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Document checking

The following checks will ensure the University complies with the Immigration, Asylum and Nationality Act 2006, on the prevention of illegal working. Employers could be liable for a civil penalty of up to £20,000 per illegal worker. This applies to paid or unpaid work.

All candidates are requested to bring the relevant document(s) with them to the interview by having the following wording included in the interview invitation:

The original of the following documents must be brought with you to interview:

  • evidence of your entitlement to work in the United Kingdom. A Home Office approved list of documents has been enclosed to help you identify which document or combination of documents will provide this proof.
  • a document showing your permanent National Insurance (NI) number and name. This could be a P45, P60, NI card or a letter from a government agency confirming permanent NI number.
  • the qualification certificate(s) indicated on your application form.

When checking identification documents, only original documents can be accepted. The documents must be checked, copied, signed and dated as original seen, including the printed name of the signatory. Documents for successful candidates must be forwarded to Human Resources for retention and contract offer.

Since May 2014, endorsements, including those for indefinite leave to remain (ILR) are required to be in documents which have not expired. For more details see Question 16 & 17 on the FAQ Prevention of illegal working

In the case of successful candidates requiring sponsorship under the point based system, the copied documents and associated paperwork must also be returned to Human Resources for retention. Sponsorship guidance can be found on the Immigration and Work Entitlement page.

These document checks also apply to students and casual workers. If Schools/Functions offer work using the Fees forms or their equivalent, original identification documents must be checked and recorded to prove the person has the right to work in the UK . In this instance, all appropriately checked documents must be retained by the School/Function for the duration of the employment.

All documents must be retained in accordance with Appendix D (Document retention) of the UKVI Sponsor Guidance and Guidance on the Prevention of illegal working

The interview letter includes a link to a Home Office approved list of documents. The lists are fairly self explanatory, however, if you have any queries, please contact Human Resources.

If you invite and individual under the Permitted Paid Engagement (PPE) visitor route please ensure that your visitor has obtained the correct stamp in their passport:  D:VISIT: PPE: CODE 4;  this applies to both visa and non-visa nationals.

UKVI have provided examples of stamps and endorsements of acceptable right to work documents that you may be given. These can be found in the Employers Guide to Right to Work Checks

 

List A

These documents show that the holder is not subject to immigration control or has no restrictions on their stay in the UK. Documents produced from this list require no further check for the duration of that employment, as they can work for an indefinite period.

List B

These documents demonstrate that an individual has limited leave to enter or remain in the UK.

 

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Checking documents

Document retention

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