ID Pass Application Authorised Signatory Help Guide

Transcription

1 ID Pass Application Authorised Signatory Help Guide Authorised Signatory Help Guide 1

2 Contents Introduction 3 Application Form 4-12 Referencing Queries HMRC References 16 Criminal Record Checks (CRC) 17 Acceptable Types of Photo ID 18 When to Use a File Note 19 Useful Links 20 Authorised Signatory Help Guide 2

3 Introduction This is a basic help guide to help you complete your ID Pass Application (Form 1). All information contained within this help guide can be found in our ID Pass Standard which can be found on our website at: If you have any queries or require further assistance, you can contact us by at id_security@heathrow.com or by telephone on (option 3). Authorised Signatory Help Guide 3

4 Application Form Completing your application correctly first time will enable the LHR Business Support Centre ID Security Team to process your application within the minimum time, thus allowing your applicant to receive their airside pass quickly and efficiently. Our Service Level Agreement for processing applications is ten working days. The following pages demonstrate how to correctly complete the application form. The entire application form needs to be completed. This is business critical information that the ID Security Team needs to begin processing your application. Please be advised that when submitting an ID Pass Application the following must be provided: Completed Form 1 Five year referencing history Original or coloured scan CRC certificate Copy or original of the GSAT Certificate Copy of valid photographic ID Failure to provide all of this information will result in the delay of your submitted application. Authorised Signatory Help Guide 4

5 Section 1 Applicant Information 1. This prefix relates to the previous pass held, not the prefix for your own company. 2. If applicant does not have a surname, please place a dot (.) in this field. 3. Compulsory as this will have a knock on effect at the ID Centre. 4. This must be the ID used during Applicant s Declaration in Section We require a daytime telephone number of the applicant 6. This is the name of your company. 7. Company name if not a direct employee. 8. Your company s prefix. Section 2 Application Type Select the relevant option required for this pass. (Only Full Pass applications are processed by the ID Security Department). Authorised Signatory Help Guide 5

6 Section 3 Reference Details 9. Only required if directly employed with sponsoring company. 10. A Personal should cover any gaps of more than 28 days where an employment, educational, voluntary, Job Centre reference is not available e.g. a break in employment, school holidays etc. Section 3 should be completed as required for all applicable references covering the 5-year history (please ensure all references are listed in chronological order starting with the most current reference). Authorised Signatory Help Guide 6

7 Section 4 Criminal Records Check 11. The list of Disqualifying Convictions can be found in the ID Pass Standard. All relevant fields of this section must be completed. Section 5 General Security Awareness Training (GSAT) 12. This should be dated after all of the references and criminal record check has been collated. All relevant fields of this section must be completed. Section 6 Access Requirements 13. Triple tech passes have chips with larger memory than dual tech cards. Also, they are more expensive Authorised Signatory Help Guide 7

8 14. This box should be used to explain the reason your pass holders require airside access- Please remember that this box should only be completed if you require a green or a blue pass only. Also, you need to be specific. Reasons such as As per our contract at the airport cannot be accepted. Also remember that air crew passes do not require to have the specific zones ticked, just explanation of why airside access is required. 15. Examples of acceptable reasons can be found opposite. Authorised Signatory Help Guide 8

9 16. Examples of acceptable reasons can be found opposite. 17. If the applicant requires to hold the gate doors open for passengers to go through. Section 7 Tools of the Trade Complete this section as required. Authorised Signatory Help Guide 9

10 18. Examples of acceptable reasons can be found opposite. Section 8 What We Do With The Information Provided For your information only. Authorised Signatory Help Guide 10

11 Section 9 Applicant Declaration All questions in Section 9 must be completed correctly and signed and dated by the applicant. Authorised Signatory Help Guide 11

12 Section 10 Authorised Signatory Declaration All questions in Section 10 must be completed correctly and signed and dated by the authorised signatory. Section 9 and 10 must be signed and dated within 60 days of each other. Section 10 For Office Use Only Continuation Sheet For office use only. Section 11 For Office Use Only For office use on only. Authorised Signatory Help Guide 12

13 Referencing Queries We recommend that all references are requested on the reference proformas which can be downloaded from our website at however we recognise that owing to company policy, some companies will only provide references on their own company headed paper. This is acceptable as long as the information provided meets the requirements of the ID Pass Standard. Employment, Employment Agency, Education, Voluntary References We must see start and end dates in DD/MM/YYYY format. All references must contain first and last name of the applicant and also the full name, contact telephone number, address and job title/occupation of the referee. The reference should also be signed, dated and contain authentication i.e. compliment slip, company stamp etc. For additional reference information please see Section 3.2 to Section of the ID Pass Standard. Authorised Signatory Help Guide 13

14 Personal References Question 3 - we cannot accept personal references from blood relatives, current or ex relatives/partners by marriage or adoption, persons living at the same address or have lived with the applicant during the five year period, current employees or sub contractors of the sponsoring company. Question 5 - if answered Yes, we will need to see an employment reference for that period. If answered No the referee must be in regular contact with the applicant and we need to know specifically what the applicant was doing (if the reference is covering multiple periods we need to know what the applicant was doing during each specific gap period). If it is noted that the applicant was claiming benefits then we need to see a Job Centre Plus reference. For additional reference information please see Section 3.2 to Section of the ID Pass Standard. Authorised Signatory Help Guide 14

