The Home Office updated its Coronavirus (COVID-19): right to work check guidance on 22 February 2022 – extending the end date for the temporary adjusted right to work checks from 5 April 2022 to 30 September 2022 (inclusive).

What are the adjusted measures?

The adjusted measures that were originally published on 30 March 2020 and will now be in place until 30 September 2022 (inclusive) include:

Job applicants and existing workers can send scanned documents or a photo of documents for checks using email or a mobile app, rather than sending originals

Checks can be carried out over video calls with the employee holding up the original document to the camera, which is then checked against the digital copy. The digital copy should then be annotated ‘adjusted check undertaken on [insert date] due to COVID-19’

Employers should use the Home Office employer checking service if a prospective or existing employee cannot provide any of the accepted right to work documents

Employers should be aware it remains an offence to knowingly employ someone who does not have the right to work in the UK.

Discrimination

You should not discriminate when conducting right to work checks. You should conduct  right to work checks on all potential employees, including British citizens.

Do not simply check the status of those who appear to be migrants, otherwise you could be breaking the law

Why have the adjusted measures been extended?

At the end of 2021, the government announced its intention to enable employers and landlords to use certified Identification Document Validation Technology (IDVT) service providers to carry out checks on their behalf, including for British and Irish citizens, from 6 April 2022.

Positive feedback has been received since this announcement and it is hoped deferring the adjusted measures end date will ensure employers have sufficient time to develop commercial relationships with identity providers.

What will be the benefit of the IDVT scheme?

Employers are encouraged to embrace the future digitalisation of right to work checks and plan the necessary changes to their current pre-employment on-boarding processes to ensure a smooth transition from existing practices.

IDVT service providers will need to be certified against robust rules and it is expected further information on the IDVT scheme and the list of certified providers will be published very soon.

What steps should I take now?

The Home Office believes the introduction of the IDVT scheme will mean employers can guarantee prospective employee’s identities, using consistent and more secure methods, which will, in turn, reduce the risk of them employing illegal workers and allowing recruitment to continue in a safer way.

Why not use Our powerful, Affordable & User Friendly HR Software?

The implementation of a GDPR compliant HR Software Information System (HRIS) such as Craven HR, is a key driver in moving a business forward, in terms of data management, HR streamlined processes and improved employee engagement.

KPI’s

Without a HRIS, it is not currently possible to capture accurate HR performance metrics that are strategically aligned with a business, many businesses simply do not have the accurate data. Without the correct data you cannot measure key information and provide Company KPI’s, which are a fundamental and positive business tool.

The purpose of HR KPI’s is to optimise recruitment and selection processes, workplace and people management/employee engagement initiatives etc. By constantly measuring and tracking these metrics, you can gauge whether your current HR practices are proactively making a positive impact, the stability of your business and staff; and ultimately the business’s profitability.  

Restricting Data Access 

Restricting data access strictly to what’s required for each job role is essential to prevent a sensitive and serious data breach. By giving staff access to personal and or sensitive data who don’t legitimately need it for the performance of their duties, you could create a situation that could put highly confidential information at risk. 

Risk Management  & GDPR

To manage this risk, follow best practice and to ensure GDPR compliance, please find the following advice and guidance; 

  • Implement an appropriate and affordable HRIS –  Such as Craven HR Software;
  • Avoid multiple different places to store personal data – Recording of personal and/or sensitive employee data on spreadsheets is advised against due to high risk of data breaches – a HRIS would solve this;
  • Restrict staff access to personal and or sensitive data – Define who definitely needs access to the employee personal and or sensitive employee information for their job role; and what is/are the legitimate and valid reason/s?- A HRIS has different security settings for staff;
  • Appropriate security should be in place, to avoid unauthorised sharing of information – A HRIS would solve this;
  • Ensure that all staff who access confidential data know how to safeguard it and why, including appropriate training – Training should be arranged for key staff;
  • Privacy Statement – Implement and communicate.

Why should we implement a HRIS?

Benefits for Line Managers;

  • Better use of your time – Streamlines and automates those repetitive and time-consuming people management tasks; 
  • Stay Secure, GDPR Compliant – Less risk, all your employees’ data safely in one place ;
  • Welcome new employees - Create onboarding new starter checklists, send out offer letters and contracts​; 
  • Engage your staff – Self Service – Give your people a system with their data, they can access anytime, anywhere ; 
  • Cloud Ecosystem – HR software that links to Xero and Quickbooks; 
  • Easy to use & mobile friendly – Access information quickly, anytime, from anywhere; 
  • Make payroll painless – Run your entire payroll in just 5 simple steps; 
  • Competitive edge – Think about it… You want to attract and retain top talent, but your tech is way behind your competitors​. 

Empowerment increases autonomy for Line Managers ie;  

  • Manage timesheets/schedules/authorise overtime;
  • Request salary/job changes; 
  • Authorise/cancel Annual Leave (and other leave); 
  • Add employee sickness absence;
  • Complete a RTWI (Return to Work Interview); 
  • Complete Performance Management ie; One to One Meetings, Probationary Reviews and Appraisals;
  • Reduction in sickness absence – It is a deterrent when employees can visibly see how much sickness absence/triggers they have.

Benefits for employees;

  • Communication tool – Important Company notices/announcements – improves employee engagement’;
  •  Self Service – visible employee information – employees feel more in control;
  •  Access and update their own personal information – reduction in errors;
  •  Access timesheet/weekly schedule – improves engagement;
  •  Annual leave/other leave is important, employees can view their leave; balance and apply for leave online – speedier process, improves employee engagement;
  •  Complete self-certification – speedier process, improves employee engagement;
  •  Access Company Policies and Procedures – improves communication;
  •  Identify and contact other staff – improves communication.

Interested ? We hope so, please get in touch to discuss how we can help you work Smarter not Harder with Craven HR Software including Payroll (or not).

Craven HR Software – Online HR System – Craven HR Services (cravensafetyservices.co.uk)