Getting a Passport in Hays, KS: Steps, Facilities & Tips

Getting a Passport in Hays, KS

Residents of Hays, Kansas, in Ellis County, often need passports for international business travel tied to the region's agriculture and energy sectors, family vacations during peak spring and summer seasons or winter breaks, student exchange programs at Fort Hays State University (FHSU), or urgent trips like family emergencies abroad [1]. Kansas sees higher volumes of outbound travel to Europe, Mexico, and Canada, with seasonal spikes that strain passport services nationwide. In Hays, limited acceptance facilities mean booking appointments early is key, especially avoiding common pitfalls like photo rejections from glare or shadows, incomplete minor applications, or confusing renewal forms with first-time ones [2].

This guide walks you through the process step by step, helping you choose the right service, gather documents, and navigate local options. Always verify details on official sites, as requirements can update.

Choose the Right Passport Service

Before starting, determine if you need a first-time passport, renewal, replacement, or other service. Misapplying can delay processing by weeks.

First-Time Adult Passport (Age 16+)

This applies if you've never held a U.S. passport or your previous one was issued more than 15 years ago (check the "issue date" field inside the back cover—adult passports are valid for 10 years, but DS-11 is required beyond 15 years from issue).

Use Form DS-11 and apply in person at a passport acceptance facility (common in Hays at post offices, libraries, or county offices—search "passport acceptance facility Hays KS" on travel.state.gov for options) [1].

Practical clarity for Hays applicants:

• Schedule ahead: Facilities in smaller Kansas towns like Hays often require appointments and book up weeks in advance, especially near holidays or summer travel season.
• Required items (bring originals + photocopies): U.S. birth certificate or naturalization certificate (no photocopies or hospital certificates), valid photo ID (driver's license or military ID), two identical 2x2-inch color photos (taken within 6 months at places like CVS, Walgreens, or UPS Stores—avoid selfies or expired styles), Form DS-11 unsigned until instructed, and fees ($130 application + $35 execution, payable by check or money order).
• Processing: Routine service takes 6-8 weeks; expedited (extra $60) is 2-3 weeks—add 2 weeks for mailing.

Common mistakes to avoid:

• Mailing the DS-11 (not allowed—must submit in person).
• Using digital uploads or hospital birth records (must be certified U.S. vital records).
• Undersized/overexposed photos or mismatched ID names (get name change docs if married/legally changed).

Decision guidance: Got an undamaged prior passport issued <15 years ago in your possession? Renew by mail with DS-82 (faster/cheaper). Otherwise, DS-11 here. Use the State Department's online wizard at travel.state.gov to confirm.

Adult Renewal (Age 16+)

Eligible if your last passport was issued when you were 16+, within the last 15 years, and issued in your current name (or you can document name change). Use Form DS-82; mail it—no in-person visit needed unless adding pages or changing to a passport card [1]. Hays residents can mail from the post office.

Child Passport (Under 16)

Always first-time process with Form DS-11; both parents/guardians must appear or provide notarized consent. Common in Hays for FHSU exchange students' families [3].

Replacement for Lost, Stolen, or Damaged

Determine your situation first to choose the right form and process—eligibility rules are strict, and mistakes like using the wrong form delay processing by weeks.

Valid and Undamaged (e.g., Pages Full)

• Renew with DS-82 (mail-in): Best for routine needs (4-6 weeks processing). Eligible only if your passport was issued when you were 16+, within the last 15 years, undamaged/not lost/stolen, and you have a U.S. mailing address. Submit old passport, photos, fees.
• Or DS-11 (in-person): Use at any passport acceptance facility if ineligible for mail or prefer faster routine service (still 4-6 weeks, but book appointment).
• Decision guidance: Mail DS-82 for convenience in Hays if no urgent travel; go in-person locally if adding kids/under 16.
• Common mistake: Attempting DS-82 without checking eligibility (e.g., issued >15 years ago)—leads to rejection and restart with DS-11.

Lost or Stolen Valid Passports

1. Report immediately: File Form DS-64 online (travel.state.gov/ds64) or by mail to invalidate it and protect against fraud (free, quick).
2. Replace with DS-11 only (in-person): Cannot use DS-82—you lack the old passport to submit. Bring DS-64 confirmation, 2x2 photos, ID, fees, and police report (recommended, often required for kids).

• Processing: Routine 4-6 weeks; expedite (2-3 weeks) or urgent (days) if travel within 14 days/72 hours (life-or-death).
• Decision guidance: In Hays area, handle routine at local acceptance facilities; for urgent, contact National Passport Information Center (1-877-487-2778) first—may need travel to a passport agency.
• Common mistakes: Skipping DS-64 (blocks replacement), no police report (delays approval), or trying mail-in (automatic rejection).

