A 'Verification of Identity (ID) and Right to Work (RTW) in the UK' guidance document will be provided with a candidate's offer letter, this guidance explains which documents should be provided to satisfy the ID and RTW checks.
Further Guidance can be found on the NHS Employers website
In exceptional circumstance where the candidate is unable to use DPEC for updating ID and RTW, the Recruiting Manager/Lead Interviewer are permitted to upload the candidate’s documentation to Trac on their behalf.
How to upload documents to Trac
Please follow the below steps to ensure that the candidate's documents are uploaded correctly:
- Go to the Application tab
- Selecting the 'eye' symbol next to the successful candidate's name
- Select Attachments and click attach file
- Locate the relevant ID, RTW and qualification documents relating to the successful candidate and select attach file to upload the documents to the system. Once the documents have been successfully uploaded, they will display in the attachments tab
When uploading any documents to Trac, please ensure there are no reflections on the documents as this may not display the information HR Shared Services (HRSS) require in order to mark the check as a success.
Once the Lead Interviewer has provided the full transactional Offer details in the table and moved the candidate(s) to the Offer stage, HRSS will commence the required pre-employment checks within three working days and where a candidate is external, they will also be issued an Offer letter.
The below documents can be uploaded to Trac
- ID
- RTW
- Proof of address
- Professional Registration
- Qualifications
The below documents should not be uploaded to Trac
- Disclosure Barring Service (DBS) certificate
- Occupational Health (OH) Report
- Interview notes
Points to Note:
- A data breach will be raised if the wrong documents are uploaded to Trac or uploaded to the incorrect candidate within Trac.
- You must make sure that you upload any documents to the correct candidates Trac account.
HR Administration Guidance
Please view the 'Verification of identity and right to work in the UK' guidance document.
Should a candidate be unable/unwilling to use Amiqus to provide their documentation, please send an email from Trac to the Recruiting Manager/Lead Interviewer to notify them that they will need to obtain suitable copies of the candidate’s documentation to upload to Trac on their behalf to satisfy the outstanding checks. Also advise the Recruiting Manager that they will also need to verify the authenticity of the original documentation no later than the candidate’s first day in post.
Should HRSS be required to remove a document from Trac, please follow the How to remove a document in Trac Standard Operating Procedure (SOP).