Common Mistakes in Work Rights Checks and How to Avoid Them

Work rights checks are a crucial part of the hiring process, ensuring that every employee has the legal right to work. However, many businesses make common mistakes that can lead to compliance issues, legal ramifications, and operational disruptions. Here’s a look at the most common mistakes and how compliance software like WorkPro can help.

1. Failing to Verify Documentation Thoroughly

One of the most prevalent mistakes is not verifying work rights documentation thoroughly. Employers may take documents at face value without cross-referencing them with official databases such as DVS and VEVO, or conducting necessary checks. This oversight can result in hiring individuals who do not have the right to work, leading to hefty fines and legal issues.


2. Inconsistent Record-Keeping

Maintaining accurate and up-to-date records of employees’ work rights is essential. However, many businesses who rely on manual tasks or traditional record keeping like Microsoft Excel sheets, fail to update records regularly, or store them in a disorganised or insecure manner. This inconsistency can make it difficult to prove compliance during audits and cause security issues.


3. Ignoring Expiry Dates

Work rights and visas often come with expiry dates. Ignoring these dates or failing to track them can result in employing someone whose work rights have lapsed, exposing the business to legal penalties.


4. Overlooking Temporary and Contract Workers

Temporary and contract workers are often overlooked in work rights checks. This oversight can be particularly risky as these workers are less likely to have stable, long-term. An example of this is in 2021, a man pleaded guilty over his involvement in an illegal worker scheme at a vegetable farm involving temporary and contract workers. He was sentenced to at least five months of a 14-month prison term and was fined $40,000 for his involvement in breaches of the Migration Act.


5. Accepting Incorrect or Fraudulent Documentation

It’s important to ensure the correct document is included in a work rights check. This not only includes the correct type of documents with accurate information, but also ensuring they are authentic. With the rise of AI, deep fakes and fraud can be an issue. Accepted documentation includes:


Australian Citizen:

  • Australian Passport
  • Australian Birth Certificate (with Photo ID)
  • Australian Citizenship Certificate (with Photo ID)


Foreign Citizens (Any Non-Australian Citizen):

  • Passport (with a valid visa that authorises work).
  • Grant Notification Letter of a currently held and valid Australian visa.
  • ImmiCard (issued to refugees or those without a valid visa or passport).
  • Document for Travel to Australia (DFFTA).
  • Australian Titre De Voyage (TDV) (issued under the United Nations Convention relating to the Status of Refugees)

How WorkPro Can Help Avoid These Mistakes

WorkPro offers a comprehensive solution to streamline and automate the work rights check process, ensuring your business remains compliant and avoids the common issues discussed above.


1. Centralised Compliance Management

WorkPro centralises all key compliance functions, including work rights checks, police checks, reference checks and over 100 background checks in one smart platform. This makes it easy to verify, store, and manage documentation for all employees, ensuring thorough and consistent record-keeping.


2. Automated Reminders and Alerts

With WorkPro, you’ll never miss an expiry date. The platform automatically tracks the expiry dates of work rights and visa conditions, re-checking every 96 hours, ensuring you remain compliant without the need for manual re-checks.


3. Rigorous Verification Process

WorkPro uses a robust verification process through the Document Verification Service (DVS) using Facial Biometrics technology to cross-check documents instantly against VEVO, reducing the risk of accepting fraudulent or expired work rights documentation.


4. Easy Tracking and Reporting

The platform’s user-friendly dashboard allows you to track and monitor all aspects of work rights compliance. Generate on-demand compliance reports to ensure you’re always audit-ready.


5. Complete Thousands of Checks in an Instant

Whether you require 5 or 5000 work rights checks, WorkPro helps you conduct these checks instantly, saving you hours and even weeks of your time. No need for manual, tedious work when these can be completed in packages and automated through WorkPro.


Avoid the common mistakes in work rights checks and ensure your business remains compliant with WorkPro. Contact us today to learn how our comprehensive compliance solution can streamline your processes and safeguard your business.


Get in touch with WorkPro now to simplify your work rights checks and compliance management.

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