The names of all members of permanent missions, whether diplomatic or non-diplomatic, and of their families and household employees should, upon their arrival at Headquarters, be communicated to the Protocol and Liaison Service. For this purpose the following documents, as applicable, should be sent to the Protocol and Liaison Service.
(a) Persons with diplomatic status:
(i) A registration form (SG.5) signed by the applicant with the mission’s official seal affixed;
(ii) A letter (not a note verbale) addressed to the Secretary-General signed by the Permanent Representative or chargé d'affaires a.i. stating:
a. Name, diplomatic rank, functional title and date of appointment;
b. Request for privileges and immunities;
c. Order of precedence at the mission;
(iii) Five colour passport-size photographs for a diplomat and four for a spouse; children of diplomats between the ages of 16 and 21 are also entitled to United States Department of State identification cards, for which purpose two photographs should be provided;
(iv) Diplomatic passport with a valid arrival/departure record (form I-94) for all members of the diplomat's household;
(v) An application for a United Nations building pass (form SG.32) for principal and spouse only.
(b) Support and technical staff without diplomatic status (except household employees):
(i) A registration form (SG.5) signed by the head of chancery or the administrative officer, with the mission’s official seal affixed;
(ii) A letter (not a note verbale) addressed to the Chief of Protocol and signed by the head of chancery or the administrative officer stating the name, functional title and date of appointment;
(iii) Four colour passport-size photographs of the staff member, if he/she holds the nationality of the mission in which he/she is employed; staff members holding nationalities other than that of the mission must provide one photograph;
(iv) Passports of the staff member and all members of his household, along with valid arrival/departure records (form I-94);
(v) An application for a United Nations building pass (form SG.32) for the staff member only.
(c) Household employees:
(i) A registration form (SG.5) signed by the employer and indicating all family members of the household employee with the mission’s official seal affixed;
(ii) A letter (not a note verbale) addressed to the Chief of Protocol signed by the head of chancery or the administrative officer stating the name, occupational title and effective date of appointment;
(iii) A passport with a valid arrival/departure record (form I-94);
(iv) A copy of the employment contract between the employer and the employee.
(d) Persons with dual accreditation:
When Permanent Representatives of Member States are dually accredited to the United Nations and the United States of America, in addition to the procedures outlined in (a) above, such dual accreditation must be indicated on the registration form (SG.5) after being cleared by the United States Department of State. All other mission personnel, both diplomatic and non-diplomatic, who work simultaneously at the missions and consulates, embassies or other diplomatic, commercial or media representations, should also obtain clearance for dual accreditation from the United States Department of State and submit a copy thereof to the United Nations Protocol and Liaison Service at the time of registration. Those who have dual accreditation will retain their A-1 visa status.
It is important to note the following:
(a) For the registration of a new Permanent Representative, no letter from the mission is required;
(b) United Nations building passes are not issued to children, spouses of non-diplomatic staff members or household employees;
(c) All diplomats and non-diplomats are required to register with the Protocol and Liaison Service all members of their immediate families and their household employees;
(d) The registration form should contain the current private address and telephone number of the person to be registered. The address of the permanent mission as the private address is not acceptable unless the person actually resides there;
(e) Permanent residents of the United States should include their passports and a copy of their alien registration cards along with the registration form (SG.5);
(f) When a staff member is married to another member of a mission who is also employed by the mission, both must be registered separately.
Non-immigrant household employees are granted G-5 visas. If the I-94 forms of those employees are near expiration, employees may apply to the Permanent Mission of the United States of America for extensions prior to the expiration of their authorized stay in the United States. The United States Mission performs that service for G-5 visa holders. There is therefore no need for employees to go directly to the Bureau of Citizenship and Immigration Services. Such extensions require a completed and signed application (form I-539), an arrival and departure record (form I94) and a letter from the employer confirming continuation of employment of the person in question together with a copy of the employment contract.
Interns should be registered with the United Nations Protocol like any other member of the Mission and should be at least 18 years of age. Internship is for a short term and the appointment letter must specify the duration of internship and whether or not the intern will be remunerated. Interns cannot be remunerated unless they have the appropriate visa status.