Ludwigshafen
Onboarding and management of external persons
A modern, competitive company stands above all for the end-to-end digitization of all security services. On this page you will find all the important steps - for you and your company - to make working at the Ludwigshafen site possible.
If your company is a contractor of BASF SE or its third party company (subcontractor/lessor) or a contractor of BASF Digital Sol. or its third party company (subcontractor/lessor) and has not had a permanent pass for the Ludwigshafen site in the past or is not yet registered in the Security System, you will find all the necessary steps and information here.
Step 1: Create company profile in the "Security System" portal
Before you can operate as a company at the Ludwigshafen site, a profile has to be created once for your company in our "Security system"portal . To do this, fill out the above mentioned form.
Once you have completed the form and clicked on the "Submit" button, an e-mail will automatically be sent to the BASF SE receiving stations.
As soon as the company profile has been created by the badge office, the dispatcher will receive a confirmation by e-mail.
In addition, the dispatcher stored in the system will receive his registration link by e-mail.
Note: The processing may take 2-3 business days.
Application for company profile for Ludwigshafen
Application for company profile for Schwarzheide
Depending on the area of operation or the local group and associated company for which your company is active, you can find the responsible approver for the application from the overview "Approver groups":
Step 2: Apply / Extend for a commissioned relationship
If your company has an already approved contractual relationship and this expires, it can be extended in the “Security System” portal by the company's dispatcher. Please use the instructions provided for this purpose.
The responsible approver group assesses the requested contractual relationship.
As soon as the assessment has been made by the responsible approver group, the dispatcher receives an e-mail informing them of the status of the application.
Note: Processing can take 3-5 working days.
Step 3 - 1: Application and management of employees with permanent IDs
The dispatchers can now create and edit the employees in the "Security System" portal. A distinction is made between two types of persons. We distinguish between employees with permanent ID cards (step 3 - 1. ff) and employees without permanent ID cards (step 3 - 2 ff). You will find all the important information on this in the corresponding substeps of chapters 3 - 1 and 3 - 2 respectively.
Application for new permanent ID card by the dispatcher
To apply for permanent badges for external persons who need access to the BASF SE site at the Ludwigshafen location to fulfill the order, the responsible dispatcher can do so in the "Security System" portal.
The applications go through a BASF internal approval process (if necessary, the review by the approver as well as a mandatory review by the badge office is required).
Once approved by the badge office, the dispatcher will receive an email notification of the status of the submitted request.
Note: Processing may take 2-3 business days.
Collection of the permanent ID card by the employee
As soon as approval has been granted by the ID card office, the dispatcher will receive information by e-mail that the permanent ID card can be picked up for the employee - after booking an appointment in advance - at one of the two reception offices.
To obtain a permanent ID card, the following documents must be presented in original:
Identity card or passport
For persons from non-EU countries (except Norway, Switzerland and Lichtenstein), the following must also be presented: a residence permit or visa valid for Germany issued by a German authority with the relevant endorsements or documents permitting employment / taking up work.
Confirmation of appointment (must be able to be presented / printout is not required).
If an old permanent passport is available, it must be presented, otherwise a fee of 30 euros in cash will be charged.
The security test is taken when the permanent ID card is picked up/renewed.
You can find all the information on the following page.
Requesting access to the "Security System" portal for employees
If no user profile has been created automatically so far, you can request one later.
Use the e-mail template for this purpose - please fill it out completely and send it by e-mail to: ausweisstelle-lu@basf.com:
Hello
Please deposit this e-mail address with the following external person (so that he/she receives a registration e-mail to the Self Service Portal of Security System, e.g. in order to be able to deposit a permanent import/export permit in the system).
Personnel number:
Last Name:
First Name:
E-mail address:
Thank you.
Click here to access the portal: Smart ID Self-Service (basf.com)
Extension of permanent ID cards by the dispatcher
The dispatcher receives information by e-mail that the assignment of the external employee (with badge or offshore/without plant access) is expiring.
If the employment of an external employee is to be extended, the dispatcher must submit a request for "Extension of employment" via the "Security System" portal. For more information, please refer to the "Managing Employees" process description.
