id pass application authorised signatory help guide email references must contain the full email...

Authorised Signatory Help Guide 1 October 2013 Version 2.0

ID Pass Application

Authorised Signatory Help Guide


Contents

Introduction

3

Application Form

4-12

Referencing Queries

13-15

HMRC References

16

Criminal Record Checks (CRC)

17

Acceptable Types of Photo ID

18

When to Use a File Note

19

Useful Links

20


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:

www.heathrowairport.com/idcentre.

If you have any queries or require further assistance, you can contact us by email at

[email protected] or by telephone on 0844 395 0380 (option 3).


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.


Section 1 – Applicant Information

Section 2 – Application Type

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 9.

5. 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.

Select the relevant option

required for this pass. (Only

Full Pass applications are

processed by the ID Security

Department).


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).


Section 4 – Criminal Records Check

Section 5 – General Security Awareness Training (GSAT)

Section 6 – Access Requirements

11. The list of Disqualifying

Convictions can be found in

the ID Pass Standard.

All relevant fields of this

section must be completed.

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.

13. Triple tech passes have

chips with larger memory than

dual tech cards. Also, they are

more expensive


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.


Section 7 – Tools of the Trade


17. If the applicant requires to

hold the gate doors open for

passengers to go through.

Complete this section as

required.


Section 8 – What We Do With The Information Provided


For your information only.


Section 9 – Applicant Declaration

All questions in Section 9 must be completed correctly and signed and dated by the applicant.


Section 10 – Authorised Signatory Declaration

Section 10 – For Office Use Only Continuation Sheet For office use only.

Section 11 – For Office Use Only For office use on only.

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.


Referencing Queries

We recommend that all references are requested on the reference proformas which can be downloaded

from our website at www.heathrowairport.com/idcentre, 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

3.3.20 of the ID Pass Standard.


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

3.3.20 of the ID Pass Standard.


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.

• Email references must contain the full email trail and come from a clearly identifiable company email

address and not from Yahoo, Hotmail, Gmail etc. If using a shared/generic mailbox there must be

email signature including name and job title of the person sending the reference.

• We cannot accept personal references by email.

• 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 3.3.20 of the ID Pass

Standard.


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.


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.


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 3.2.1 to Section 3.2.3 of the ID Pass Standard.


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 3.3.16, 3.3.18 and

3.3.19 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 email

references i.e. when signed by one person and the email 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.


Useful Links

Below is a list of useful links that you may need to refer to throughout the application process:

Heathrow ID Centre www.heathrowairport.com/idcentre

Department for Transport (Certificate of Disregard)

www.gov.uk/government/organisations/department-for-transport

Disclosure Scotland (CRC)

www.disclosurescotland.org/

Home Office (Right to Work)

www.ukba.homeoffice.gov.uk

Work Anywhere (For non UK unemployment)

www.anyworkanywhere.com/taxrefunds.html

Home Office (Overseas CRC’s)

http://www.cpni.gov.uk/advice/Personnel-security1/Overseas-criminal-record-checks/ http://www.sia.homeoffice.gov.uk/Pages/licensing-overseas-checks.aspx

Companies House www.companieshouse.gov.uk/

Online Booking System https://idcadmin.heathrow.com/login.php

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