Newsletter 15

Employer Administrator Update #15

The Rail Industry Worker (RIW) Program maintains a strong focus on data protection, privacy and security. Cardholder ID checks are a cornerstone of the program, with each individual linked to competencies in the national system. The ID check process is now completed entirely online, with no need for cardholders to visit Australia Post. Let’s take a moment to walk you through the process…

Before a rail industry worker joins the RIW Program, an ID check verifies their identity quickly and accurately against reliable databases. By verifying the identity of workers, the RIW Program ensures that cardholders can be matched to  competency and medical records on their RIW profile. An ID check is not a background or criminal check.

ID checks are completed by our program partner Veritas.  Veritas has more than 14 years experience in developing innovative online background checking solutions, streamlining traditional paper-based security vetting processes. As an established and leading provider of identity verification services in the maritime, offshore and aviation sectors, the company has now extended its innovative technology into the rail industry.

An ID check is a mandatory requirement for all rail industry workers participating in the RIW Program.  It must be completed as part of the new worker creation / on boarding process, then again at 10 years, or at any time the cardholder changes their name. 

An ID check costs $15+GST.


The steps below outline the key stages of the ID check process. For a more comprehensive outline of the ID check process, you can refer to the Quick Guide – New worker creation.
  1. ID check commenced – an ID check is requested by an Employer Administrator by clicking on the Request ID check button on the cardholders profile (refer to step 11 in the Quick Guide).  The ID check will not progress if key information is missing on the cardholder profile. After the ID check has been requested, the Employer Administrator will be prompted for payment.
  2. ID check pending applicant – Once paid, an email is sent to both the employer and the cardholder advising them that the cardholder has 10 days to complete the verification process. The cardholder will need to supply acceptable identification documentation (such as one primary document, or one secondary and tertiary document). For more information about this, refer to the Quick Guide – Acceptable Identification Documents.  If the cardholder does not complete the ID check within the 10 day time frame, the employer will need to purchase a new ID check and start again.
  3. ID check commenced or ID check submitted – the cardholder has commenced or submitted the requested identification documentation.
  4. ID check pending Veritas – the submitted evidence is now being processed by Veritas. This is usually finalised within 48 hours.
  5. ID check unsuccessful – where an ID check has been unsuccessful, rejection details will be provided to the Employer Administrator via email (it will also appear on the ID check menu of the cardholder’s profile).  Once the reason for rejection has been rectified, the Employer Administrator will need to request and purchase a new ID check.  For instance, the ID check may be rejected due to a submitted document being expired, insufficient photo quality, or issues with the name of the cardholder. Refer to the last page of the Quick Guide – New Worker Creation for a list of the most common problems.
  6. ID check successful – once the ID check has been successfully completed, the Employer Administrator can then finalise the on boarding process and begin adding job roles and competencies for the cardholder to commence work on site.
Emails will be sent to the Employer Administrator and the cardholder updating them of the progress at each stage of the ID check process above. The progress of the request can also be viewed via the cardholders ID check menu. Click on the + History link to display all the events/dates which occurred during the ID check.

ARTC have recently amended their New South Wales Network Rules and Procedures to provide continuous improvement and gain consistency across the ARTC Network.  This includes the development of a new competency for a number of safeworking roles in NSW. The new competency will be made mandatory on the 24 February 2020, which will require all NSW ARTC employees and contractors to undertake the revised training by 23 February 2020.

NSW ARTC employees can view the update on the ARTC website here.  NSW ARTC Contractors can refer to the ARTC notification of change bulletin available on the RIW website for more information and list of ARTC registered training organisations.

Do you have colleagues or cardholders that would like more information about the RIW Program? They can now stay up to date with the latest RIW news by subscribing to the RIW newsletter. The sign up box can be found at the bottom of the RIW homepage.

For more information about the Rail Industry Worker Program including how-to video’s and quick guides, visit