15 General Referencing Advice Forename(s) and surname(s) must match exactly what is on the applicant s passport, driving licence or ID card with exception to name changes. For further information on name changes see Section 6.4. All references must contain full name, contact telephone number, address and job title/occupation of the referee. The reference should also be signed, dated and contain authentication i.e. compliment slip, company stamp etc. All employment references must be provided by the HR Department or a person authorised to provide references on behalf of the company. Educational references should come from a person authorised to provide references on behalf of the school/college/university. All references, excluding personal and voluntary, must either be completed on company headed paper or accompanied with a valid company stamp, headed paper or compliment slip. references must contain the full trail and come from a clearly identifiable company address and not from Yahoo, Hotmail, Gmail etc. If using a shared/generic mailbox there must be signature including name and job title of the person sending the reference. We cannot accept personal references by . We cannot accept faxed references. All references must be completed in the same pen colour. All references must have the sponsoring company name detailed and if using a third party/agency both company names must be listed. For additional reference information please see Section 3.2 to Section of the ID Pass Standard. Authorised Signatory Help Guide 15

16 HMRC References An HMRC reference should only be used under the following circumstances: If the company that the applicant was employed at has gone out of business and no reference can be provided. If the company that the applicant was previously employed at refuses to provide a reference or has no record of the applicant on file. To confirm that the applicant was not paying tax and was actually being paid cash in hand (subject to further evidence being supplied). If the applicant was self-employed and did not have an accountant. SA302 Tax Calculation for each year of self employment should be obtained. An online Self Assessment form is not acceptable. If the applicant was employed overseas and you cannot get an employment reference you will need a relevant HMRC reference from the country the applicant resided (as above). If the HMRC reference does not include specific dd/mm/yyyy dates you will also need to provide a corresponding personal reference. Due to Data Protection an HMRC reference is the one of the exceptions where the applicant can have some involvement in the referencing process. Authorised Signatory Help Guide 16

17 Criminal Record Checks (CRC) It is essential that the applicant s name and date of birth contained on the criminal record check exactly matches the photographic ID shown during the Security Interview. UK Criminal Record Checks (CRC) Forename(s) and surname(s) must match exactly what is on the applicant s passport, driving licence or ID card. If the applicant has no surname the CRC should have a full stop as the surname. Date of birth must match exactly what is on applicant s passport, driving licence or ID card. Address must either be the applicant s current home address, the sponsoring company s address or the referencing agency s address. The ID Security Team must see the original CRC or a scanned colour copy accompanied by a file note to confirm the original certificate has been seen and retained. The ID Security Team must see the CRC (submitted with completed application) within 10 weeks of issue. If the CRC contains any convictions you should check Appendix 1 of our ID Pass Standard for a list of disqualifying offences. If there is a match you will need to contact the Department for Transport (DfT) for a certificate of disregard (the link to the DfT website can be found in our Useful Links section.) Any applicant that currently lives or previously lived in Northern Ireland within the 5 year reference should provide an Access NI CRC. Disclosure Scotland CRC is not valid for NI. Overseas Criminal Record Checks (OCRC) If the applicant has been resident in a country other than the UK for a period of more than 6 months we require an OCRC from that country. The OCRC must have been issued no more than 10 weeks before the applicant left the country or issued after the applicant left the country. If the applicant returns to that country after the date of issue (even if just for a holiday) we must see a new OCRC. The entire OCRC must be translated into English and the translation must be countersigned by the authorised signatory. We must have a name and contact details for the translator. Internet translations will not be accepted. The ID Security Team must see the original OCRC or a scanned colour copy accompanied by a file note to confirm the original certificate has been seen and retained. Please note that should your application be rejected you will need to supply a new CRC if it is outwith its 10 week validity period i.e. 10 weeks from the issue date. For additional CRC information please see Section 3.4 of the ID Pass Standard. Authorised Signatory Help Guide 17

18 Acceptable Types of Photo ID We will only accept photographic ID that is within date. We can accept the following types of ID: UK Nationals Valid 10 Year Passport Valid UK Full or Provisional Driving Licence (paper counterpart is not required) EU Nationals Valid Passport Valid National ID Card Other Nationals Valid Passport Valid Immigration Status Document (to be submitted with Resident Permit) We will not accept birth or marriage certificates as proof of ID. For additional ID information please see Section to Section of the ID Pass Standard. Authorised Signatory Help Guide 18

19 When to Use a File Note A file note is a signed note of the verification activities undertaken in support of a submitted reference. Examples of when to use a file note are as follows: If just one aspect of the reference is non-compliant then a file note can be used to explain the mistake or omission and explain the action taken to rectify the mistake or omission. If more than one aspect is non-compliant a new reference will be required. (See Section , and of the ID Pass Standard). When a company has ceased trading a file note with supporting evidence is required to detail what evidence has been collated in order to cover the period. The supporting evidence should include proof from Companies House that the company has ceased trading as well an HMRC reference and if required a personal reference showing exact dates. If a reference states that the applicant was dismissed from their role we would expect to see a file note to explain why they were dismissed and confirmation that the reason was not related to a security risk. Where an organisation refuses to provide a reference we require a file note to confirm the refusal does not indicate a security risk along with evidence of refusal and supporting evidence to cover the period such as HMRC reference and if required a personal reference showing exact dates. When it is an organisation s policy to provide scanned or PP d signatures we require a file note to confirm this. In the case of PP d signatures we need to know the name of the person who has PP d the reference and if the person is authorised by the organisation to do so. This also applies to references i.e. when signed by one person and the has been sent on their behalf by a different person. If an Overseas CRC has been provided we need a file note to confirm that the applicant has not returned to that country since the CRC was issued. All file notes should be signed by the authorised signatory. If the file note is provided by a third party, such as a referencing agency, the authorised signatory should countersign the file note. Authorised Signatory Help Guide 19

20 Useful Links Below is a list of useful links that you may need to refer to throughout the application process: Heathrow ID Centre Department for Transport (Certificate of Disregard) Disclosure Scotland (CRC) Home Office (Right to Work) Work Anywhere (For non UK unemployment) Home Office (Overseas CRC s) Companies House Online Booking System Authorised Signatory Help Guide 20