In line with Government legislation, when a candidate’s Right to Work (RTW) and / or Identification (ID) documents can’t be verified digitally using Identity Document Validation Technology (IDVT) i.e. via the Digital Pre-employment checking System (DPEC) – Amiqus, the Recruiting Manager (RM) is required to complete an offline in person check of their original documents.
Note - Where a RTW check has been conducted using a share code via Home Office online checking service, the information is provided in real-time directly from Home Office systems and there is no requirement to check any RTW documentation.
If the RM is required to complete an offline verification check, they will be notified via email by HR Shared Services (HRSS). They will be advised of the documents they are required to check.
Examples of when an offline check is required include:
• Candidate has an expired British/Irish passport or expired Irish passport card
• Candidate provides a birth certificate and proof of national insurance number
• Candidate is unable to provide any form of photo ID
1. The RM arranges a suitable time with the candidate to attend a local office to provide their original document(s).
2. The RM checks that the document(s) are genuine and that the person presenting them is the prospective employee. The RM should check that photographs and dates of birth are consistent with the person’s appearance.
Further guidance on checking the validity and authenticity of documents can be found on the Government Website - Guidance on examining identity documents.
3. The RM takes a clear copy of the original document(s) and confirm verification by signing and dating in a format that cannot be altered (e.g., PDF).
Example of verification: The date on which this check was made: [insert date].
For RTW documents the verification must read:
The date on which this right to work check was made: [insert date].
4. The RM uploads evidence of the offline document verification check directly to the candidate’s Trac application via Attachments.