VEVO Checks
A VEVO check confirms with the Department of Home Affairs whether an employee on a visa can work in Australia, and on what conditions. Staff on a visa complete one in onboarding, and Microkeeper checks again when their visa expires, and each quarter if their work entitlement needs it.
| Required plan | All plans, as an add-on charged for each check |
|---|---|
| Required access | HR - Review or higher, or Settings |
| To turn VEVO Checks on | Settings |
This guide covers how to:
- Turn on VEVO Checks.
- Follow how staff complete a check in onboarding.
- Check an existing employee.
- Read a VEVO result.
- Follow up expiring visas and changes.
Turn on VEVO Checks
Navigate to Menu > Settings > General > Global, and under System Settings set VEVO Checks to VEVO On. VEVO Checks then shows in the HR menu.
A check needs the employee's full name, date of birth, their passport or other travel document number, and their Overseas Country. Their tax file number declaration must be complete first.
How staff complete a VEVO check in onboarding
The VEVO step shows in onboarding when the employee:
- answers No to Are you an Australian citizen?, or
- is a Foreign Resident or Working Holiday Maker on their tax file number declaration, or
- has an Overseas Country outside Australia.
They choose their document, such as Passport or ImmiCard, enter its number and their Overseas Country, tick I agree to have a VEVO Check performed and save. The check runs straight away, and they see the result.
To make sure an employee completes a check, set their Overseas Country on their profile. They can't change it once it's set.
Check an existing employee
- Navigate to Menu > HR > VEVO Checks.
- Click Add VEVO Check.
- Choose the employee. Staff are listed if they're a Foreign Resident or Working Holiday Maker, or their Overseas Country isn't Australia.
- If they have no Overseas Country, choose it and click Save Country.
- Choose the document type, enter its number and click Add Check.
The document types are Passport, ImmiCard, Document for Travel to Australia (DFTTA), Visa Evidence Card (PL056) and Titre de Voyage.
Read a VEVO result
Each employee's result shows their visa, its work entitlement and a tick:
- Green tick: they can work, with no conditions.
- Yellow tick: they can work, but conditions apply, such as a limit on hours. Check the conditions.
- Red cross: they can't work, or the check didn't go through. Open it to see which, and click Run to check again.
Open a result for its grant and expiry dates, visa type and class, work entitlement and conditions.
Follow up expiring visas and VEVO changes
Microkeeper checks staff again when their visa expires: each day, it checks visas that expire tomorrow or expired in the last two days. On 1 January, April, July and October, it also checks staff whose VEVO work entitlement needs a check every three months. When a result needs review, managers with HR emails in Notification Config get a VEVO Alert: Working Rights Review Needed email. See Notification Config.
On VEVO Checks, choose what to Show:
- Requiring Action: results to review, such as a change or an error.
- Changes Present: results that changed since the last check. Once you've reviewed them, click I Acknowledge the VEVO changes found.
- Expiring in 30 days: visas that expire soon. Review it each week, to follow up staff about their next visa.
- Errors and Expired.
- Can work - No Conditions, Can work - Conditions Apply and Can not work.
- All Active and Inactive Staff.
Click CSV to export what's shown.