Fill Out Your Ds 2004 Form

What is the purpose of the DS-2004 form?

The DS-2004 form, also known as the Notification of Appointment of Foreign Government Employee, serves to notify the U.S. Department of State about the appointment of employees from foreign missions. It is important to note that this form is specifically for employees who are not diplomatic or consular officers. By providing this information, the Department can assess and extend various privileges and immunities as per international agreements.

Who needs to complete the DS-2004 form?

The DS-2004 form must be completed by all employees of foreign missions, with the exception of diplomatic and consular officers. Additionally, personal or domestic employees of foreign government officials should also fill out this form. It is critical that all information is accurate and complete to facilitate the processing of applications for identification cards, tax exemptions, and other necessary documentation.

What happens if the information on the form changes?

If there are any changes in the information provided on the DS-2004 form, it is essential to report these changes immediately. This can be done by using the Notification of Change form, designated as DS-2006. Prompt reporting of changes helps maintain accurate records and ensures the continued eligibility for various privileges and benefits associated with the appointment.

Are there any specific details that must be included when completing the form?

Yes, specific details are required when filling out the DS-2004 form. This includes providing the full name, nationality, date of birth, place of birth, and residence address of the employee. If applicable, the addresses of their employing and duty offices should be included. Notably, if the employee is a U.S. citizen, certain sections of the form do not need to be completed. Consistency in the information is crucial, as discrepancies may lead to delays in processing.

Completing the DS-2004 form can be intricate, and several common mistakes may lead to delays or complications in processing. The first mistake occurs when individuals fail to provide consistent information across different sections of the form. For example, discrepancies in the spelling of names or addresses can hinder application processing. It is crucial to cross-check the information provided to ensure all entries are accurate and uniform.

The second mistake involves incorrect entries in sections that do not apply to the individual. Typically, individuals may leave a question blank instead of indicating that it is not applicable by writing "N/A." This omission can create confusion and may result in the form being returned for correction. Clarity is vital in every aspect of the form.

Another common error is related to the omission of proper documentation or supplemental information required by the form. For instance, individuals often overlook the need to attach additional documentation when listing previous assignments or family members. Ensuring that all necessary records are included will streamline the review process.

The fourth mistake is failing to provide a complete residence address. Some applicants may list a post office box instead of a street address, which is explicitly not acceptable. All addresses must include specific details, such as the street type and ZIP code. Incomplete addresses can cause delays in communication and processing.

A fifth frequent error is neglecting to obtain the necessary signatures. The form must be signed and dated by the applicant and, in the case of domestic employees, the designated employer. If these signatures are missing, it may result in automatic rejection of the application, leading to further delays.

Lastly, applicants sometimes misunderstand which questions are required to be answered. For instance, U.S. citizens can skip several items on the form. Misinterpreting these guidelines can lead to unnecessary entries or omissions, complicating the application process. Careful adherence to instructions is essential to ensure a smooth and efficient experience.

When submitting the DS-2004 form, it is important to be aware that several other forms and documents may be required to ensure a smooth process. These documents collectively help manage and communicate information about the foreign government employee's status and any changes that may arise. Below is a list of forms and documents frequently used alongside the DS-2004.

• Form DS-2006: Notification of Change - This form is necessary to report any changes concerning the information initially documented on the DS-2004. Changes can include, but are not limited to, updates on the employee's personal information or shifts in their assignment or duties.
• Form DS-2007: Continuation Sheet for Family Members - This form is utilized when additional family members, residing in the United States, need to be added to the initial submission. It helps ensure that all eligible family members associated with the principal employee are accounted for properly.
• Form DS-2005: Application for Identification Cards - If the employee or eligible family members wish to receive identification cards, this form must be completed. It aids in confirming their eligibility for specific privileges and benefits associated with their diplomatic status.
• Form I-94: Arrival/Departure Record - This document plays a crucial role for non-U.S. citizens as it records the employee’s arrival in the United States. It may be required to validate the duration of stay and the visa status held by the foreign government employee.
• Visa Documentation - This includes the current visa type the employee holds, such as A-1 or A-2, which denotes their classification as a diplomatic or consular staff member. Proper visa documentation confirms the employee's lawful status in the U.S.
• Official Employment Offer Letter - For internal use, an official letter confirming the employee's appointment to their position can be helpful. This document verifies the relationship between the foreign mission and the employee, supporting their DS-2004 submission.

Gathering all necessary forms and documents alongside the DS-2004 can help create a more efficient process for the appointment of foreign government employees. Ensuring that every detail is accurately captured will facilitate their smooth transition and recognition in the United States.

• Form DS-2006: This form is used to report any changes in the information provided on Form DS-2004. It is essential for maintaining up-to-date records for foreign government employees and their family members.

• Form DS-2007: This form is utilized for listing additional family members of the principal employee. It helps ensure accurate record-keeping for dependents living in the United States.

