HR toolkit

Identity checks FAQs

Please see below for some common questions around identity checks.

Are online documents accepted?

There has been an increasing move towards online banking and billing which may mean it is more practical to accept online documents. As this carries some risk, this must be done at the trust’s discretion. We have provided some guidance on page 6 of the identity check standard on this topic.

This standard is one of the six documents forming the NHS Employment Check Standards.

If you decide to accept online documentation you must take steps to verify the print out and cross reference against other forms of evidence required to complete other employment checks such as the right to work.

How can we check proof of address when young people do not receive utility bills etc?

Where young people are genuinely unable to provide proof of their current address, other documents that may be more easily accessed can be used. A list of acceptable documents is provided in the identity check standard.

Alternatively, employers can contact HMRC, who will be able to help the young person acquire a proof of address.

Who can be a ‘person of standing’ to provide a signature on a passport sized photo where a young person has no photographic ID?

The signatory must:

  • Work in (or be retired from) a recognised profession such as a teacher.
  • Have known the applicant for at least two years.
  • Be able to identify the applicant (for example, friend, neighbour, colleague or knows professionally).

They should not be related to the applicant by birth or marriage, or be in a relationship, or live at the same address as the applicant. Further examples of who can provide a signature are available on page 13 of the identity check standard or for a full list refer to Her Majesty’s Passport Office (HMPO).