Trust ID Guide - Milano

How To Use Trust ID Milano

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CONTENTS

WELCOME

Welcome to your new digital learning guide for Trust ID. Inside you will find everything you need to become a pro at using this system. Get familiar with the buttons below to get the most out of this digital guide:

Who are Trust ID

What is a digital right to work check?

Key navigation buttons Accessing links Tips and Tricks Return to this page

What's changing: Current process

What's changing: NEW process

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How to upload a passport/share code on Trust ID

Example of a right to work check outcome

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Flow charts

Additional resources

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If after reading this guide you experience any issues or need further help, please contact careers@pizzaexpress.com

After you have completed the guide, access the games on RISE to test your new knowledge

You can refer to the RTW guidance on the Hub here

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Who are Trust ID?

TrustID are the leading experts in identity verification. In April 2022, the Government updated Right to Work guidance and launched a Digital Right to Work Scheme. This allows employers to remotely verify the Right to Work status of a potential employee by partnering with an Identity Service Provider (IDSP). Compliant Right to Work checks are as important as ever. Being able to demonstrate that we have carried out a Right to Work check, in accordance with the legislation, can help us establish a statutory excuse and protect us against illegal working penalties. Trust ID have adapted their system so we can use it in the Republic of Ireland in a similar way to how it is used in the UK.

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The IDSP will share a report for our records, confirming the authenticity of the document. We will use Trust ID for all right to work checks including British Passports, Irish Passports, EU Passports, passports from all other countries, employment permits or immigration stamp/visa. The way Trust ID works in Ireland differs to how it works in the UK in that it can only check documents are real and valid. Managers will still be required to check the documents submitted on Trust ID are the correct forms of right to work in Ireland.

What is a digital right to work check?

A digital right to work check allows applicants with applicable proof of identity to verify their identity and prove their Right to Work remotely, instead of presenting physical documents to us as an employer. Under the new digital Scheme, an employer can carry out a digital Right to Work check on holders of UK & Irish in-date biometric passports using IDVT from an Identity Service Provider (IDSP).

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3. Copies stamped, signed, witness signed

What's changing: Current process

4. Scanned again and uploaded to people system

1. Physical documents checked

5. Reviewed by payroll within 24 hours or 2 days if uploaded over a weekend

2. Scanned then printed

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4. Trust ID prompts candidate to take a selfie using facial recognition to ensure that the person in the photo matches the documents submitted.

What's changing: NEW process

5. Candidate continues with the rest of the onboarding journey. They cannot proceed or start work until the RTW has been completed. Once the candidate is on the People System managers must upload the digital right to work check to their record. No printing and saving copies in a file is necessary

1. Candidate is sent a link to their email for the RTW check.

3. Candiate will either upload a picture of their documents.

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2. The candidate can open the link on their phone, or the restaurant iPad. Checks can be done completely remotely.

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Stamps and other Documents

How to upload a passport on Trust ID

A candidate should upload all documents confirming their right to work to Trust ID including any identity document such as a passport or ID card. Birth certificates for UK and Irish citizens in combination with a document proving the PPS number are considered acceptable proof of right to work and should be uploaded to Trust ID.

The candidate cannot start work until the right to work check is verified and passed by Trust ID

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Trust ID outcome report

Candidate has been successfully verified.

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Candidate has not been successfully verified and has failed their check.

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Trust ID outcome report

Where documents in addition to a passport have been uploaded, the system is unable to validate them. The RTW check document will show as orange and state no validation. It's important that Managers are familiar with the Milano right to work guidance as it will be down to managers to check these supporting documents and confirm if the candidate is elligible to work in Ireland. Please contact the People Ops team for advice at pehr@pizzaexpress.com

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Managers will be required to upload right to work documents from the secure folder to an employees record within 5 working days. Weekly audits will be carried out to ensure compliance.

Watch outs!

It's important to ensure that you check that the employee matches the photo in the Trust ID outcome report to avoid ‘imposter fraud’, i.e., an applicant using a legitimate proof of Right to Work which doesn’t belong to them.

Always check the names on the right to work outcome report match the name of the candidate. If they don't the candidate must provide proof of their name change such as a deed poll or marriage certificate. Trust ID cannot flag if the name on the documents are different to the name of the candidate on Genius ATS.

