Last amended: 26 August 2014
The following table provides a list of acceptable standard proof of identity (POI) documents
by category.
Category A documents These documents provide evidence of commencement of identity in Australia. |
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Category B documents These documents provide evidence of a linkage between identity and person. For example, by providing a link between a photo and a person, or a signature and a person. These documents also provide evidence of an identity operating in the community. |
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Category C documents These documents provide evidence of residential address. |
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In most cases, at least three different documents are needed to establish POI – one document from category A and two documents from category B.
If the documents produced to satisfy category A or B do not provide evidence of the current residential address, then a document from category C must also be produced (i.e. four different documents).
The above list is instructive rather than exhaustive. For POI documents not listed above, the Delegate may need to determine whether the POI documents provided are considered as non-standard, which will require approval at the EL1 level or above. See CLIK Policy Library Non-Standard Proof of Identity [6] for further information.
* Use of the Australian passport as a POI document
A full birth certificate is preferred to a current Australian passport as a category A document. This would then allow the passport to be used as a category B document.
However, a current Australian passport can be accepted as a category A document if other category A documents are not available, or are difficult for the person to access. Not available can be taken to mean that the person does not have the other category A documents with them, or that they were not provided with the claim.
An Australian passport may only be used as a category A OR a category B document. It cannot be used for proof of identity purposes in both categories concurrently.
** Use of the ADF ID card as a POI document
As well as its use as a category B document, current serving members, reservists and trainees who hold a current, valid ADF ID card are able to fully satisfy DVA's POI requirements by presenting their purple (for current serving members and reservists) or orange (for trainees) ADF ID card.
The DVA staff member will then authenticate the photo ID on the card and copy the card to send along with the client's claim. If a delegate is satisfied that the information on the card aligns with personal information obtained from their ADF PMKEYS record, then this ID card is to be accepted as full POI for DVA purposes and the POI check marked as complete for that client.
This single document is all that is required for these eligible clients to fully prove their identity to DVA, unless the delegate or frontline staff member cannot be reasonably satisfied that the person claiming is the person to whom the card belongs and the claim refers. In this case, the delegate or staff member can request that the client supply full POI by the regular method.
Proof of Identity (POI) and Australian Defence Force (ADF) Identification Cards
TRIM Ref: 14316822E (accessible to DVA staff)
Non-standard proof of identity (POI) is where the claimant cannot provide the standard POI documents as required but can collectively demonstrate a continued history of the exclusive use of an identity over a reasonable period of time, generally considered to be 2 years. An example of this is a veteran or war widow/widower who is living overseas and cannot satisfy the category A documents.
Non-standard POI should be considered in cases where a claimant is unable to produce sufficient categorised documents. The claimant is required to provide details such as name, address, next of kin, to enable verification of their identity. Any combination or number of documents listed in the category A, category B and category C lists and other documents not listed, may serve to identify the claimant and confirm their current residential address. The non-standard POI provided should demonstrate the exclusive use of the claimant's stated identity during the preceding two years. The delegation for approval or refusal of non-standard POI checks is at the EL1 level or above.
More ? [12]
There are various documents that may be used to identify these veterans, such as a visa for travel to Australia, Selection and Interview Report and Application for Resettlement in Australia issued by the Department of Immigration and Multicultural Affairs. These documents relate to people who came to Australia from Vietnam via a refugee camp and as such they may also have documentation relating to refugee status. Vietnamese veterans may not have any documents relating to their military service. If they were interned by the new regime in a 're-education' camp, they may have retained the related documents. They will also have, or have access to, civilian documentation such as birth and marriage certificates or driver's licences.
More ? [13]
It is preferable that the claimant provides original documents. Certified and true copies of documents are acceptable as proof of identity (POI).
More → [18]
Verification of POI documentation is needed to protect claimants and the department from fraud. Therefore, it is preferable that an employee of DVA sights and copies an original POI document. Original documents may be forwarded to the department to be photocopied and immediately returned to the claimant by certified mail.
If original documents are unavailable, true and certified copies of these documents may be accepted. A true and certified copy must be signed by a person before whom a statutory declaration may be made. Australian, State or Local Government officials with 5 years continuous service, or with a separately listed authorisation are able to certify copies of POI documents as a public service, at no cost to the claimant. For this reason clients should be encouraged to have their copies of POI documents certified by a government official in preference to people with other accepted qualifications.
The person certifying the copy must write on the copy CERTIFIED TRUE COPY, sign and date the copies and insert their name, address, and profession or occupation group as qualification to sign, as certification, on the documents. An official stamp of the certifying person's organisation should also be affixed, if appropriate. If the certifying officer is a Justice of the Peace, they must list their registration number and state/territory of registration.
More → [19]
The model adopted by DVA for the certification of copies of POI documents is in line with the Whole of Government approach adopted by Australian government agencies. The accepted qualifications for the certification of these documents are based in legislation.
