Audit This Before Your Next EP Renewal
MOM's position on foreign workers’ qualifications needing to be verified is reassuring on paper. What’s more, employers are only required to verify a candidate's qualifications once, and they can reuse the legitimate verification report issued by any of MOM’s authorised providers for subsequent EP renewals.
However, there is an operational detail that creates friction in practice. If your verification proof was issued by a background screening company before 1 September 2023, MOM requires you to approach the screening company to reissue the verification proof with a MOM verification reference number, which you will need to key into the EP application form.
This article is a deep dive into that "already verified" catch. It explains what MOM is asking for, why it creates friction, and how to audit your archive so renewals and transfers do not turn into last-minute document hunts.
What You Need to Know
What Exactly Is the Issue?
Two MOM statements are both true:
- Verify once: Employers only need to verify a candidate's qualifications once
- Legacy proofs needs reissue: If your verification proof was issued before 1 September 2023 by a background screening company, you need to get it reissued with a MOM verification reference number, then key that number into the EP application form
The actual issue: Older proofs were not prepared in the submission-ready format MOM expects today, as the guidelines were only implemented at a later date. As the MOM verification reference number is now a required input in the EP submission flow, even if your team stores older reports as PDFs in a shared drive, they may be valid records but will not meet MOM’s most updated standards for applications.
Why This Matters Even If Your Renewals Usually Go Smoothly
MOM explicitly notes that most verification checks can be completed within 14 working days, and if there is no update, employers have to approach the background screening company directly to obtain an interim report for urgent applications.
That timeline is acceptable when you start early. It becomes stressful when:
- Renewal timelines are tight
- The person who handled the original verification has moved on
- The candidate is switching teams and the new owner cannot find the right documentation quickly
The pattern: Verification does not always fail loudly. It more often fails as delay, rework, and back-and-forth.
What MOM Expects You to Do, Step by Step
MOM spells out the mechanics in several places. The workflow is straightforward:
If Your Proof Is Pre-1 September 2023, Ask for Reissue with the MOM Verification Reference Number
MOM's FAQ is explicit: you can submit proof issued before 1 September 2023 if it was issued by a background screening company listed on MOM's website, but you will need to ask the company to reissue it with a MOM verification reference number, and key that number into the EP application form.
If there were any missing information not verified in the previous verification process, you may need to reorder as a brand new verification check to get all the required information for MOM submission.
MOM's guidance on whether you need to verify each time repeats the same instruction and adds a practical caveat: if the screening company no longer keeps your records, you may need to verify the candidate's qualifications again.
Key the Reference Number and Upload the Proof During Submission
MOM's guide to submit verification proof from background screening companies shows the operational steps clearly: key in the MOM verification reference number, then upload the verification proof.
Why this matters: "I have the PDF" is not always enough. The EP submission flow expects the number as a structured input.
The 15-Minute Audit That Prevents Most Last-Minute Scrambles
You do not need a big compliance project to handle this. A simple audit can reveal whether you have a real risk.
Step 1: Pick a Small Sample
Start with:
- EP renewals in the next 60 to 90 days, and
- Any employees who recently changed roles or cost centres (because ownership changes are where records often get lost)
Step 2: Check Only Three Things
For each person, look for:
- Was verification proof obtained via a background screening company? MOM's documentation and FAQs are written around that flow, including the reference number requirement.
- Is the proof dated before 1 September 2023? If yes, assume you may need reissue with a MOM verification reference number.
- Do you have the MOM verification reference number available? If not, you will likely need to approach the screening company for reissue.
Step 3: Create a Simple Triage Rule
A practical triage that many teams use:
What Tends to Go Wrong, and What Teams Do About It
Problem 1: "We Cannot Find the Report, but We Are Sure It Was Done"
This is common in shared drives and inbox-based processes.
MOM's instruction: If the screening company no longer has records, you may need to verify again.
Problem 2: "We Have a Report, but It Does Not Have the MOM Verification Reference Number"
This is exactly the pre-1 September 2023 scenario MOM calls out, where you may need the vendor to reissue with the reference number.
