Current policy

DVA's current categories of proof of identity documentation can be found in the CLIK Policy Library at 2.2.4 Categories of Proof of Identity [3]. 2.2.4 Categories of Proof of Identity also provides information about the number and range of documents that must be used to establish the proof of identity of a claimant, agent or trustee.  

History to whole of government approach to proof of identity

In 2001, a whole of government approach to proof of identity led to a commitment to develop a cross agency framework which outlined different categories of acceptable proof of identity documentation. This framework was fine-tuned over time through Council of Australian Government (COAG) discussions.

This culminated in the Gold Standard Enrolment Framework [4], published in 2007, and adopted as the recommended whole of government framework for establishing proof of identity.     

Cross agency framework

The cross agency framework proposed four separate categories of proof of identity documentation.

The Repatriation Commission adopted this model and modified it to include three categories of documents to better meet the needs of DVA clients.

History of Repatriation Commission decisions over time

Departmental Instruction 41/98 outlined acceptable proof of identity documentation for income support payments. At this time, category A documents were regarded as sound because of the difficulty in obtaining them. Category B documents were regarded as acceptable because of their personal nature or because of the time they needed to have been held.

In May 2003, new proof of identity requirements were approved by the Repatriation Commission. These were based on the cross agency framework for proof of identity, with some tailoring based on consultation with DVA staff. Differences included a wider range of documents in category C than the cross agency framework. The Repatriation Commission then agreed to wait for further development of the whole of government approach to proof of identity by the Attorney General's Department.

In May 2004, the Repatriation Commission agreed to adopt the cross agency framework proposed by the Attorney General's Department, with some minor modifications. The modifications included:

• revision and merging of cross agency framework document categories B and C. These were re-labelled category B documents, and
• creation of new category C, for documents providing evidence of residential address. Acceptable documents in this category were also modified to cater for the needs of people living in nursing homes.

The Repatriation Commission has maintained a consistent approach to proof of identity since 2004. DVA's proof of identity document categories are now closely aligned with the whole of government Gold Standard Enrolment Framework published by the Commonwealth Attorney General's Department.

In March 2011, the Repatriation Commission and the Military Rehabilitation and Compensation Commission agreed that, to ensure alignment with Centrelink policy, an Australian passport can be provided as either a category A or a category B document for whole of department proof of identity purposes. A document which establishes commencement of identity in Australia, such as a full Australian birth certificate is preferred to a current Australian passport as a category A document as this is more consistent with the Gold Standard Enrolment Framework. However in order to remove barriers to DVA clients, particularly younger serving members, being able to establish proof of identity, a current Australian passport can be accepted as a category A document if other category A documents are difficult to access, not available, or not submitted with a claim.

Gold Standard Enrolment Framework

The cross agency framework was refined through COAG discussions and culminated in the Gold Standard Enrolment Framework published in April 2007 by the Commonwealth Attorney General's Department. DVA's approach to proof of identity is consistent with the Principles for Identifying the Applicant (principles 4 – 6) outlined in the Gold Standard Enrolment Framework.

Current categories accepted by DVA

The current categories of proof of identity documentation accepted by DVA are described in the CLIK Policy Library at 2.2.4 Categories of proof of identity [5].   

Automatically established Proof of Identity

POI is automatically established for current and former serving members who have joined the permanent forces or commenced a period of Continuous Full-time service from 1 January 2016 and/or separated from 27 July 2016.

DVA will rely on the identification and security clearance procedures used by the ADF to satisfy DVA identity requirements.  Under this arrangement, members will not need to provide any POI documentation when making their claim.

This process acknowledges the close linkages between DVA and the Department of Defence and is designed to assist in ensuring a smoother transition between the two Departments.

Amendments for current serving members and eligible reservists

Current serving members, reservists and trainees who hold a purple or orange ADF ID card can fully satisfy DVA's POI requirements through the in-person presentation of a current, valid, purple or orange ADF ID card to a DVA staff member when making their claim

This streamlined process acknowledges the close linkages between DVA and the Department of Defence and is designed to assist in ensuring a smoother transition between the two Departments.  This is an additional POI channel available for eligible clients; it does not supplant the existing Gold Standard Enrolment Framework.

Streamlined POI for clients eligible to use MyService

Clients with a PMKeyS number are eligible to submit their claims online via MyService. Claims submitted through MyService undergo an online, streamlined POI checking process at the time an account is created. This process is Commission approved.

