Zipline runs visa checks (using VEVO) on both candidates and employees that require a visa as part of their Australian Work Rights. This article provides more information about how Zipline checks for a valid visa on an ongoing basis.
The Check
For candidates that come through QuickStart, we collect a passport in order to be able to run a VEVO check. For employees, your system import will provide any passport fields needed, and we will only request for a passport should there be missing passport details, 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 review where there are conditions.
As part of ongoing visa checks, we always store the following fields as check outputs. This allows us to run future visa checks if needed.
Fields
Given name
Family name
Date of birth
Document type
Document country
Document number
Visa class / subclass
Applicant type
Conditions
Visa grant date
Visa expiry date
Recheck period and re-check date
We store three fields relating to validity to be more specific, which may or may not have a value depending on the visa: 1) expiry date, 2) re-check period, 3) re-check date. Why? Not all classes have an expiry date (e.g. permanent or bridging visas), and some classes mandate a re-check by employers on a regular basis (e.g. bridging visas every 3 months).
We know that historical data, such as from system imports, will typically only include an expiry date, so our system supports this historical data. When a new check is run, we will then update the outputs as a new record with our more nuanced field logging.
Ongoing Checks – Run by Zipline
Zipline runs the next ongoing check the day after the expiry date, or the day of the re-check date, with a 24 hour SLA (business days only).
Support for Ad-hoc Checks - 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 clicking the “new” button and populating the details of the VEVO check yourself.
Reminders
Reminders
Reminders are more nuanced for visas. We only send reminders to those on a visa with an expiry date, and only ask them to update their profile if they have a new passport.
We never send reminders for bridging and permanent visas.
The reminder wording is as per below
Email Subject
Friendly reminder to review your visa details
Email Body
Hi Name,
You are receiving this email because our records show that you are currently on a visa.
We must keep an up-to-date record of your visa to support your continued work with us.
Therefore, you are required to notify to us of:
Any change to your visa, e.g. conditions, type, or expiry.
Any change to your passport, e.g. new passport number or new expiry date.
You can share these details using this link: {profileURL}
If nothing has changed, there is no need to do anything.
For further support on the current status of your visa and expiry date, please contact the Department of Home Affairs.
Thanks,
Customer Name
SMS
Hi [Name], we sent an email regarding any recent visa changes. Please take a look. No action is needed if nothing’s changed.
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 is building 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 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.