Create and Manage Employer account

Learn how to set up and manage your employer account at the Pass Permit Control Office.

The Pass Permit Control Office works with employers whose employees need access to airport restricted areas to perform their jobs at Pearson Airport.

Create your employer account

New employers at Pearson can set up an account with the Pass Permit Control Office, so their employees can access restricted areas through services, such as:

  • Transportation Security Clearance (TSC)
  • Restricted Area Identity Card (RAIC)
  • Keycard
  • Airside Vehicle Operators Permit (AVOP)
  • Vehicle markers

Application requirements

To set up your account, submit the following information to the Pass Permit Control Office for review and approval:

1. Letter of intent on your company letterhead

Draft a letter that explains why you (or your employees) need to access to an airport restricted area while performing duties. The letter of intent must include:

  • Operating requirement* (for example, contract 123456 – Feb 2, 2013 to Dec 31, 2018)
  • Type of business/services being provided and to whom
  • Justification of the need for access to an airport restricted area
  • Request for RAICs
  • Areas within the airport restricted area that your employees need to access (example: Terminal 1, Terminal 3 or Airside)
  • Number of employees that will require airport restricted area access
  • Request for and justification of the need for keycard access (if required), as well as the exact location or door numbers
  • Frequency within the restricted area (for example, daily, weekly or monthly)
  • Name of the designated company signing authority(s)** for RAIC and keycards
  • Name of the designated company signing authority for AVOP, if applicable

*Operating Requirement is a contractual agreement between an employer and GTAA. It may consist of an Airline Approved Application for Entry, License to Operate, Lease or Contract.

**Designated company signing authority(s) are responsible for the request, authorization, control and maintenance of RAICs/keycards issued to company employees. They can authorize payment of a non-refundable administration fee to GTAA for the non-return of employee access pass/keycards upon cessation of need and/or following the GTAA Audit Process.

You may choose more than one employee to be a signing authority, but one of them must serve as the primary contact for communication between the Pass Office and the Employer. A designated company signing authority may only sponsor their own employees.

2. Review and agree to the Signing Authority Roles and Responsibilities

Each designated company signing authority must read and complete the Signing Authority Roles and Responsibilities (PDF, 197 KB).

3. Submit your application to the Pass Permit Control Office

Send your letter of intent and your completed Signing Authority Roles and Responsibilities to pass.permits@gtaa.com.

4. Make an appointment with the Pass Permit Control Office

If your application is approved, you will need to visit the Pass Permit Control Office to finalize the account. The designated company signing authority will be required to bring the original letter of intent and original Signing Authority Roles and Responsibilities to the Pass Permit Control Office appointment for enrollment. Each signing authority will be required to bring Canadian government issued photo ID. Please sign the Signing Authority Role and Responsibilities at the Pass Office.

Making changes to your account

Change employer or employee name

Employers who are changing their Employer or employee Names must notify the Pass Office of the change. A company audit will be conducted and a new account set up.

Employers who are changing their Employer name must provide a letter with the following information:

  • Company's previous name
  • Company's new name
  • Access requirements
  • List of signing authorities
  • Amending operating requirement
  • Employers must also provide supporting documentation of the name change (for example, Articles of Incorporation).

Fees

Administrative fees apply to employer account changes that require an update to security items.

  • Change to employer name or occupation – $100.00 per employee (paid by employer)
  • Change to employee name – $100.00 (paid by employee)

Add a signing authority

Requests to add or remove a company signing authority must be submitted by the primary signing authority.

