Zipline runs visa checks (using an integration with VEVO) on both candidates and active workers who require a visa as part of their Australian Work Rights. This article provides more information about how Zipline checks for a valid visa.
Note: It is the customer's responsibility to ensure any non-compliant workers are monitored and go through the relevant processes to be brought back into compliance or be stood down.
The Check
For candidates that come through Zipline, we collect a passport in order to be able to run a VEVO check. For active workers (e.g. employees, volunteers), your system import will provide any input fields needed (such as a passport), and we will only request for a passport to be provided should there be missing input fields, or should a VEVO check fail.
We then return the output of the check to you, either as Approved if there is nothing that needs your attention, or to Reviewing where there are conditions.
As part of visa checks, we always store the following fields as check outputs. This allows us to run future visa checks if needed.
Input Fields
Given name
Family name
Date of birth
Document type
Document country
Document number
Output Fields
Visa class / subclass
Applicant type
Conditions
Visa grant date
Visa expiry date (this field may have a value or be marked as NA when there is no expiry date)
Re-check date
Ongoing Monitoring – Run by Zipline
Zipline monitors active workers to check if they have valid work rights on an ongoing basis.
Zipline will run a check overnight:
The day after an expiry date (note, we must wait until the day after as this is when the VEVO system will return the details of a new visa)
Every three months for people on temporary visas (note, we also fall back to every three months should data be missing)
Every year for people on permanent visas
Ad-hoc Checks - Run by You
We know sometimes you learn from employees about changed visas outside of Zipline and want to urgently run a new check. You can do this at any time by:
For applications:
Ensure the input fields are filled and press 'Check now'
For active workers (profile tab)
Click 'New record', Ensure the input fields are filled and press 'Check now'
Reminders
Reminders
Zipline will no longer send reminders to workers as they get closer to the expiry date of their visa. We will use the input fields (e.g. passport number, etc.) already provided to automatically run a new visa check on expiry. Notifications will only be sent after expiry should the visa check fail, so that we can request additional information (e.g. new passport) from the employee.
FAQs
FAQs
Who conducts the checks?
Zipline will conduct both initial and ongoing visa checks based on the relevant expiry and then return the outputs for review. You will be able to log an ad-hoc visa check should circumstances change for an employee.
Will this impact integrations with our HR systems?
There are changes, but there should no impact on you – but please contact us if you have concerns. Any visa with no expiry date and no re-check date will have no value sent through for expiry date. In all other cases, an expiry date will be sent according to the follow rules: Should there be an re-check date only, we will pass the re-check date as the expiry date. Should there be both an expiry date and re-check date, we will pass the earlier date through as the expiry date.
What controls when the next check is due?
Zipline has built system rules for different visa types, based on the relevant visa specifications. There will be two controlling variables which are based on the visa type: 1) expiry date (with the option of no expiry date where appropriate for the visa), 2) re-check frequency (which will occur from the date of the last check, and result in a re-check date, where relevant). You will have visibility in the platform regarding when the next check will occur, which will also be available in our export/reporting.
Will this work with imported data?
We will run the next check on the expiry date provided.
Will our solution evolve over time?
Yes. As with everything we do, we believe in continuous improvement and being open-minded to user behaviour, feedback, problems we see after launch, and opportunities to further improve.