Hi all
As I also work as an HR Consultant I thought I would chip in here. It is a statutory requirement that the copy of the document held on files is signed to say that the original document has been seen. Unfortunately "seeing" it via Skype isn't sufficient, as this doesn't allow you to identify if it is a genuine document, or if the photocopy you are sent corresponds with the document you have seen on screen. I know this can seem excessive, but the fines for not getting it right are pretty hefty (up to £20k) so this isn't an area of legislation I would advise any of my clients to take lightly.
Various people posting before this have suggested getting the document signed by somebody like a lawyer (with a corresponding company stamp), or using a courier if visiting the institution isn't practical. These seem sensible options. From a cost perspective, if somebody chooses to visit rather than using a courier due to personal preference, then the institution can choose to pay expenses if they wish, but isn't automatically obliged to do so, unless they have committed to doing so, e.g. in an offer letter - I would suggest this is a topic for discussion depending on circumstances. If the employee is attending the institution for another purpose at the same time (e.g. induction training), then this is different.
Appreciate my response may not be popular, but hopefully will help!
Best wishes,
Shelley
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