Right to work document check
Under the Immigration, Asylum and Nationality Act 2006 we have a duty to prevent illegal working by carrying out document
checks to confirm if a person has the right to work in the UK. You should check documents and take copies and send to HR for
their retention BEFORE someone starts working for the University. You must only accept original documents.
We are required by the Home Office UK Border Agency to have a copy of:
•
•
•
•
•
•
Passport’s front cover
Passport’s main page containing the holder’s personal details
A permanent National Insurance number1 card or a letter issued by the HMRC or the Department for
Work and Pensions for the members of staff who are sponsored under Tier 2 or Tier 5
If applicable- any pages containing UK Government endorsement showing that the holder has permission to
be in the UK and has the right to carry out the work in question
If applicable-a valid Biometric Residence Permit must be copied in full-this includes both sides of the card
European Economic Area (EEA) nationals2 can produce national identity cards instead of passports.
You must check that an ID card describes the holder as a national or citizen of the relevant EEA
country. An ID card must be copied in full- both sides.
If you send us two documents (a casual form and a copy of a passport) with different names, we need to have a further
document to explain the reason for this. The further document, for example, can be a marriage certificate or a divorce decree
absolute, a deed poll or statutory declaration.
If a British citizen does not have a passport, we need to have a combination of the following documents:
• a document issued by a Government Agency or previous employer containing their National
Insurance number and name, such as a P45, P60, National Insurance number card or official letter and
•a full UK birth certificate3;
or
• a full UK adoption certificate; or
•a certificate of registration as a British citizen; or
•a certificate of naturalisation as a British citizen.
We do not accept any driving licence as a form of ID.
Please note when photocopying any form of ID, all documents (every page) need to be signed. The person who takes these
copies needs to write the statement "This is a true copy of an original document" then both sign and print their name and
write the date on which they took the copy.
If candidates have a limit to the number of hours they are allowed to work on their visas, please inform them that they will
not be able to exceed that number regardless of how many contracts they have across the University. You must satisfy
yourself that the documents are genuine and that the person presenting them is both the rightful holder and allowed to do
the type of work you are offering.
1. We need a permanent National I n s u r a n c e number, and not a temporary one. A temporary number is a
National I n s u r a n c e number beginning with TN, or ending with the letters from E to Z inclusive.
2. Croatian nationals d o not automatically have the right to work in the UK, although t h e y are in the EEA. They
are subject t o work authorisation. They need to show Registration Certificate which shows their entitlement to
work in the UK unless they are exempt from this requirement. HR Advisers can assist with more detailed advice.
From 1 January 2014 Bulgarian and Romanian nationals are no longer required to obtain prior authorisation from
the Home Office.
3. You must only accept the original of a full UK birth certificate, which must include the names of the holder and
at least one of their parents.
HR- Updated August 2015
HR Services
HESA Information
This is important information required from all members of staff in order for us to complete the Higher Education
Statistical Agency returns. Please use block capitals.
SURNAME/FAMILY NAME
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FORENAMES
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POST APPOINTED TO
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DEPARTMENT
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1. What was the nature of your employment before the University of Portsmouth employed you?
(Please tick the one option that best describes your main employment)
01
Another Higher Education Institution in UK
02
Higher Education Institution in an overseas country
03
Other education institution in the UK
04
Other education institution in an overseas country
05
Research institution in the UK
06
Research institution overseas
07
Student in UK
08
Student in an overseas country
09
NHS/General medical or general dental practice in UK
10
Health service in an overseas country
11
Other public sector in UK
12
Private industry/commerce in UK
13
Self-employed in UK
14
Other employment in UK
15
Other employment in an overseas country
21
Not in regular employment
If you ticked the ‘01 – Another Higher Education Institution in UK’ for Question 1 then please
answer Question 2. If you ticked any other box go straight to Question 3
2. What is the name of the Higher Education Institution you referred to above?
3. What is your highest qualification? (Please tick only one option)
01
Doctorate
02
Other Higher Degree
03
PGCE
09
Other Postgraduate qualification (including professional)
11
First Degree
12
First Degree with Qualified Teaching Status (QTS)
19
Other qualifications at first-degree level (including professional)
21
Diploma of Higher Education
22
HND or HNC
29
Other undergraduate qualification (including professional)
31
‘A’Level, Scottish Higher or equivalent (NVQ/SVQ Level 3)
32
‘O’Level/GCSE or equivalent (NVQ/SVQ Level 2)
97
Other qualification
98
No qualifications
If you ticked 31, 32 or 98 for the above question then please do not answer Question 4.
4.
What is the academic discipline of your highest qualification? (This may not necessarily be the
academic subject currently taught).
-------------------------------------------------------------------------------------------------------------------------------------If you are qualified to practice in the medical, health and social care professions please
answer Question 5.
5.
What is the regulatory body you are currently registered with? (Please tick one option that best
describes the primary regulatory body you are registered with).
00
Not currently registered to practice
01
General Medical Council (GMC)
02
General Dental Council (GDC)
03
General Optical Council (GOC)
04
Royal Pharmaceutical Society of Great Britain (RPSGB)
05
The Pharmaceutical Society of Northern Ireland (PSNI)
06
The Nursing and Midwifery Council (NMC)
07
Health Professions Council (HPC)
08
General Social Care Council (GSCC)
09
Scottish Social Services Council (SSSC)
10
Care Council for Wales (CCW)
11
Northern Ireland Social Care Council (NISCC)
12
General Osteopathic Council (GOsC)
13
General Chiropractic Council (GCC)
14
Royal College of Veterinary Surgeons (RCVS)
Signature
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Date
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Thank you for supplying this information
Please ensure that you have completed and returned this form to the manager who engaged you before you
commence employment. The information you have given will be treated in confidence.
Please note that this information will be used to maintain data for statistical purposes in accordance with the Data
Protection Act 1998.
HR09a Sept 2013
Human Resources – Recruitment & Staff Monitoring
(Casual Staff)
In order that the effectiveness of our policy can be monitored, employees are asked to provide the following information, which is
helpful for monitoring purposes.
Please use block capitals.
Dept Employed In ________________________________________________________________________________
Forenames_________________________________________ Surname ____________________________________
Date of Birth __________________________________
Gender
Male

