How does a cardholder complete an ID check?

When a Primary Employer registers a new Rail Industry Worker (RIW) in RIW System, the cardholder will need to undertake an ID check as part of their onboarding. The cardholder will receive an email with a link to complete an ID check by our partner, Veritas. 

The cardholder should follow the instructions and upload the required identification documents as per the requirements outlined in our article What identification documents does a cardholder require to complete an ID check?

Once the ID check process has been paid for and requested, the cardholder will have 10 days to complete the application before the link expires. If the new cardholder does not complete the ID check within this time, the Employer will need to purchase a new ID check and start the ID check process again.

An RIW card can not be ordered until an ID check has been successfully completed.

This instruction applies to the following RIW System User Roles: 

  • RIW cardholder

Step 1: Receipt of initial Identity Check email

Once a new RIW profile has been created by a Primary employer, the new cardholder will receive the following email:


Before starting the application, the cardholder should have their identity documentation to hand.  Check what documents can be used during this process by reading our article  What identification documents does a cardholder require to complete an ID check?

Click on the Start Application link.

Step 2: Initial instruction

The cardholder will be taken to the Veritas website to undertake the ID check.  

Click on the Continue button.

NOTE: If the applicant encounters a message such as Access Denied, please contact the RIW Service Desk on 1300 101 682 or via email address

Step 3: Date of birth

The cardholder must enter their Date of Birth using the drop down calendar to verify their application. When complete, click the Sign In button.

Step 4: Confirmation of Personal Details

Check that your Employer has recorded your personal details correctly.  Confirm this by clicking on the Yes radio button and click the Next button.

It is important that the cardholder's details are correct at this stage and that the identity documentation to be submitted exactly matches/confirms these details.  If there is a concern, please contact your employer to rectify these details.

Step 5: Uploading documents

From the list located at What identification documents does a cardholder require to complete an ID check?, start uploading the required documents. Select the type of document first from the drop down and then click on the + button  in the Add a New Document box.

Step 6: Identity document information

Complete the details required for the document and add the image file(s) of the document..  Up to 4 images per document can be added for each document (eg. front and back of the drivers licence).  When adding multiple documents, click the Add a New Document link to repeat the process..

When  all the documents have been uploaded, click on the Save button.

Middle Name:  If your document only uses the initial of your middle name, please include your middle name in full.

If you do not have a middle name and/or a surname, please indicate this by clicking on the I do not have a middle name and the I do not have a surname buttons.

Step 7: Document checklist

On completion of the document uploading, the system will provide the following screen.  Click the Next button.

Step 8: Summary

Check and confirm that all the information lodged is accurate and complete.  If changes need to be made, click on the  Edit button and make changes.  Once this has been done, click the Submit button.

Step 9: Completion of lodgement

The Form Complete screen will appear.  This confirms that the ID check has been lodged and is being processed.

Step 10: Status email

Once the ID check has been processed, the cardholder will receive a RIW ID Check - Status Update email advising the outcome status of the ID check, whether successful/unsuccessful.

Please note that our ID check service partner references directly with government identification services, and if an exact match is found, the application will be processed almost immediately. If an exact match is not found, then the application may require further review, and therefore an application can take up to 10 days to process. Standard processing time is in 48 hours.

RIW Knowledge Centre Article Link:

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