Applications for access permits

Employer pre-check related to an individual’s career is crucial for a background check. A background check accepted in Iceland can also be valid in other European countries, making it very important that they are carried out correctly. The employer’s pre-check is an important part of the application process that must be completed, and the relevant data collected before applying for an access permit and background check.

The employer’s preliminary examination related to an individual’s career includes, among other things, securing and preserving information about studies, work, and residence for the past 5 years. See the detailed description below.

With a pre-check by the employer, before an application for an access permit for an individual is created, it must be ensured that:

• a valid identity document is available.
• education and work history for the last 5 years are available, and documents are therefore provided for confirmation.
• If at least a 28-day continuous gap is in process, ensure adequate explanations are provided with supporting documentation.
• a foreign criminal record is included with the application, if the person resided or stayed abroad for at least 6 consecutive months in the last 5 years.
• if documents are not in Icelandic or English, it must be translated into Icelandic or English by a certified document translator.

It is the responsibility of the access card manager to review the data. If the application is signed without the aforementioned items being satisfactory, the police will resend/reject the background check application. In all cases, it is necessary to submit a new application.

Applications for access card for individuals to Keflavík Airport and police background checks are now a fully electronic process (with the exception of applications for individuals with a foreign social security number and those who do not have an electronic ID). Applications can be completed in Icelandic or English, and it is important to choose the English version for all persons who are not fluent in Icelandic.

• The access card manager of a company that has been approved by Isavia’s ID Office applies through the electronic application form for an individual/employee and enters the relevant information. 
• Next, the individual receives an email with a link to the application and must enter additional information, answer questions for a police background check, and agree with an electronic signature. 
• When the individual has completed this step, the access card manager receives an email with a link to the application and must review the application, ensure that it is in accordance with the previously performed pre-check (see the pre-check section for more details), and approve the application by electronic signature.

If applying for a minor, their guardian must also approve the application with an electronic signature.

Signature requests are active for 30 days, and all parties must sign the application within that time. Applications that are not fully signed after 30 days are deleted.

Once all parties have signed the application, it is sent to the police for a background check. See more about the next steps in processing applications in the section on “Status of applications”. Access card managers can monitor the status of the applications they have submitted in real-time at requests.isavia.is.

Access card managers can track the status of applications they have submitted at requests.isavia.is. Further definitions of each status can be found below:

PENDING SIGNATURE – Waiting for signatures from all parties before proceeding with the application.

APPLICATION STOPPED – Application has been stopped because another active application is in process, or the signature requests has timed out.

APPLICATION SIGNED – Application is fully signed.

IN BACKGROUND CHECK – Application is undergoing a police background check.

DECLINED FROM BACKGROUND CHECK – Application resent/rejected due to issues with the police background check. See more information at requests.isavia.is. If information needs to be updated, a new application must be submitted in all cases.

APPROVED FOR PROCESSING – Application approved after the police background check and will now be processed by the Isavia’s ID Office.

WAITING FOR COURSE COMPLETION – Waiting for the employee to complete a required courses before processing continues at Isavia’s ID Office.

ACCESS CARD READY – The access card is ready and will be delivered as requested in the application.

APPLICATION CANCELLED – The application has been cancelled.

Only valid access card managers are authorized to apply for new access card to Keflavík Airport or make changes to them. For the registration of new access card manager, the following application must be filled out here.

Police background checks for aviation security are carried out based on Article 158. and 159. of the Law on Aviation No. 80/2022, with subsequent amendments, and cf. Aviation Security Regulation No. 750/2016. 

Roles and Division of Responsibilities Related to Background Checks

Icelandic Transport Authority: Monitors the fulfilment of requirements in the field of aviation security.

National Police Commissioner: Responsible for background checks.

Suðurnes Police Commissioner: Conducts background checks.

Isavia: Responsible for airport access authorizations and mediates requests for background checks.

Employer: Performs pre-check before police background check of an individual, as well as applying for an access permit.

Individual: Submits personal information, career (study and work), residence, and data for verification. Accepts a background check.

See more about police background checks on the police website here.

Only valid access card managers can log into the application form and apply for new access permits to Keflavík Airport or make changes to them. If you have problems logging in, contact Isavia’s ID Office by clicking here.