The following list outlines the standard documents and forms required to fully screen a candidate prior to their project start date. The process will begin once you have registered your interest with Grovelands but security checks will start once a placement has been offered and confirmed.
The documents listed below will be required to confirm each section of your screening. Please bring the original document to your Grovelands interview for verification.
Please note: PES is not limited to the list below. For more information, please contact a member of the Contract Compliance (CC) team or your consultant.
“The process throughout the Onboarding was very straightforward, from the gathering of ID to being kept up to date with referencing.”
NPS Participant, July 2017
Please bring the following documents to your Grovelands interview:
> ID and/or deed poll or marriage certificate
> NI or visa
> Bank statement
> Qualification certificates
> Tax return, travel itinerary or job seekers allowance
> References and/or payslips or P45
> Credit, sanctions, disclosure and baring checks to be carried out by us
Full details about the reasons why we needed these documents and the different types of documents we accept are below.
Please bring all your original documents to your Grovelands interview for verification.
Proof of ID
Passport – front cover, photo page and crest page OR
Photo Driving Licence (dated within the last 10 years)
N.B. A marriage certificate or deed poll documentation is required for any instance where there is a name discrepancy between the application form and the documentary evidence
Proof of right to work
EEA passport – front cover, photo page and crest page OR
Passport plus visa/confirmation from Home Office OR
Birth Certificate plus proof of National Insurance number (if the candidate does not have a current passport and is a British citizen)
Evidence for proof of residence
Bank statement/utility bill/council tax bill/electoral roll card dated within 3 months prior to the start date. This must state your name or initials and surname.
Please note: Different clients will accept different documents as proof of residence – please ask your consultant or a member of the CC team for help on acceptable documents. We cannot accept mobile phone bills/TV licences/store card statements.
Proof of qualifications
Degree qualification certificates and/or transcripts will be required if they appear on your CV.
Financial qualifications and professional memberships will be required if they appear on your CV.
Evidence for activity
Evidence for self-employment, e.g. generating your own clientele via a Limited company
Tax return OR
Letter from accountant/solicitor addressed to Grovelands
Please note: We cannot accept accountants letters that are not addressed to Grovelands. If you were contracting via an agency during your self employment, you must supply contact details for the agency in order for us to obtain a reference.
Evidence for travelling
Passport stamps OR
Official travel itinerary/other official travel document
Evidence for periods of unemployment
Evidence of claiming Job Seekers Allowance if applicable OR
Evidence of job searching, e.g. correspondence with potential employers or recruitment agencies OR
Bank statements which demonstrate how a candidate is able to support themselves for this period of unemployment.
Please note: Evidence can also be accepted for other activities, please ask a member of your CC team for more information.
Grovelands will undertake a credit check via Experian to check for any adverse credit history, such as County Court Judgements, Individual Voluntary Arrangements or other debt problems.
Disclosure and Baring Service check
Most clients require us to conduct a basic UK Disclosure and Barring Service check on candidates. We use Experian to conduct the check which will ascertain whether the candidate has any current or previous criminal activity registered against them.
Any offences which are spent for the purposes of the Rehabilitation of Offenders Act 1974 or offences committed before the age of 17 (unless committed within the last 10 years) and road traffic offences that did not lead to a disqualification or prison sentence will not be taken into consideration.
Any unspent convictions will be flagged to the client for assessment or, if these have not been previously disclosed, will lead to instant dismissal.
Grovelands will enter candidates full names, previous names and nicknames into sanctions checking databases to ensure they are not involved with any financial or criminal activity worldwide, including any occurrences of fraud, corruption, terrorism, money laundering, narcotics trafficking and many other types of financial crime.
Evidence for employment
Grovelands will apply for references from your previous employers on your behalf so please make sure you provide accurate contact details for your referees in your application form.
The reference will need to come from the HR department of the company or your line manager. References must be from a confirmed business email address.
Postal references are accepted when provided by the company on letter headed paper and must be signed.
When it is not possible to collect a reference Grovelands may need to cover your employment with evidence. This usually takes the form of a payslip/P45 to cover the start and finish date of each job/contract worked within the last 3 years.
The chosen documents will need to clearly state your name, the payment date and your employer’s name. A copy of the front cover of the payslip will be required if this is the only stipulation of the employer’s name on the document.
For any long term employment, more documentation may be required.
A bank statement which clearly shows a credit transaction from the employer to confirm start and end dates may also be used in some cases.
Client specific docs
Some clients will have specific documentation that must be complete prior to start date. Please contact a member of the contract compliance team for more information.
If you require any further information or guidance about this process please email: