Table of Contents
- Introduction
- Where to Add/Amend your Driving Licence
- Allowing Automated Driving Licence Checks
- What happens when there is a problem
- Cancelling Automated Driving Licence Checks
- Countdown to Automated Check Consent Renewal
- How to Renew Automated Check Consent
Introduction
Your employer may have activated the Automated Driving Licence Check facility within the EASY system. This facility allows you to choose if you want the system to automatically obtain your driving licence information from the DVLA to check that you have a valid driving licence.
By allowing the automated check, it will remove the need for you to upload a copy of your driving licence to EASY, possibly every year, and for your manager, or expenses team, to manually check and verify the details are correct.
You can stop the automated driving licence check from occurring at any time. In any event, you will be asked to renew your consent to automated driving licence check every 3 years.
This article explains how you can set up and manage the automated driving licence check in EASY.
Please note that the automated driving licence check can only be used by people with a UK driving licence.
Where to Add/Amend your Driving Licence
Once you have logged into the EASY System, you select the Driving Licence option available under the Expenses section in the Self Service menu.
Clicking on the 'Driving Licence' menu option will take you to the Driving Licence page, which will show some personal details that are needed as part of the automated checking process.
Allowing Automated Driving Licence Checks
To allow the EASY system to automatically check your driving licence details you need to complete the following steps to set this up.
1. Click on the 'Allow Automated DVLA Checks' field until a tick appears in the box. This will display two more fields that are to be completed.
2. Add your driving licence number to the Driving Licence Number field
3. The Postcode on Driving Licence field will have the home address postcode received from ESR. You should check that the postcode is the same as on your driving licence, and amend the postcode if necessary.
4. Click on the button at the top right of the page
5. You will be required to confirm you have given your consent for your driving licence information to be requested by the EASY Expenses System, and a Declaration panel will appear. You will need to click on the box that is before the wording giving your consent. Please ensure a tick appears in the box before going to the next step.
You may also be required you to complete an additional authentication stage. Should that be the case, the Authentication section will be included in the Declaration panel. For more details on the different authentication types, please refer to the Second Factor Authentication Check article. In the example above, we are using the Email One Time Password where the code required is sent to us in an email. After entering the code requested, you then click on the button.
In the example above, we are using the Security Word that requires the 3 characters requested. After entering the characters, or code requested, click on the button.
6. Where the driving licence check has been successful, a message will appear at the top of the page confirming the driving licence has been checked.
The Current area within the Driving Licence Document section will give the check reference, confirmation the check was automated, the driving licence expiry date, and a valid until date. Although your driving licence may not be due to expire for several years, your employer has duty of care responsibilities that requires them to check you still have a valid driving licence. The Valid Until date is the date when your driving licence is due to be checked next, this is normally every year.
Within the New section, you will be informed of when the next automated check will occur, which is normally a yearly check, unless your driving licence expiry date is sooner. You will also see the date when your consent to the automated check expires, this will be 3 years after you last gave consent, and there will be a button.
What happens when there is a problem
Where the EASY Expense System encounters an error when requesting the DVLA driver record information, the Driver Licence Details area will change back to its original input state for you to try again, or to supply a copy of your driving licence.
It may be that your licence number, full name, date of birth or home postcode is incorrect. If you think that you incorrectly entered your driving licence number, then try again by following the steps in the Allowing Automated Driving Licence Checks section above.
If the Full Name, Date of Birth or Home Postcode shown by the system are incorrect, then you will need to contact your manager to get the details amended in ESR.
Where you continue to have a problem, you should supply a copy of your driving licence to your manager, or the expenses team for checking and approval.
Cancelling Automated Driving Licence Checks
Should you decide that you no longer want the EASY Expenses System to access your DVLA driver record information, this can be done by following the steps below.
Please note: Cancelling the automated check will invalidate the driving licence details currently held within the system, and you will need to supply a copy of your driving licence for your manager/expenses team to check and approve.
1. Make your way to the Driving Licence page by following instructions in the Where to Add/Update your Driving Licence section above.
2. Click on the button
3. You will then be asked if you are sure that you want to cancel the automated checks. Click on the button.
4. The Driving Licence Details area will change back to its original state.
5. You will need to supply a copy of your driving licence for checking and approval by your manager/expenses team before you can make any further business related mileage claims. The Supplying your Driving Licence for Checking explains this process.
Countdown to Automated Check Consent Renewal
Every 3 years, you are required to renew your consent to EASY automatically obtaining and checking your driving licence information.
When there is less than 1 year remaining before you need to renew your consent, the button will appear on your driving licence page.
Usually, 1 month before your current consent expires, you will receive an email advising you that your consent is expiring soon. You may also receive further reminder emails prior to the current consent expiring.
If you have not renewed your consent before the expiry date, you will receive an email when the consent has expired.
How to Renew Automated Check Consent
1. Click on the the button
2. Tick the declaration box, provide the authentication code/characters (if required), and then click on button.
3. This will be confirmed by the a message appearing at the top of the page, and the Automated check consent expires date being updated.