To add a company signing authority(s):

1. Draft a letter on company letterhead specifying:

  • Name of the designated company signing authority(s)** for RAICs, keycards and TSCs, with completed Signing Authority Roles and Responsibilities (PDF, 197 KB) document attached for each signing authority
  • Name of the designated company signing authority for AVOP (if applicable), with completed AVOP Roles and Responsibilities document(s) attached

2. Send the letter and related Roles and Responsibilities documentation to pass.permits@gtaa.com.

3. Make an appointment with the Pass Permit Control Office

If your application is approved, the designated company signing authority will need to attend an appointment at the Pass Permit Control Office appointment and bring all of the following:

  • Original Letter of Intent
  • Original Signing Authority Roles and Responsibilities document
  • Canadian government-issued photo ID

Remove a signing authority

To remove a company signing authority(s):

1. Draft a letter on company letterhead specifying:

  • Name of the designated company signing authority(s)** to be removed for RAIC, keycards and TSCs
  • Name of designated company signing authority to be removed for AVOP

2. Send the letter to pass.permits@gtaa.com.

Set up new or renewing employees

New or renewing employees need to apply for TSC and RAIC through the Pass Permit Control Office. Learn more about passes for employees.

As an employer authorizing applications for these services, you are responsible for the following:

Transfer employees from another Canadian airport

All requests to transfer an employee's valid TSC from another Canadian airport must be submitted to the Pass Permit Control Office by the designated company signing authority. The signing authority must also ensure that all employees have completed the Security Awareness Training.

To request an employee transfer:

  • Scan and email the electronically completed RAIC application(s) to the Pass Permit Control Office at pass.permits@gtaa.com.
  • Make sure the name on the RAIC application is the applicants’ legal name, including all given names as listed on the employee's current RAIC issued by another Canadian airport.
  • Include the employee's personal email address.

Handwritten application forms will not be accepted. This includes handwritten edits or corrections. If there are any changes to your application, you must redo the online form in its entirety.

The Pass Permit Control Office will request the transfer and advise the company signing authority when the transfer is complete. Transfer times vary from one day to several weeks to complete.

Once the transfer is complete, the Pass Permit Control Office will notify both the employee and the signing authority of the following requirements:

  1. Return their existing RAIC or Security Control pass to the other Canadian airport that issued the pass.
  2. Request the card be cancelled and obtain a receipt.

Employees transferring to Pearson must ensure the above steps are complete prior to attending their appointment at the Pass Permit Control Office.

The following items are required at the employee's appointment:

  • Original completed RAIC application
  • Original government-issued photo identification
  • Security Awareness Training Certificate(s)
  • Receipt showing that RAIC or Security Control pass has been returned to the issuing airport

Returning security items

Employers play an important role in the security of the airport. When an employee no longer requires a RAIC, you must notify the Pass Permit Control Office right away and ensure the RAIC along with any other security items (keycards, AVOPs, ACO cards and vehicle markers) are returned within five days.

Company audit

During audits, employers have 30 days to review their employee roster, identify employees that no longer need restricted area access and return security items. After the 30-day period, we will issue an invoice to the employer for any outstanding items at the following non- refundable rates:

  • RAIC: $300.00 + HST per item
  • Keycard: $100.00 + HST per item
  • AVOP: $ 50.00 + HST per item
  • Vehicle Marker(s)/Vehicle Plate(s): $100.00 +HST per item

Vehicle markers

To indicate proof of insurance, vehicle owners need a vehicle marker for each vehicle that employees drive airside while performing their job-related duties. For more information, read Airport Traffic Directives – AVOP Requirements and Administration – 2015 (PDF, 643 KB).

To request vehicle markers, email the following information to the Pass Permit Control Office at vehiclemarker@gtaa.com:

All lost/stolen/damaged/suspended Airside Restricted Area Vehicle Marker(s)are subject to an administration fee.

Vehicle plates

If an employee needs to drive a vehicle airside temporarily, you will need to apply for a vehicle plate. To request vehicle plates, email the following information to the Pass Permit Control Office at pass.permits@gtaa.com:

All lost/stolen/damaged/suspended Airside Restricted Area Vehicle Marker(s)are subject to an administration fee.

For more information, read Airport Traffic Directives – AVOP Requirements and Administration – 2015 (PDF, 643 KB)