Damaged Valid Passports

• If minor wear but usable: Renew normally (DS-82/DS-11).
• If severely damaged/unusable: Report via DS-64 if theft-related, submit damaged passport with DS-11 (in-person only).
• Decision guidance: Assess usability—unreadable data or separated pages? Use DS-11. Include explanation/photos.
• Common mistake: Mailing damaged passport with DS-82 (rejected; must inspect in-person).

Always use travel.state.gov for latest forms/fees; track status online. In rural Hays, plan ahead—mail avoids travel, but verify facility hours for DS-11.

Urgent Travel (Within 14 Days)

Life-or-death emergencies qualify for in-person expedited at a passport agency (nearest: Kansas City, ~4 hours drive). Routine urgent travel doesn't; use expedited service instead [4]. Avoid assuming last-minute slots during Hays' peak seasons (May-Aug, Dec-Jan).

Passport Acceptance Facilities in Hays, KS

Hays has two main facilities; both require appointments via their websites or by calling [5]:

• Hays Post Office (3001 Broadway Blvd, Hays, KS 67601; 785-625-5010): Handles first-time, minors, and replacements. Open weekdays; limited hours for passports. High demand from FHSU community [6].
• Ellis County Clerk of the District Court (1205 Fort St, Hays, KS 67601; 785-628-9412): Similar services; county residents prioritized but open to all. Check for seasonal backlogs [7].

Search tools.usps.com or travel.state.gov for exact hours/availability. No walk-ins; book 4-6 weeks ahead for routine service amid Kansas' travel surges.

Required Documents

Gather originals; photocopies won't suffice [1]:

• Proof of U.S. Citizenship: U.S. birth certificate (raised seal), naturalization certificate, or prior undamaged passport. For Kansas births, order from Kansas Department of Health and Environment (KDHE) Vital Statistics if lost ($20+ expedited) [8].
• Proof of Identity: Driver's license, military ID, or government ID. Name must match citizenship doc.
• Photo: One 2x2 inch color photo (see below).
• Form: DS-11 (first-time/minor/replacement) or DS-82 (renewal).
• Fees: Paid separately—check/money order to "U.S. Department of State" for application ($130 adult book first-time), execution fee to facility ($35) [1].
• Minors Extra: Both parents' IDs, consent form if one absent.

Name changes need court orders or marriage certificates.

Passport Photo Requirements

Photos cause 25%+ rejections; follow specs exactly [2]:

• 2x2 inches, color, white/cream/off-white background.
• Head 1-1 3/8 inches from chin to top.
• Full face, neutral expression, eyes open.
• No glasses (unless medically necessary), hats, uniforms; even lighting—no shadows/glare.
• Taken within 6 months.

Local options: Walmart (2505 Vine St, Hays), CVS (3801 Vine St, Hays), or USPS. Cost $15-17. Hays' sunny climate risks glare—use indoor studios [2].

Step-by-Step Application Checklist

Use this for in-person applications (DS-11). Print forms single-sided [1].

1. Determine eligibility: Confirm first-time/renewal via travel.state.gov quiz [1].
2. Gather citizenship proof: Order birth cert from KDHE if needed (kdhe.ks.gov; allow 2-4 weeks routine) [8].
3. Get photo: Specs-checked at pharmacy/post office.
4. Fill form: DS-11 by hand (black ink); do NOT sign until instructed.
5. Book appointment: Call/email Hays Post Office or Ellis Clerk; arrive 15 min early with all docs.
6. Pay fees:

   Service	Application Fee	Execution Fee	Total (Adult Book)
   Routine	$130	$35	$165
   Expedited (+$60)	$190	$35	$225
   1-2 Day Urgent	Varies at agency	N/A	$200+ [1]

7. Attend appointment: Present docs; sign form. Get receipt/tracking number.
8. Track status: Check travel.state.gov (8-11 weeks routine; 2-3 expedited). No hard guarantees—peaks add delays [4].
9. Pickup: Mailed to you; allow extra for rural KS delivery.

For DS-82 renewals: Mail to State Dept (address on form) with old passport, photo, fees. Use USPS Priority ($21.60 tracking) from Hays PO [1].

Renewal Checklist (DS-82, Mail Only):

1. Eligible? Last passport <15 years, your name.
2. Complete DS-82 online/print.
3. Include old passport, photo, check to State Dept.
4. Mail via tracked service.
5. Track online.