Note: Processing may take 2-3 business days.
Return of permanent ID cards
If the employee's assignment on the plant premises has ended earlier or if the employee has terminated the employment relationship, the dispatcher is obliged to deregister the employee via the "Security System" portal. Instructions can be found in the "Managing Employees" process description.
The employee's permanent ID card is automatically deactivated and the IT authorizations assigned to it are revoked.
The permanent ID card must be returned to one of the respective reception offices. The employee will then receive a confirmation that the badge has been returned. Alternatively, it is also possible to return the badge by mail
(postal address: BASF SE; Dept.: ESM/WWE - Building J660, Carl-Bosch-Str. 38, 67056 Ludwigshafen).
Step 3 - 2: Application and management of employees without permanent ID cards (offshore)
The dispatchers can now create and edit the employees in the "Security System" portal. Two types of persons are distinguished. We distinguish between employees with permanent ID cards and employees without permanent ID cards.
Offshore employee application
If no plant access is required, but access to BASF IT systems is needed for order fulfillment, the employee is registered via the "Security System" portal (e.g. for offshore employees).
The applications go through a BASF internal approval process (if necessary, verification by the approver as well as mandatory verification by the identification office is required). IT authorizations can be requested for employees one day after the application has been approved via Access IT.
Note: Processing may take 3-5 business days.
For more information on onboarding and management of contractors with access to BASF IT systems, please see here
Offshore employee extension
The dispatcher receives the information by e-mail that the assignment of the external employee expires.
If the employment of an external employee is to be extended, the dispatcher must submit an application for "Extension of employment" via the "Security System" portal. The procedure can be found in the process description "Management of employees".
Further information on the onboarding and management of contractors with access to BASF IT systems can be found here
Offshore employess deregistration
If the employee's assignment has ended earlier or if the employee has terminated the employment relationship within the employment period at BASF SE, the dispatcher is obliged to deregister the employee via the "Security System" application. Instructions can be found in the process description "Administration of Employees".
The employee's IT authorizations are automatically deactivated or revoked.
Step 4: Apply for permanent import and export licenses (optional)
Persons with permanent ID cards must always declare their transfer goods that are needed to perform work.
Please find all necessary information here.
Step 5: Apply for entry permits (optional)
To drive onto the Ludwigshafen site, as well as the Friesenheimer Insel, Kläranlage and Limburgerhof field offices, it is necessary to apply for a corresponding entry permit from Site Security.
Please find all necessary information here.
Step 6: Collection of the permanent ID card by the employee
As soon as approval has been granted by the ID card office, the dispatcher will receive information by e-mail that the permanent ID card can be picked up for the employee - after booking an appointment in advance - at one of the two reception offices.
To obtain a permanent ID card, the following documents must be presented in original:
Identity card or passport
For persons from non-EU countries (except Norway, Switzerland and Lichtenstein), the following must also be presented: a residence permit or visa valid for Germany issued by a German authority with the relevant endorsements or documents permitting employment / taking up work.
Confirmation of appointment (must be able to be presented / printout is not required).
If an old permanent passport is available, it must be presented, otherwise a fee of 30 euros in cash will be charged.
The security test is taken when the permanent ID card is picked up/renewed.
You can find all the information on the following page.
Process description
Help with logging in to the "Security System" portal:
You have forgotten your password? Click here
Having trouble logging in? Click here
Do you have any questions? We are here for you:
for technical questions and application errors with SecSys
In case of application errors or technical questions, please contact the IS Service Desk for the "Security System" portal in Ludwigshafen at Phone: +49 621 60-77577 - Option 2 “Report error”
for general questions (e.g. entries, DEAG)
The site security staff will be happy to answer any general questions you may have.
Simply send an e-mail to: standortsicherheit@basf.com
for Questions about permanent ID cards
For questions, e.g. for the application of temporary and permanent ID cards, the employees of the reception offices are at your disposal. You are also welcome to send an email to ausweisstelle-lu@basf.com.
for Questions about the onboarding of IT contractors
For questions about onboarding and managing contractors with access to BASF IT systems, they are welcome to contact it-onboarding@basf.com