostar has received full payment.

The Identity Proofing Service at a US location is $145.00.

Exostar’s standard refund policy is 15 days from the date of purchase, if a license key has not been activated.  License keys with multiple proofing appointment activations qualify for a refund IF none of the activations have been registered. If a license key activation has been registered, Exostar will not refund payment.
If you are absent for your proofing appointment, do not bring the required documents or bring incomplete/mismatch documents, you are required to purchase a new proofing appointment. Refunds are not provided for missed appointments or incomplete documentation.

Your license key is valid for 90 days from the date of purchase, not from the date of payment. It is very important that you complete all payment transactions in a timely manner to allow you time to register your license key within 90 days from the date of your purchase. Reminders are not sent to notify you of purchase expiration.
IMPORTANT! An appointment date must be scheduled within 45 days of registration to avoid cancellation of your proofing request.

If your license key has expired, you need to purchase a new license key and register it within 90 days of purchase.  Additionally, you need to schedule your proofing appointment.

When Exostar has received full payment for your purchase, the purchaser automatically receives an email providing proof of purchase and the license key required to complete proofing appointment registration. If you are the purchaser and are unable to locate the email, please check you junk mail folder for an email with the subject line, “Citizenship Proofing License”.  In addition to the Citizenship Proofing License email, you also receive a sales order and payment confirmation email.  Alternatively, you may retrieve your license key by logging into your Exostar webstore account with your email address and password set up during the purchase process. 

You must consult with your SAIC hiring manager prior to making any purchasing decisions. You should only purchase license keys for those individuals whose information has been sent to Exostar to ensure you do not over purchase.

If you have been unable to complete your proofing appointment, you need to contact your SAIC contact or your company’s HR representative and notify that the proofing was not completed. Next Steps:
1. SAIC hiring manager will submit a new request to Exostar for your proofing.
2. Exostar will send you a new purchase email titled SAIC Computer System Access to start your proofing appointment purchase and registration.
3. Purchase your new Proofing appointment online via our webstore. Please ensure the following:
– All issues have been resolved prior to re-registering for your new proofing appointment.
– You have confirmed your date, time and location of the proofing appointment with the notary.
– Once you purchase your new proofing appointment, complete your registration to schedule the appointment and follow the instructions in your new purchase email received from Exostar.

Yes, it is recommended that suppliers pre-purchase license keys and distribute the keys to their teams. A license key can be purchased with numerous appointments loaded. Please reference the Procurement Agent FAQ section for additional information.

Before a proofing request is entered within SAIC’s IDM, you should verify the following information with the contractor:
– First Name
– Middle Name (Optional)
– Last Name
– Suffix
– Name of the Company
This information must match the contractor’s legal documentation and the company name reflected on the contractor’s employment verification letter they are to provide at the time of proofing. Mismatching data will result in a failed proofing, require a new purchase of a new license key, and will require you to enter a new request.

An independent contractor’s company name may be entered as “Independent Contractor” or the name of their company if they have incorporated a legal company name for their services. Please verify the information with the contractor prior to submission into SAIC’S IDM system.

To find the contractor ID for one of your submitted contractors, you must first log into SAIC IDM and follow the directions below. 
1. Go to My Requests, Launch Requests then Track Proofing Requests. 
2. Enter the contractor’s last name and click Search. If you do not have the last name, click Search. This displays a full list of your submissions.
3. You receive a list of proofing requests that you are the SAIC contact for.
4. The Contractor ID is found within the GC Record ID column.
NOTE: You are unable to see submissions you have not entered. If you have additional IDM questions, please reach out to the SAIC IDM Helpdesk. 

SAIC proofing requests that align with the following housekeeping rule types are subject to cancellation. Once a proofing a request is canceled it cannot be reactivated. Contractors who identify their proofing request are expired must contact their SAIC Contact to submit a new request.  
Rule 1: A proofing request has been waiting for key registration for over 45 days. If a registration does not occur within 45 days of the user sub-status changing to ‘Waiting Subscription’, the system will automatically cancel the proofing request and complete the transaction.
This changes the proofing transaction status from Active to Complete; The user status changes from Nascent to Dead; The sub-status is Null with the result of Fail.
Rule 2:  A contractor’s proofing request is registered for proofing but no action has been taken to complete proofing. While the user status is ‘Nascent’ and the user sub-status is ‘Waiting Dispatch’ if the proofing request is not completed within 45 days, system will automatically cancel the proofing request and complete the transaction.
This changes the proofing transaction status from Active to Complete; The user status changes from Nascent to Dead; The sub-status is Null with the result of Fail.
Cancellation of an expired registered proofing could occur in the following:
– The Notary has attempted to contact user for a proofing appointment using the email and phone number submitted on their behalf by their SAIC contact and no response has been received to set appointment
– The Notary has made contact to schedule proofing and contractor did not set appointment date.
– The original appointment was cancelled and contractor has not provided a new date to reschedule.

Exostar is able to accommodate group Identity Proofing Service appointments. Please open an online support case for additional information.

Contractors who choose to complete proofing using their new name must have a proofing request submission with the new name. In addition to providing a document from the Acceptable Identity Document List, a contractor must bring in evidence of the legal name change. This can be a marriage license or another legal name change document that must be accompanied with an unexpired photo id issued by a state or federal agency that also displays the new name. See below examples:
Failed Proofing Example
Proofing Submission displays: John Doe
Legal Name Change document displays: William Doe
Unexpired Driver’s License: John Doe 
Successful Proofings
Example 1:
Proofing Submission displays: John Doe
Legal Name Change document displays: William Doe
Unexpired Driver’s License: William Doe 
Example 2:
Proofing Submission displays: Jane Doe
Marriage License displays: Jane Smith
Unexpired Driver’s License: Jane Smith

If a contractor is working at one SAIC business unit and has been successfully proofed and wants an additional ID for another business unit, they may choose one of the following options:
– Start a new proofing request in SAIC’s IDM system and go through Exostar. A purchase is required.
– Submit a non IDM workflow request with SAIC to get an additional ID and not go through Exostar for another proofing event.
Please contact your SAIC Business Unit’s Help Desk for additional information.