Candidates should use their current legal name during recruitment and pre-employment checks. HR Shared Services (HRSS) defines current legal name as the name on a current passport or other official identity documents.
Why this is important:
Digital Pre-Employment Checks (DPEC): Documents must exactly match the name entered in the DPEC system (Amiqus).
Employment Contract: The name recorded in Trac is used to generate the employment contract, which must be in the candidate’s current legal name.
Electronic Staff Record (ESR) & Payroll: The name in Trac is transferred into ESR. If this does not match the current legal name, it may cause payroll issues or discrepancies with HMRC.
How a candidate can update their name in Trac and Amiqus
If a candidate needs to update their name on Trac or Amiqus, they must do this themselves using the following guidance:
To update the name on Trac
- Log in to their Trac account
- Select personal details and edit
- Amend the name.
To update their name on Amiqus
- Start the verification process by clicking "Start request" button on the email they receive from the Amiqus system. Confirm they accept the terms & conditions on the Overview page.
- On the Your Details page, they can edit the incorrect name and select "I have read and understood the above and would like to proceed" and click the green button "Confirm and continue".
- A popup will open asking them to confirm the name change. Click "Confirm and send changes". The verification process will then be halted until the organisation who has sent the verification request, i.e. HRSS, confirms the change.
- Once the candidate receives notification the change has been accepted they can complete the rest of the process.