• Form I-94: Issued to individuals entering the U.S., this form includes information about an individual’s immigration status, which may be referenced when completing Form DS-2004.

• Passport Application: Similar in purpose, this document requires detailed personal information and validates a person's identity to facilitate international travel.

• Visa Application Forms (e.g., Form DS-160): These forms gather crucial biographical details for individuals seeking entry into the U.S., ensuring consistency and accuracy in documentation.

• Employment Authorization Document (EAD): Issued to certain non-citizens, this document grants permission to work in the U.S. and covers similar information regarding employment and residency.

• Form OF-612 (Optional Application for Federal Employment): This form is similar because it collects detailed personal and employment history from applicants seeking positions within the U.S. government.

• Form DS-11 (Application for a U.S. Passport): Similar in that it gathers information to issue a formal recognition of identity and citizenship, vital for international mobility.

• Form I-20 (Certificate of Eligibility for Nonimmigrant Student Status): This document verifies that an individual has been accepted into a U.S. educational institution and gathers comparable personal data.

• Form DS-1250 (Domestic Employee Application): This form allows domestic workers to submit their employment details to U.S. authorities, paralleling the employment details required in Form DS-2004.

When completing the DS-2004 form, it is essential to follow specific guidelines to ensure accuracy and compliance. Here is a list of what you should and shouldn't do:

• DO read all instructions thoroughly before filling out the form.
• DO answer all questions completely and accurately.
• DO indicate "N/A" for questions that do not apply.
• DO report any changes in information immediately using Form DS-2006.
• DO provide consistent information to avoid delays in processing.
• DO use street addresses instead of P.O. boxes for residency information.
• DO consult your embassy for additional guidance if needed.
• DO sign and date the form as required.
• DO ensure correct spelling of names and addresses.

• DON'T leave any sections blank unless they are marked as optional.
• DON'T provide false information, as it may violate U.S. law.
• DON'T forget to include all eligible family members if applicable.
• DON'T use diplomatic titles when entering job titles.
• DON'T assume that previous assignments or addresses do not need to be included without checking specific requirements.
• DON'T overlook the requirement for the official seal if applicable.
• DON'T submit the form without proper approval signatures.
• DON'T wait until the last minute to submit the form to avoid any potential processing delays.

• Foreign Government Employees Are the Same as Diplomats: Many people believe that all employees of foreign missions automatically receive the same privileges as diplomats. In reality, only diplomatic and consular officers enjoy these benefits. Other employees require documentation to confirm their status.
• Form DS-2004 Can Be Completed Casually: Some might think that completing the DS-2004 form is unimportant and can be done haphazardly. However, accuracy is key. Discrepancies in personal information can delay the processing of essential documents.
• Only Non-U.S. Citizens Complete This Form: A common misconception is that this form is solely for non-U.S. citizens. While it primarily serves foreign employees, certain items need to be completed even if the employee is a U.S. citizen.
• N/A Means You Can Skip the Question: Some individuals think they can simply skip questions that do not apply to them by entering "N/A." In fact, every question must be addressed completely, even if the answer is non-applicable.
• Once Submitted, It Cannot Be Changed: Another myth suggests that after submitting Form DS-2004, the information is set in stone. On the contrary, any changes to the provided information should be reported swiftly using Form DS-2006.
• Family Members Do Not Need to be Listed: A misconception exists that only the primary employee must be recorded on the form. However, the form requires the listing of all eligible family members residing in the household to ensure accurate processing.
• Submission Is Optional: Many believe that submitting this form is voluntary. This is misleading. If a foreign government employee is to be registered, completing and submitting this form is a requirement.
• Approvals Are Just Formalities: Some think that the approvals from embassy officials are merely formalities and don’t impact the process. In truth, these approvals, including the official embassy seal, are critical for the validity of the form.

Key Takeaways for Filling Out and Using the DS-2004 Form

• The DS-2004 form must be completed for all foreign mission employees except diplomatic and consular officers.
• All questions on the form should be answered accurately. If a question does not apply, simply write "N/A."
• Inconsistent information can delay the processing of required documents, such as identification cards and tax exemption cards.
• U.S. citizens may skip specific sections of the form, including items 8 through 23, unless applicable to their family members.
• Office contact details should be provided, including a telephone number and email for any follow-up questions.
• It is crucial to indicate the type of employer (e.g., embassy, consulate, or domestic) accurately.
• Provide the correct residence address, especially if it differs from the duty address. Temporary addresses require prompt notification to the Department of State.
• Employees must sign and date the form; for domestic employees, the official employer must also sign.
• Be aware of the requirements regarding previous assignments and employment history within the last five years; this information helps assess eligibility for benefits.
• Submit the completed form and any attachments to the U.S. Department of State's designated address promptly.