The HRSS HR Administrator will issue a request via the DPEC system using the template Employee Lifecycle - Visa renewal request. This will require the employee to provide their share code and book their share code appointment.
If the employee advises they are unable to provide their share code as they have an ongoing application, a form will be sent from DPEC to obtain the details to enable HRSS to obtain a Positive Verification Notice (PVN) from the Employer Checking Service (ECS).
An initial Dynamics email will be sent to the employee with the line manager copied in to advise they have a DPEC request to complete. Chases will be sent to the employee with line manager copied in four and eight working days after the initial email. An escalation email will be sent to the employee with the line manager and Corporate HR (CHR) copied in after 12 working days.
Any actions taken should be recorded under the activity log in the DPEC system, including the relevant Dynamics reference(s).
Share code appointments
If a share code is provided, a share code appointment will need to be carried out via teams to compare the output from the Home Office online check to the employee.
Once an employee returns the form via DPEC with the time and date of the appointment this should be checked against the appointment in the booking calendar. Once the date is confirmed, the Share Code Appointment task should be case receipted into Operations Manager (OM) with a target date of the appointment date provided.
Workforce and Planning will allocate the task in OM based on the target date. The HR Administrator should check the OM queue at the beginning of each day to see if they have an appointment that day. If the task is in the queue, the HR Administrator must check the booking app for the time and plan their day accordingly so they are able to attend the appointment.
Corporate HR (CHR) approval
Once acceptable RTW evidence has been obtained, this should be uploaded into the shared space and an email sent via Dynamics to CHR to request approval to proceed with ESR update.
ESR and DMS update
The HR Administrator will then update ESR and add the verified documentation to the Employee’s Folder. The employee should also be approved and archived in the DPEC system.