Carnegie Mellon University

Sponsored ID Cards

Sponsored ID Cards are available as a courtesy to eligible members of the campus community, as listed below. 

All sponsored cards have a maximum expiration date of one year after the card issue date, and they must be renewed annually in order to confirm the continuing eligibility of the cardholder and the sponsor. Sponsored cardholders are required to have their photo taken in person at The HUB for any kind of ID Card replacement (i.e., renewal, lost card, stolen card, name change). 

Questions? Contact The HUB. 

Benefits-eligible faculty and staff, including emeriti faculty and retiree staff, may obtain Sponsored ID Cards for spouses, domestic partners or dependent children (ages 12-21) who meet certain eligibility criteria.

Instructions:

  • Complete a Sponsored ID Card Request form; the form must be signed by the benefits-eligible faculty or staff member
  • The sponsored individual should return the form to The HUB, along with: documentation that supports the spouse, domestic partner or dependent child relationship; the $20 Sponsored ID Card fee; and valid government-issued photo identification (driver's license or passport)
    • Visit the Human Resources website for acceptable forms of supporting documentation for spouses, domestic partners and dependent children
    • If the dependent relationship is documented in Workday, a printout of the Dependent screen (found in Workday under 'Reports') is also considered supporting documentation
  • The HUB staff will take the sponsored individual's photo and an ID Card will be produced

Degree-seeking students may obtain Sponsored ID Cards for spouses or domestic partners who meet certain eligibility criteria. 

Instructions:

  • Complete a Sponsored ID Card Request form; the form must be signed by the degree-seeking student
  • The sponsored individual should return the form to The HUB, along with: documentation that supports the spouse or domestic partner relationship; the $20 Sponsored ID Card fee; and valid government-issued photo identification (driver's license or passport)
  • The HUB staff will take the sponsored individual's photo and an ID Card will be produced

Departments may obtain Sponsored ID Cards for visiting researchers and scholars who will be on campus for more than three weeks.

It is requested, but not required, that visiting researchers and scholars requiring an ID Card have a Contingent Worker position in Workday (CMU's HR system) in order to facilitate the creation of an ID Card account. Researchers and scholars who will be entered into Workday should wait to request an ID Card until on or after their start date in order to ensure their records have been completely processed in Workday. There will be an additional $10 fee for requests that are not entered into Workday.

Prospective cardholders may only be sponsored by a university department or other organizational unit (not by an individual). Spouses, children or other family members of visiting researchers and scholars are not eligible for Sponsored ID Cards.

Instructions:

  • The sponsoring department must complete and sign a Sponsored ID Card Request form, on behalf of the visiting researcher or scholar
    • A GL or GM Oracle account number to cover the $20 Sponsored ID Card fee should be included on the form (there is an additional $10 fee for researchers and scholars not entered into Workday)
  • The visiting researcher or scholar should return the completed and signed form to The HUB along with valid government-issued photo identification (driver's license or passport)
  • The HUB staff will take the sponsored individual's photo and an ID Card will be produced

Visiting/non-degree students may obtain a Sponsored ID Card that will be valid during the semester(s) in which they are enrolled. Visiting/non-degree students who wish to receive an ID Card must have a current student record and be eligible to enroll or currently enrolled in the semester in which they are applying for the ID Card.

Instructions:

  • Visiting/non-degree student should visit The HUB to complete and sign an ID Card request form
  • Valid government-issued photo identification (driver's license or passport) must be presented at The HUB
  • The HUB staff will take the student's photo and an ID Card will be produced

Departments may obtain Sponsored ID Cards for special program participants, conference attendees, and other individuals/groups. Prospective cardholders must be participants or attendees of a university department-sponsored program or conference.

These cards may be photo or non-photo ID Cards, which are issued for a limited time period:

  • Photo ID Cards are required for programs of three weeks or longer in duration
  • Departments may choose either photo or non-photo ID Cards for programs/conferences that are shorter than three weeks in duration

Departments are responsible for distributing ID Cards to cardholders, and for collecting and returning the cards to The HUB when the program is completed.

Prospective cardholders may only be sponsored by a university department or other organizational unit (not by an individual). Spouses, children or other family members of program participants, conference attendees, and others are not eligible for Sponsored ID Cards. 

Instructions:

  • The sponsoring department must complete a Sponsored ID Card Request form, on behalf of the prospective cardholders, and have it signed by the department head
    • A GL or GM Oracle account number to cover the $20 Sponsored ID Card fee should be included on the form
  • A list of the prospective cardholders' first and last names should be attached to the form
  • The sponsoring department should return the completed and signed form and cardholder list to The HUB at least two weeks before the group's arrival
  • Non-photo ID Cards will be delivered to the department for distribution
  • For photo ID Cards, prospective cardholders must visit The HUB to have a photo taken and ID Card produced [valid government-issued photo identification (driver's license or passport) must be presented at the time the photo is taken]
    • Departments may also visit The HUB to pick up photo ID Cards after photos have been taken; the department will assume responsibility of the ID Cards upon pick-up from The HUB

Departments may obtain Sponsored ID Cards for partnering vendors and contractors whose businesses require frequent access to campus buildings (i.e., Aramark). Vendors and contractors who will be on campus only once or infrequently may obtain a temporary Building Access Card from The HUB with a sponsoring department's approval. 

It is requested, but not required, that vendors and contractors requiring an ID Card have a Contingent Worker position in Workday (CMU's HR system) in order to facilitate the creation of an ID Card account. Vendors and contractors who will be entered into Workday should wait to request an ID Card until on or after their start date in order to ensure their records have been completely processed in Workday. There will be an additional $10 fee for requests that are not entered into Workday.

Prospective cardholders may only be sponsored by a university department or other organizational unit (not by an individual). Spouses, children or other family members of vendors and contractors are not eligible for Sponsored ID Cards.

Instructions:

  • The sponsoring department must complete and sign a Sponsored ID Card Request form, on behalf of the vendor or contractor
    • A GL or GM Oracle account number to cover the $20 Sponsored ID Card fee should be included on the form (there is an additional $10 fee for researchers and scholars not entered into Workday)
  • The vendor/contractor should return the completed and signed form to The HUB along with valid government-issued photo identification (driver's license or passport)
  • The HUB staff will take the sponsored individual's photo and an ID Card will be produced

Emeriti/Retiree Cards are available as a courtesy to emeriti faculty and retired faculty/staff. Emeriti faculty and retired faculty/staff may also obtain Sponsored ID Cards for spouses or domestic partners who meet certain eligibility criteria and for their dependent children (ages 12 to 21). 

Instructions:

  • Complete a Sponsored ID Card Request form; the form must be signed by the emeriti faculty or retired faculty/staff member
  • The sponsored individual should return the form to The HUB, along with: documentation that supports the spouse, domestic partner or dependent child relationship; the $20 Sponsored ID Card fee; and valid government-issued photo identification (driver's license or passport)
    • Visit the Human Resources website for acceptable forms of supporting documentation for spouses, domestic partners and dependent children
  • The HUB staff will take the sponsored individual's photo and an ID Card will be produced