The right to work details in the personal details page on fourth will auto populate so managers will no longer need to complete these where the person’s check has been done through Trust ID

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Contact the candidate asap to find out if they have the correct proof of Right to Work documents

Reject candidate on Genius ATS and select “RTW check – failed” email

In date UK/Irish/EU passport:

The candidate must bring their RTW documents to interview for you to see

Move candidate through RTW Outcome, Offer and Appointed stages on Genius ATS

When they've completed onboarding, upload their docs including RTW, to Fourth from the secure folder

Check Genius ATS to ensure RTW outcome is available

Has candidate passed check?

Once you’ve made a verbal offer, move candidate to RTW stage on Genius ATS

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UK and Irish birth certificate and proof of PPS:

The candidate must bring their RTW documents to interview for you to see

Contact payroll who will override the candidate for you so you can move them across to appointed

When they've completed onboarding, upload their docs including RTW, to Fourth from the secure folder

As Trust ID can't validate the birth certificate the check will fail

Check Genius ATS to ensure RTW outcome is available

Once you’ve made a verbal offer, move candidate to RTW stage on Genius ATS

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Contact the candidate asap to find out if they have the correct proof of Right to Work documents

Reject candidate on Genius ATS and select “RTW check – failed” email

Non UK or non Irish citizen (excl EU citizens):

Candidate must provide an employment permit/visa and their passport

The candidate must bring their RTW documents to interview for you to see

Move candidate through RTW Outcome, Offer and Appointed stages on Genius ATS

When they've completed onboarding, upload their docs including RTW, to Fourth from the secure folder

Has candidate passed check?

Once you’ve made a verbal offer, move candidate to RTW stage on Genius ATS

Check Genius ATS to ensure RTW outcome is available

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Contact the candidate asap to find out if they have the correct proof of Right to Work documents

Reject candidate on Genius ATS and select “RTW check – failed” email

Students - Stamp 1G or Stamp 2:

Term dates should be added to fourth in the exemption dates in their personal details page

The candidate must bring their RTW documents to interview for you to see

Move candidate through RTW Outcome, Offer and Appointed stages on Genius ATS

When they've completed onboarding, upload their docs including RTW, to Fourth from the secure folder

Has candidate passed check?

Candidate should provide proof of their employment permit with stamp 2 and their passport.

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Check Genius ATS to ensure RTW outcome is available

Once you’ve made a verbal offer, move candidate to RTW stage on Genius ATS

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Contact the candidate asap to find out if they have the correct proof of Right to Work documents

Reject candidate on Genius ATS and select “RTW check – failed” email

Expired IRP Card:

If an employee’s IRP card has expired and they are unable to obtain a valid registration card by the expiry date of their current IRP card, they are still legally permitted to remain in the State on the existing conditions of their current IRP card for a maximum of 8 weeks. This 8 week provision is subject to the employee providing proof that they have applied to renew their registration prior to their current IRP card expiring.

The candidate must provide you with proof they have applied for a renewal before their exisiting IRP card expired

Move candidate through RTW Outcome, Offer and Appointed stages on Genius ATS

When they've completed onboarding, upload their docs including RTW, to Fourth from the secure folder

For renewals applicants are issued with a receipt of application detailing the date of application and a unique application number (OREG number). If their current permission expired prior to submitting an application for renewal, they are considered out of permission and therefore not currently legally permitted to remain or work in the State.

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Out of date UK or Irish passport:

When candidate has completed onboarding, upload their documents to Fourth from the secure folder

Payroll will override the person on Genius ATS and let manager know candidate can be progressed

Move candidate through Offer and Appointed stages on Genius ATS

The candidate must bring their RTW documents to interview for you to see

Please contact the payroll department and they will override this for you.

Trust ID cannot pass a check of out of date UK or Irish passports, so the check will fail.

Once you’ve made a verbal offer, move candidate to RTW stage on Genius ATS

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Additional resources

Trust ID Reports – Overall Results Guide (thehub.pizzaexpress.com) Trust ID – A guide to taking a good selfie (thehub.pizzaexpress.com) Right to work guidance Right to Work (thehub.pizzaexpress.com) Payroll team payroll@pizzaexpress.com People Ops team pehr@pizzaexpress.com Recruitment team careers@pizzaexpress.com

Thank You!

We hope you enjoyed learning using this Digital Guide. We'd love to hear your feedback! You can email us directly on careers@pizzaexpress.com, or pass it on any thoughts to your manager.

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Recruitment Library

Secure Folder All passed TrustID check result are saved in the Secure Folder which can be found in back of house computer, a folder called onboarding shortcut. All documents in the Secure Folder (RTW check, offer, contract, medical form, etc) must be uploaded onto the PeopleSystem>Document management.