How teams fix it: Store the reference number as a field in HRIS or the candidate record, not only inside a PDF.
Problem 3: "No One Knows Who Owns the Follow-Up"
MOM's guidance says that if there is no update, employers have to approach the screening company directly.
How teams fix it: Define a single owner for vendor follow-up. Some companies place it with HR ops. Others place it with mobility. The best choice is usually whoever is closest to the EP submission step.
How to Make This Less Painful Next Time
1. Store the Reference Number Separately from the PDF
MOM's submission guide makes it clear the number is a mandatory field you key in. It makes sense to store it, for example, in the employee profile, or in the EP tracker used by HR ops.
Benefit: When renewal time comes, you have the number readily available without having to hunt through PDFs.
2. Add One Line to Your Renewal Checklist
A simple checklist line can be: "Do we have the MOM verification reference number for this person's highest declared qualification?"
Benefit: Catches missing reference numbers before submission deadlines.
3. Decide How You Will Handle Pre-1 September 2023 Proofs
MOM says you can use pre-1 September 2023 proof if it was issued by a listed background screening company, but you still need to get it reissued with the MOM verification reference number. Missing information not collected previously may warrant a brand new verification or extra fees to obtain.
The decision is operational:
- Do you proactively clean up all pre-1 September 2023 proofs, or
- Do you handle them only when renewals arise?
Recommendation: If you have a manageable number (under 50), proactive cleanup saves time. If you have hundreds, handle them as renewals arise but flag them in your system so you can plan ahead.
💡 Quick Self-Check
Ask your team: If we had to renew 10 EPs tomorrow, how many would have the MOM verification reference number immediately available? If the answer is "we would need to check", you have a data storage gap worth fixing.
Key Takeaways
- Verification proof issued before 1 September 2023 may need reissue with MOM verification reference number
- "Verify once" still applies; the issue is format, not re-verification
- EP submission flow requires MOM reference number as a structured input, not just in a PDF
- A 15-minute audit can identify at-risk renewals before they become urgent
- Store MOM reference numbers as a field in HRIS or EP tracker, not just in PDFs
- Most verification checks complete within 14 working days; plan accordingly
- Define clear ownership for follow-up with screening companies
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Your Action Checklist
Within the next week:
- Run the 15-minute audit on upcoming renewals (next 60-90 days)
- Identify any pre-1 September 2023 proofs in your archive
- Contact screening companies to request reissue with MOM reference numbers
For ongoing process:
- Add MOM reference number field to your HRIS or EP tracker
- Add reference number check to renewal checklist
- Define owner for screening company follow-up
Related Resources
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FAQs
FAQs
This depends on the industry and type of role you are recruiting for. To determine whether you need reference checks, identity checks, bankruptcy checks, civil background checks, credit checks for employment or any of the other background checks we offer, chat to our team of dedicated account managers.
Many industries have compliance-related employment check requirements. And even if your industry doesn’t, remember that your staff have access to assets and data that must be protected. When you employ a new staff member you need to be certain that they have the best interests of your business at heart. Carrying out comprehensive background checking helps mitigate risk and ensures a safer hiring decision.
Again, this depends on the type of checks you need. Simple identity checks can be carried out in as little as a few hours but a worldwide criminal background check for instance might take several weeks. A simple pre-employment check package takes around a week. Our account managers are specialists and can provide detailed information into which checks you need and how long they will take.
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In a competitive marketplace, making the right hiring decisions is key to the success of your company. Employment background checks enables you to understand more about your candidates before making crucial decisions which can have either beneficial or catastrophic effects on your business.
Background checks not only provide useful insights into a candidate’s work history, skills and education, but they can also offer richer detail into someone’s personality and character traits. This gives you a huge advantage when considering who to hire. Background checking also ensures that candidates are legally allowed to carry out certain roles, failed criminal and credit checks could prevent them from working with vulnerable people or in a financial function.
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