Frequently asked questions

The most common errors are highlighted below which are resulting in the applications be queried back to be corrected. Please help up us to help you by ensuring these errors are avoided.

Security Interviews.

1. The ID seen at the security interview is different to the ID used for the M-Trust application (Both should match).
2. Driving Licenses should only be used for British nationals.
3. The person conducting the security interview should be registered with the ID Centre as an Authorised Signatory or Trained Interviewer. We will not accept it from any other person.
4. The applicant’s signature on the security interview should match the ID used (The applicants ID document needs to be signed).
5. All the questions need to be answered and should not be left unanswered; ensure you use NA where appropriate. (Questions 4 and 5)

Escorted Employment Passes

1. The applicant’s address has changed and not been updated
2. The CRC address is different to the application address, they should be the same unless it is the requesting companies address registered with us or designated agent for which we have been advised. (If the applicant has recently moved the CRC issue date must be before the move date, which needs to be shown on the application).
3. Applicant’s details are incorrect DOB, Name and Nationality.

Full Pass Applications

1. The applicants email address has not been provided.
2. The CRC address is different to the application address, they should be the same unless it is the requesting companies address registered with us or designated agent who we have been advised of. (If the applicant has recently moved the CRC issue date must be before the move date, which needs to be shown on the application).

Thank you for your cooperation.

The HMRC alleviation process has been extended indefinitely and you can use a HMRC statement along with a completed HMRC Security Interview to cover all employment in the UK, without the necessity to try to reference them first without success. You will still need to cover any gaps in employment and provide any overseas employment references.

How to confirm your employment details using the HMRC app

How to confirm your employment details using the Personal Tax account

Please ensure the guidance notes are followed as per the ‘Security interview HMRC verification template’ and additionally we still require the standard Gatwick Security interview to be included with each application.

Security interview HMRC verification template

Here we explain the different types of ID passes available:

Passes have different colours and numbers and these represent various levels of access around the airport. See the diagram below which explains what they mean.

Additional access

Additional access can be requested by Authorised Signatory for ID pass holders. Please complete the form below.

CEM request document

A number of documents are required in the process of applying for a full ID pass. You will need the following:

1. A valid form of ID
• British nationals: A current UK passport or a UK driving licence.
• EEC/EEA nationals:  Acurrent passport or national identity card.
• ALL other nationals: A current passport together with an original document confirming the right to remain and the right to work in the UK : in some cases a visa should be presented
2. Proof of a national insurance number must be provided, e.g. P60, P45 or NI card
3. Satisfactory references covering the last five years
4. No gaps of over 28 days unaccounted for
5. A completed security interview form
6. A valid and current Criminal Record Check – CRC (valid represents - submitted within 10 weeks of the issue date) If the person was overseas, a CRC’s will be required from all countries where the applicant has resided for over six months within the last  five years. If this is the most recent CRC, this will need to be submitted within the 10 week validity period
7. A valid General Security Awareness Training (GSAT) 

Appointments can only be made by the company’s authorised signatory and are required for all passes.

Appointments can be booked online here.

The security interview form needs to be completed face-to-face with the individual the form relates to, due to the sensitive nature of the questions contained in the security interview.

The security interview needs to be completed by the company’s authorised signatory or trained interviewer and proof of ID details added at this point. The ID shown at the security interview should be used for any subsequent applications.

Companies that need access for their vehicles must first obtain a licence to operate vehicles. Permanent vehicle passes are issued for one year. All vehicles entering the restricted zone or controlled areas must have aviation insurance cover of not less than £50 million. Limited duration vehicle passes carry the same insurance requirements and are only applicable for vehicles that require occasional or very irregular airside access. All vehicles must be identifiable either by means of company livery or by removable transfers/signage on the side of the vehicle. Detailed vehicle emission standards are required and stringent MOT or safety inspection certificates are enforced. All drivers must have an airside driving permit or be accompanied at all times in the vehicle by an airside driving permit holder.

For more information and to apply for a airside operator’s license and airside driving permits, please contact :

Airdat: www.airdat.org

01227 200066 option 3

The ID Centre can only add staff car parking onto passes at the time of the initial issue. Parking can be added to 60 day, landside and full ID passes. Your Authorised Signatory needs to select this on MTrust.

For new staff parking requests, relating to Staff Car Park A, Company Authorised Signatories must complete this registration form and return to: staffparking@gatwickairport.com

Requests must provide the following information:

• Staff Full Names and ID Numbers (noted on the front of the GAL ID pass)
• Vehicle registrations, max of 2 per member of staff
• Date parking should be made active or cancelled (for billing purposes)

Requests must provide at least 7 working days’ notice for processing.

Who is an authorised signatory?

An authorised signatory is someone nominated by the company to manage the application for and manage ID passes under the terms of the ID scheme. To became an authorised signatory, your organisation must be a member of the ID scheme and you have to be nominated using the authorised signatory nomination form on MTrust.

What is the role of the authorised signatory?

Authorised signatories manage the ID pass scheme within their own company or section of the business. They are responsible for ensuring that relevant information about ID pass-holders or applicants is passed to the ID Centre and is kept up to date.

For new applications they have a responsibility for obtaining references and other documents (e.g. criminal record checks). They are also responsible for verifying aspects of each application.

Authorised signatories do not necessarily have to carry out each and every task themselves. They may have help from those responsible for referencing and other processes within their company. They should always ensure that relevant communications are passed to other appropriate people within their own businesses – for example HR departments, senior managers, etc.

