This document is to explain the most frequently asked questions regarding the Right to Work (RTW) checks within the Fourth Applicant Tracking System (ATS).
For more information on the ATS, please see WFM - Applicant Tracking System (ATS): Getting Started
How does the Fourth RTW Process better protect your Business?
Employers and hiring managers are responsible for carrying out the correct Right to Work checks and can face penalties if an illegal worker is employed and/or if such checks did not take place. Using the Fourth ATS that is integrated with TrustID to carry out those Right to Work Checks better protects your organisation and your managers.
Fourth’s RTW process:
- Ensures that no candidate documents need to be collected or stored on company devices
- Ensures no candidate can be recruited without the right checks being completed successfully
- Does not require any expertise on the part of the manager; they just need to follow the steps
How does the RTW Check work?
To successfully hire an employee via the Fourth ATS, a successful RTW check is required. Without the check, the applicant cannot be progressed to the onboarding stage and therefore cannot be hired. The checks are carried out by a 3rd party provider called TrustID.
The hiring manager carrying out the RTW checks needs to download the TrustID app. The app requires a picture to be taken from the documentation or a share code entered (under the EU Settlement Scheme) providing proof of the applicant's eligibility to work in the UK (UK passport for example).
The picture/ information is submitted to TrustID who carry out all the RTW checks. The ATS application number is used as the reference for TrustID and links up the RTW check with the correct job applicant. TrustID informs the employer via the app and push notifications about the outcome of the RTW check.
There is no need for any photocopies to be taken and the documentation images are not held on the manager’s device or on the ATS; they are only held by TrustID. The PDF validation reports are transferred directly into the HR system.
Can I use TrustID for current employees?
Yes. Right to Work checks can be conducted for current employees via the TrustID app. The ID field that is usually filled out with the candidate’s ID obtained from the ATS, can be populated with the Fourth employee number instead. A certificate confirming the right to work check outcome can be downloaded from the TrustID app or website. Downloading the TrustID certificate is permission-based so if you do not have the functionality please speak to your HR or Recruitment department.
For more information visit this page: WFM Release Note - Applicant Tracking System: Completing Right To Work checks for Current Employees in TrustID
Can I just use the Home Office Service?
Yes. The Home Office checking service offers RTW checks for candidates with Biometric Residence Permits (BRP’s). This covers approximately 7% of candidates. This process requires the candidate to go to the Home Office website to request a code. The candidate supplies this share code and date of birth to the recruiting manager. The manager then enters these details in the TrustID app for a result. TrustID informs the employer via the app and push notifications about the outcome of the RTW check.
On which devices can I use the TrustID app?
The app can be downloaded for Android and iOS mobile devices and tablets.
What kind of Documents/Information can be used for an RTW Check?
Passports, ID cards, Biometric Residence Permits, Visas, Share Codes under EU Settlement Scheme, and Fourth Employee IDs for current employees.
When can an RTW Check be submitted?
RTW checks can be submitted at any time.
Please note: TrustID’s service hours are between 08:00 - 01:00 (UK time), 7 Days a week (excluding public holidays).
What is checked during an RTW Check?
TrustID verifies printed and biometric chip data and cross-checks for consistency. TrustID also checks a fraudulent document database.
Certain checks (i.e. does the picture on the document match the applicant) are carried out by the person using the app. The app prompts the user for those checks and requires the user input before the document/RTW information can be submitted for the TrustID checks.
Fig.1 - RTW Manager Check
What happens if the RTW is unsuccessful?
TrustID sends a message letting the app user know that there was an issue with the specific RTW check. Depending on your company’s setup you either have to contact TrustID or your HR/Recruitment Team.
Based on the RTW check outcome, a manager may decide to not further progress with an application. TrustID would not do this automatically. Regretting an application is something the company/hiring manager involved in the application process has to do themself as part of their legal obligation.
TrustID however automatically reports all fraudulent documents to the responsible government agencies.
Is there a cost associated with RTW Checks?
Yes, a charge per RTW check is typically applicable. Please check with your Fourth contact for further details.
Is the RTW Check process GDPR compliant?
Yes. No images are stored on the device using the TrustID app. RTW checks submitted including images and all other related personal information are deleted automatically after 90 days from the TrustID app.
How does the TrustID RTW link to the Fourth HR Module?
For the Fourth HR Module to recognize the correct type of document used to prove eligibility to work in the UK, the document type in the Fourth HR module needs to match the ones available in the TrustID application.
The documents available in the TrustID application are:
- A passport showing the holder is a British citizen
- A passport/id card of a European country or Switzerland
- Registration card/document certifying permanent residence(eu/swiss national)
- A permanent residence card by the holder to a family member of EU/EEA and swiss
- A biometric document endorsed to show holder may stay indefinitely in the UK
- A current passport endorsed to show the holder may stay indefinitely in the UK
- Immigration status document to show they can stay in the UK and do the work in question & Nino
- Birth/adoption certificate from the UK, Channel Islands or Isle of Man & proof of NI
- Birth/adoption certificate from the Republic of Ireland & proof of NI
- Certificate of naturalisation or registration & proof of NI
- A current passport endorsed to show the holder is allowed to stay and work in the UK
- A current BRP card that shows the holder may stay and do the work in question
- Current residence card- non-EU/EEA who is a family member of EU/EEA national
- Current immigration status document(contains photo)together with proof of NI
- Certificate of application together and in date positive ECS check result
- Application registration card with a positive verification notice from Home Office
- Positive verification notice issued by employer checking service
- Student visa
- Online Share Code used to prove immigration status/EU Settlement Scheme Status
Fourth can create those document types in your WFM portal automatically by using a background setting unavailable to you. This setting also automatically creates four new Document Types for the employee record document management section in your HR Portal (HR > Administration > Document Management). This is used to attach the right documents to the associated document type on an employee recorder after the migration of employee data from the ATS to your HR portal.
Please speak to your designated Fourth contact for further assistance if required.
What is TrustID?
Founded in 2006, TrustID Limited offers a unique service to help analyse scan results and evaluate whether a document is genuine or fraudulent. Their team includes ex-Metropolitan Police and ex-Border Force members with huge experience in identity document validation. The Head offices are located in Reading, Berkshire UK.
How to conduct an RTW on the app?
For details on how to conduct an RTW as a hiring manager on the app visit this page: WFM - Conducting a Right to Work Check within the Applicant Tracking System (ATS) using the TrustID app