When a client creates an account on MyService, their POI details, such as their PMKeyS number, driver’s licence number and Medicare details, are validated online through the Department of Defence and the Attorney-General’s Department. If the details match, the account will be created. If not, the client will be notified with an error message and will not be able to proceed with their account creation until matching data is provided.

Clients will also be able to be registered in MyService through the Early Engagement Model, or as protected identity members using an approved manual upload.  These registration and identity methods have also been approved by the Commissions.

Once a client is registered in MyService, they have satisfied all POI provisions for DVA. There is no requirement to request additional documents or undertake additional POI checks for these clients. Clients who register through MyService will need to have a new notification recorded in VIEW of ‘MyService registration POI’ under ‘POI Obtained’.

Purpose of proof of identity check

The model adopted by DVA is developed in line with the Whole of Government approach adopted by Australian government agencies. A proof of identity (POI) check is made on claimants (including trustees and agents) and their dependants to ensure that payments and benefits are made to the right person and to deter the fraudulent use of identities. Mechanisms such as data matching are also in place which can detect instances of fraud, including claims based on false identity.    

Establishing proof of identity or relationship to a veteran

The model for establishing POI introduces a standardised framework across DVA. The model includes the requirement to produce documents proving birth or arrival in Australia and documents as evidence of the identity operating in the community. A dependant claiming on the basis of their relationship to a veteran or member is required to provide documentation as evidence of that relationship existing.    

Effect of proof of identity on claim

There are no specific provisions in the VEA, DRCA, MRCA or social security law requiring that the identity of the claimant must be proved when making a claim. However, a delegate needs to be satisfied in respect of all matters relating to a claim. This includes that the identity of the claimant and the claimant's relationship with the veteran or member, where appropriate, are genuine. The standard of proof is based on the standard of reasonable satisfaction. There are provisions to grant payments or benefits temporarily while awaiting for POI to be established, in emergency and hardship situations.    

Automatic POI for members who have joined the ADF from 1 January 2016 and/or separated from 27 July 2016.

POI is automatically established for current and former serving members who have joined the permanent forces or commenced a period of Continuous Full-time Service from 1 January 2016 and/or separated from 27 July 2016.

DVA will rely on the identification and security clearance procedures used by the ADF to satisfy DVA identity requirements.  Under this arrangement, members will not need to provide any POI documentation when making their claim.

Modified POI check for current serving members, reservists and trainees with a current, valid, purple or orange ADF ID card.

DVA staff are able to fully authenticate the POI of a current serving member, reservist or trainee who holds a current, valid purple (current serving members and reservists) or orange (ADF trainees) ADF ID card using just the ID card as proof of identity.

This reflects existing information sharing arrangements with Defence and allows for eligible clients to bypass the more rigorous 100 point check.

Streamlined POI for clients eligible to use MyService

Clients with a PMKeyS number are eligible to submit their claims online via MyService. Claims submitted through MyService undergo an online, streamlined POI checking process at the time an account is created. This process is Commission approved. Once a client is registered in MyService, they have satisfied all POI provisions for DVA. There is no requirement to request additional documents or undertake additional POI checks for these clients.

Delegate's discretion regarding proof of identity

The test is that the delegate is satisfied there are no doubts about the pensioner's identity. Therefore, there is discretion not to rigorously apply a full or modified POI check, where otherwise indicated in these guidelines. For example, if a person returns to payability immediately after being cancelled there is no need to obtain refreshed identity documents where the delegate has no cause to doubt the identity of the claimant.

Standard of proof of identity documentation

The POI documentation provided in respect of a DVA claim for payment or benefit is required to meet specified standards. Provisions exist for claimants who are unable to provide proof of identity documents according to the standard requirements.    

Proof of identity not provided

If the claimant or dependant do not provide satisfactory POI to enable their identity to be proven by either a standard or non-standard check, the claim must be rejected. The rejection is based on the grounds that the claimant's status cannot be proven because the decision maker cannot be reasonably satisfied as to the claimant's identity.    

Recording proof of identity details on VIEW

Once a proof of identity check has been conducted, it is important to record this action in the comments tab of VIEW. The types of POI documentation sighted and verified should also be recorded. This allows a person to prove their identity to the department once, and for this information to be used for other departmental purposes where POI may be required.

If a modified POI check is subsequently conducted, where, for example, a person has reclaimed after 12 months of cancellation and the person is not in receipt of any DVA payments, then the comment should reflect this.

Examples of recording proof of identity details on VIEW.