What's a criminal record check? (CRC)

All permanent ID pass applicants must undergo a criminal record check or CRC (basic disclosure certificate). These statements disclose any prior unspent convictions. Certain convictions disqualify the applicant from holding a permanent identity pass.

It is the responsibility of the authorised signatory to ensure that the CRC is presented within its period of validity (currently 10 weeks) and is free of all disqualifying endorsements.

A new CRC is required at each ID renewal date (normally every five years). Some types of employment may require a counter terrorist check – a more detailed security screening. 

How do I obtain criminal record checks for our employees and new applicants?

Further information is available from the Disclosure and Barring Service (DBS) 

It is recommended that employers adopt a procedure whereby the application form should be completed by the applicant and sent direct to DBS. On return of the basic disclosure certificate (which will be sent to the applicant direct), the applicant should give the original certificate to the authorised signatory. The basic disclosure certificate must be presented to the ID Centre within 10 weeks of the date of issue. DBS operates an online service for applications which may be used by participating companies. Companies that need a number of applications to be made should consider registering with DBS.

Arrangements can be made for presentation of the disclosure certificate direct to the ID Centre by the applicant if required.

The basic disclosure certificate always remains the property of the applicant.

How do I get a CRC if the applicant lives abroad or is based overseas?

An overseas CRC will be required for any country an applicant has resided in for over six months, for more information please contact the specific countries embassy or refer to the CAA website.

You can also find more advice and information on the CPNI website.

If it is the current CRC it should be presented within 10 weeks of issue.

What happens when a pass-holder's details change?

The ID Centre must be informed of any changes to an individual's pass or ID record. A reissue or revalidation form should be completed for any of the following reasons:

• change of appearance
• company name or logo change
• change of company prefix (normally for internal company transfers)
• change of name or job title
• change of home address or telephone number.

Requests for changes of access requirements should also be submitted on the change of ID pass details form. The authorised signatory must sign a declaration confirming their agreement and consent to the changes to being made.

What happens if an ID pass is lost or stolen?

The loss of an ID pass is a serious matter and must be reported immediately to the ID Centre on 01293 503636, or if out of hours, to the control centre on 01293 501636. To obtain a replacement card the lost/stolen ID pass replacement form must be completed on MTrust by the authorised signatory.

EU and DfT legislation states that all airport staff requiring an airside staff pass must first complete a General Security Awareness Training (GSAT) course. Once you have completed the online course, you will be issued with a certificate.

There are several DfT approved GSAT courses. Please search here for the one that suits your company best. 

How many references does an applicant for an airside pass require?

A minimum of two references must accompany the application. One or more employment references must cover the previous full five years' employment or education history. Any gaps in employment must be verified by references from the appropriate agency (for example Jobcentre Plus for periods of unemployment, or an accountant or the HM Revenue & Customs for periods of self-employment).

If this five-year period is validated by only one employment reference (i.e. continuous employment for five years) then a second character/personal reference is necessary.

In cases where the applicant has neither worked, nor claimed benefit during the previous five years (for example, a carer or a previously non-working partner returning to employment), then a gap reference and personal reference is needed.

What about self-employment or periods of unemployment?

Periods of self-employment must be validated by a confirmation from the applicant's accountant, solicitor or HMRC office. The Job Centre Plus or other appropriate government agency must verify periods of registered unemployment. Any gaps of over 28 days must be covered by a reference from an individual (gap referee) who should be asked to confirm in writing how long they have known the applicant and, to the best of their knowledge, what the applicant was doing during the gap period in question. The recommended pro-forma reference request for employment should be used.

What information should gap references include?

A pro-forma reference request for gap references is available from the application forms section. This should be used with your own company's letterhead. It is particularly important that all contact names, addresses and telephone numbers are clearly legible and accurate. All references should be requested so that they are addressed to and sent direct to the prospective employer at his or her company.

The AC is a new level of UK National Security Vetting that has a lifespan of up to 5-years and is applied to applicants of all airside passes. This new clearance has been mandated by UK regulations and is required regardless of whether the person holds a higher level of clearance.

The Accreditation check is applied for by the ID centre on your behalf, unless you are a UK Air carrier or a control authority, who can apply for their own.

It is not transferable between companies and will need to be re-applied for in the event the applicant changes employers.

Please remember when applying for a full ID pass or 5-year renewal to include the applicants personal email address which is required for the check.

What happens if a accreditation checked is refused.

You will not be able to work airside at Gatwick Airport

Department for Transport 
The DfT's objective is to oversee the delivery of a reliable, safe and secure transport system that responds efficiently to the needs of individuals and business whilst safeguarding our environment. 
Department for Transport website

Civil Aviation Authority 
The CAA is the UK's aviation regulator, controlling all flight paths and aircraft routes at UK airports, regulates airlines, airports and NATS air traffic services. 
Civil Aviation Authority website

ANS 
ANS (Air Navigation Solutions) is responsible for controlling all flight paths and aircraft routes at all our UK airports. ANS takes responsibility for an aircraft from the time it departs the stand until it leaves UK air space. 
ANS website

Home Office 
The Home Office sets the framework of objectives, financial allocations, strategy and performance management for the key services that the Home Secretary is responsible for, providing common support services and driving delivery towards ambitious social objectives.
Home Office website

UK Border Agency 
The UK Border Agency is responsible for securing the United Kingdom borders and controlling migration in the United Kingdom. It manages border control for the UK, enforcing immigration and customs regulations. IT also considers applications for permission to enter or stay in the UK, citizenship and asylum. 
UK Border Agency website