Female

Yes

No

Disability
Do you have a disability?
Disability Category
If you have indicated ‘Yes’ to the above question, please tell us which disability category or categories you consider most
appropriately applies/apply to you, by ticking one box or more.

Dyslexia or other specific learning disability

Mental health difficulty

Deaf or hearing impairment

Blind or sight impairment

Wheelchair user or mobility difficulty

Dexterity and coordination difficulties

Aspergers Syndrome/ Autism


Other
Chronic medical condition (e.g. diabetes, epilepsy, asthma,
cancer, HIV etc.)
Ethnic group
Please indicate which of the following classifications used in the 2001 Census, you consider most appropriately
White
British
Irish
Any other white background
Black or Black British



Mixed
White & Black Caribbean
White & Black African
White & Asian
Other mixed background
Caribbean
African
Any other black background
Asian or Asian British



Indian
Pakistani
Any other Asian background



Chinese or Other Ethnic Group




Chinese
Any other ethnic background


Nationality
Please indicate your legal nationality. If you have a dual nationality, please state both:
Criminal Convictions and Cautions
If you have any unspent criminal convictions or have any criminal proceedings pending against you, then please send full details
clearly stating your full name to email address hrdbs@port.ac.uk (please note, this is a confidential mailbox).
NB: spent convictions will still have to be declared on applications for certain occupations, such as those involving work with
children or vulnerable groups, e.g. the University Nursery Nurse, Nurse or Medical Practitioners post, and Chartered or Certified
Accountant.
Thank you for supplying this information. Please detach and return this form, to Human Resources Department, University House,
Winston Churchill Avenue, Portsmouth PO1 2UP.
The information you have given will be treated in confidence.
HR Sept 2013
BANK / TAX STATUS DETAILS FORM (new employee)
It is a requirement of the University for your salary to be paid into a UK bank or building society
account. You will not receive payment until this information has been received by the Payroll Office.
PLEASE COMPLETE IN BLOCK CAPITALS
Title
Surname
First Name(s)
National Insurance Number
Payroll Number
Job Title & Department
Home Address
UK BANK OR BUILDING SOCIETY DETAILS
Bank name and Branch
Sort Code
Account Number
Client Ref (if applicable)
I authorise the University of Portsmouth to transfer my salary payments, including any claimed expenses,
to my nominated bank or building society account as above.
SIGNED___________________________________________
Date_____________________
PLEASE ENSURE YOU COMPLETE PAGE 2 (TAX STATUS) OF THIS FORM
1
TAX STATUS
IN ALL CASES YOU MUST COMPLETE THE FOLLOWING (EVEN IF YOU ARE PROVIDING A P45)
This will ensure the right tax code is used and you pay the right amount of tax.
Read below all the following statements carefully and enter “X” in the one box that applies to you. You
must only select one statement.
☐ (A) This is my first job since last 6 April and I have not been receiving taxable Jobseeker’s
Allowance, Employment and Support Allowance, taxable Incapacity Benefit or a State or
Occupational Pension.
☐ (B) This is now my only job, but since last 6 April I have had another job, or have received
taxable Jobseeker’s Allowance, Employment and Support Allowance or taxable Incapacity
Benefit. I do not receive a State or Occupational Pension.
☐ (C) As well as my new job, I have another job or receive a State or Occupational Pension.
________________________________________________________________________________
☐ (D) STUDENT LOANS – Enter “X” in Box D If you have a Student Loan which is not fully repaid
and you left a course of UK Higher Education before last 6 th April, and you received your first
Student Loan instalment on or after 1st September 1998.
DO NOT tick this box if you are repaying your Student Loan direct to the Student Loans
Company by agreed monthly payments.
I acknowledge that the tax statement indicated above is a true and accurate account of my current tax
status.
SIGNED___________________________________________
Date_____________________
PRINT NAME_______________________________________
Return to: Payroll Office Room 2.06, University of Portsmouth, University House, Winston Churchill
Avenue, Portsmouth, PO1, 2UP.
If you have a staff university email account, you can scan and email the completed form to:
payroll.finance@port.ac.uk (forms received from non-university e-mail accounts will not be accepted)
Payroll July 2015
2