Processing Times and Expedited Options

Routine: 6-8 weeks processing + mailing (10-13 total) [4]. Expedited: +$60, 2-3 weeks. Kansas peaks (spring break travel, FHSU summer programs) overwhelm facilities—apply 3+ months early. No refunds for delays. For 14-day urgent: Drive to Kansas City Passport Agency (appointment via 1-877-487-2778); proof of travel/departure required [4]. Avoid scams promising "instant" passports.

Special Considerations for Minors and Hays Families

FHSU exchange programs boost child apps. Both parents must consent; if one can't attend, notarized DS-3053 form (witnessed). Fees: $100 application (under 16). Validity: 5 years. Incomplete apps delay families mid-semester [3].

Common Challenges and Tips for Hays Residents

• Limited Slots: Ellis County facilities book fast; use online calendars. Alternate: Salina or Great Bend POs (~1 hour drive) [5].
• Expedited vs. Urgent: Expedited speeds processing, not appointments. Urgent only for imminent departure emergencies [4].
• Renewal Mistakes: Using DS-11 when DS-82 eligible wastes time/money.
• Rural Delays: Hays mail slower; opt tracking.
• Seasonal Warning: Spring/summer tourism, winter escapes spike national backlogs—don't rely on last-minute [1].

Passport Facilities and Nearby Locations in and Around Hays

Passport acceptance facilities are official sites authorized by the U.S. Department of State to witness and submit passport applications for first-time applicants, renewals, and replacements. These locations do not process passports themselves; instead, they verify your identity, review your paperwork, administer oaths, collect fees, and forward your application to a regional passport agency for processing. Common types include post offices, county clerks' offices, public libraries, and municipal buildings. In Hays and surrounding areas like Ellis County and nearby towns, you'll find several such facilities offering these services to residents and travelers.

To use these facilities, prepare in advance by completing the required DS-11 or DS-82 form online or by printing it from the State Department's website. Bring proof of U.S. citizenship (such as a birth certificate), a valid photo ID, a passport photo meeting exact specifications (2x2 inches, white background), and payment (checks or money orders preferred for fees). Expect a short interview where the agent confirms details and seals your application in an official envelope. The process typically takes 15-30 minutes per applicant, but allow extra time for queues. Children under 16 must apply in person with both parents or legal guardians present. Note that expedited services may be available for an additional fee, but processing times still range from 6-8 weeks standard or 2-3 weeks expedited, plus mailing.

Typical Busy Times and Planning Tips

Acceptance facilities in Hays and nearby areas tend to see higher volumes during peak travel seasons, such as spring break, summer vacations, and holidays when renewals surge. Mondays often start with backlogs from weekend rushes, and mid-day hours (around 10 a.m. to 2 p.m.) are generally the busiest due to working professionals and retirees. Weekends, if offered, can also draw crowds.

Plan cautiously by checking the State Department's locator tool online for participating sites and any appointment requirements. Aim for early mornings, late afternoons, or less busy weekdays like Tuesdays through Thursdays. Arrive with all documents organized to minimize delays, and consider mailing renewals if eligible to avoid lines altogether. Always verify current participation status, as authorizations can change. Patience and preparation ensure a smoother experience amid fluctuating demand.

Frequently Asked Questions (FAQs)

Can I renew my passport at the Hays Post Office?
No, DS-82 renewals go by mail. Post office takes execution fee for DS-11 only.

How do I get a birth certificate for my Kansas passport application?
Request from KDHE Vital Statistics online/mail (kdhe.ks.gov). Expedited available but plan ahead [8].

What if my travel is in 3 weeks?
Add expedited service at acceptance facility. For <14 days + emergency, go to Kansas City agency [4].

My child is studying abroad at FHSU—does that speed things up?
No priority for students; apply early for exchange deadlines.

Why was my photo rejected?
Common: shadows from Hays lighting, wrong size, or smiles. Retake per exact specs [2].

Can I track my application?
Yes, enter receipt number at travel.state.gov/passport-status [1].

Is there a passport fair in Hays?
Rare; check FHSU or county site. Routine facilities preferred [5].

What about passport cards for land/sea to Mexico?
Cheaper ($30 adult), valid only borders/Caribbean. Same process [1].

Sources

[1]U.S. Department of State - How to Apply for a Passport
[2]U.S. Department of State - Passport Photo Requirements
[3]U.S. Department of State - Children Under 16
[4]U.S. Department of State - Processing Times
[5]USPS Passport Acceptance Facility Locator
[6]USPS Hays Post Office
[7]Ellis County Clerk of the District Court
[8]Kansas Department of Health and Environment - Vital Statistics