It is important that each page of a document is certified, as this provides reassurance that the copy is a true copy of an original. For example, where certification appears on the back of a document (which is blank) or only on the first page of a three page document, then a delegate should request to see the original, in preference to accepting the incompletely certified copy. The test is that a delegate should be reasonably satisfied that a certified copy is a true copy of an original.
In some instances, particularly where a person has paid for a document to be certified, they may not be willing to lodge the certified copy. In these circumstances, it is acceptable for a delegate to take a photocopy of the certified copy, for placement on file. The delegate should write on the copy CERTIFIED TRUE COPY OF A CERTIFIED COPY. This provides reassurance that the certified copy was sighted. The copy should be signed and dated.
Copies of certified copies, which have been certified by a person before whom a statutory declaration can be made, can also be accepted.
A copy of a certified copy can be regarded in the same way as a copy of an original. It is therefore not necessary for the original to be re-presented.
Copies of certified copies of documents can only be used for internal purposes, that is for placement on file to support a claim. A claimant may not remove the copy and use it for any other purpose.
More → [20]
Documents in a foreign language must have their originals sighted and a copy placed on file. A written translation must be provided. The translation of any documents must be done at the claimant's expense by an authorised translation service e.g. Department of Immigration and Citizenship, an appropriate embassy or professional translation service. This is usually recognisable by the document being stamped with the translator's details.
More → [21]
STATUTORY DECLARATIONS REGULATIONS 1993 Schedule 2 Persons before whom a statutory declaration may be made
http://www.comlaw.gov.au/comlaw/management.nsf/lookupindexpagesbyid/IP200400084?OpenDocument [23]
Links
[1] https://clik.dva.gov.au/user/login?destination=node/16634%23comment-form
[2] https://clik.dva.gov.au/user/login?destination=node/16620%23comment-form
[3] https://clik.dva.gov.au/book/export/html/16634#tgt-cspol_part2_ftn106
[4] https://clik.dva.gov.au/book/export/html/16634#tgt-cspol_part2_ftn107
[5] https://clik.dva.gov.au/book/export/html/16634#tgt-cspol_part2_ftn108
[6] http://auth-clik.dvastaff.dva.gov.au/compensation-and-support-policy-library/part-2-applying-pension/22-proof-identity/224-proof-identity-documentation/non-standard-proof-identity
[7] https://clik.dva.gov.au/compensation-and-support-policy-library/part-2-applying-pension/22-proof-identity/224-proof-identity-documentation/acceptable-proof-identity-documentation
[8] https://clik.dva.gov.au/book/export/html/16634#ref-cspol_part2_ftn106
[9] https://clik.dva.gov.au/book/export/html/16634#ref-cspol_part2_ftn107
[10] https://clik.dva.gov.au/book/export/html/16634#ref-cspol_part2_ftn108
[11] https://clik.dva.gov.au/user/login?destination=node/16632%23comment-form
[12] https://clik.dva.gov.au/book/export/html/16634#tgt-cspol_part2_ftn109
[13] https://clik.dva.gov.au/book/export/html/16634#tgt-cspol_part2_ftn110
[14] https://clik.dva.gov.au/compensation-and-support-policy-library/part-2-applying-pension/22-proof-identity/224-proof-identity-documentation/categories-proof-identity
[15] https://clik.dva.gov.au/book/export/html/16634#ref-cspol_part2_ftn109
[16] https://clik.dva.gov.au/book/export/html/16634#ref-cspol_part2_ftn110
[17] https://clik.dva.gov.au/user/login?destination=node/16606%23comment-form
[18] https://clik.dva.gov.au/book/export/html/16634#tgt-cspol_part2_ftn111
[19] https://clik.dva.gov.au/book/export/html/16634#tgt-cspol_part2_ftn112
[20] https://clik.dva.gov.au/book/export/html/16634#tgt-cspol_part2_ftn113
[21] https://clik.dva.gov.au/book/export/html/16634#tgt-cspol_part2_ftn114
[22] https://clik.dva.gov.au/book/export/html/16634#ref-cspol_part2_ftn111
[23] http://www.comlaw.gov.au/comlaw/management.nsf/lookupindexpagesbyid/IP200400084?OpenDocument
[24] https://clik.dva.gov.au/book/export/html/16634#ref-cspol_part2_ftn112
[25] https://clik.dva.gov.au/compensation-and-support-reference-library/departmental-instructions/2009/c202009-copying-certified-copies-documents-placement-file
[26] https://clik.dva.gov.au/book/export/html/16634#ref-cspol_part2_ftn113
[27] https://clik.dva.gov.au/compensation-and-support-reference-library/departmental-instructions/1998/c411998-proof-identity-income-support-payments
[28] https://clik.dva.gov.au/compensation-and-support-policy-library/part-2-applying-pension/22-proof-identity/224-proof-identity-documentation/non-standard-proof-identity
[29] https://clik.dva.gov.au/book/export/html/16634#ref-cspol_part2_ftn114