1. This is taken from our procedures manual and is provided for your information.
Introduction
The aims of this procedure are:
1. to minimise the risks to which our customers might be exposed through the
dishonesty of our employees,
2. to ensure that we employ only persons entitled to work in the UK, and
3. to maximise the chances of employing persons who are reliable, hardworking, able to
follow instructions and likely to stay in our employment.
To achieve these aims we need to check:
1.
2.
3.
4.
5.
The identity of the prospective employee, including proof of address
His or her entitlement to work in the UK
His or her employment history
At least two references from former employers or schools or colleges
That they have been issued with a UK NI number
You should satisfy yourself that the potential employee is the rightful holder of any of the
documents they present to you:
Check photographs
Check expiry dates
Check stamps and endorsements
Compare date of birth with appearance
Check consistency of documents
Avoidance of Discrimination
It is vital that prospective employees are treated equally regardless of religion, race, gender,
age, sexual orientation or disability. This procedure must be followed in its entirety for all
prospective employees.
Identity
The following are acceptable forms of identity:
1. Passport
2. EU Identity Card with photograph
3. UK credit card style driving licence
Proof of Address
The following are acceptable proofs of address:
1.
2.
3.
4.
5.
UK credit card style driving licence
Bank or building society statement
Utility bill
Council tax bill
State benefits or tax credit statement
Entitlement to Work
The latest guidelines from UK Border Agency show the documents needed to prove
entitlement to work in the UK. In addition, you must check appropriate Immigration stamps as
shown in the UK Border Agency booklet Comprehensive Guidance for Employers on
Preventing Illegal Working.

2. NI Number
The following are acceptable proofs of NI number
1. NI card
2. Letter from the Department of Work & Pensions
3. A P45 from a previous employment
References
The names of two referees must be provided ideally from previous employers, schools or
colleges.
Starting a New Employee
All persons applying for a job must be sent an application form. On its return, it must be
checked for completeness and the two referees contacted using the standard Request for a
Reference.
When the prospective employee is to be taken on, they must bring with them the following
proofs:
Identity
Address
Entitlement to Work
NI Number
Under no circumstances must they be allowed to work unless the first three are presented.
The interviewing manager must examine each of the proofs and if satisfied with them
photocopy them and certify the copies with the following endorsement, which must be signed
and dated:
I confirm that I have seen theoriginal document, that this is a fair and accurate copy and that, to the bestof my
knowledge, the person being employed is the person referred to in thisdocument.
Signed:
Date:
All copies must then be sent to Personnel for validation.
If the new employee does not have a NI number, they should apply for one by telephoning
Jobcentre Plus on 0845 600 0643 (8.00 am to 6.00 pm Monday to Friday).
Validation
The application form and supporting copy documentation must be re-checked to ensure it
conforms to the requirements of this procedure and to the requirements of the relevant
legislation. If there are any doubts about the documentation, further checks should be made
with the UK Border Agency.
Any expiry date of the applicant’s right to work in the UK must be entered on their employee
record. Upcoming expiry dates must be checked every month and the employee reminded at
least 2 months in advance of the pending expiry and updated information requested. If this
information is not provided, their employment must be terminated on the expiry date.
Persons whose passports are held by the Home Office Immigration & Nationality
Directorate
Such persons should be in possession of a Certificate of Application from the Home Office
Immigration & Nationality Directorate that should be copied and certified as above. The copy
must be sent to Personnel who must check the person’s entitlement to work with the UK
Border Agency. Until this is confirmed, the person must not start work.

3. Further Checks
In some cases it may be necessary to make further CRB, Identity and Proof of Address
checks on both new and existing employees before they start work at the premises of some
customers. These checks are carried out on our behalf by Checkwell Decision Corporation.