C-TPAT Employee ID Authentication Management System

Employee ID cards represent their identity. In the daily recruitment process, the Personnel Department often encounters applicants using fake or borrowed IDs. Some of these individuals are underage or are hiding their identities, which is illegal. To ensure the company's normal personnel operations are not affected and to be responsible to the employees, the factory, and customers, the company has established an Identity Card Monitoring Team and formulated a system for identifying employee ID cards.

1. Human Resources Recruitment Operations Standard

Hiring interviews are conducted by the Human Resources Manager or an administrative staff member, where they verify the identity and other valid documents of the applicants, and issue the "Employee File Registration Form" to those who meet the conditions such as the working age stipulated by the "Labor Law."

★ Candidates are required to fill out their personal resume, education background, political affiliation, and detailed address truthfully on the "Employee Record Registration Form."

★ The Personnel Department must assist in verifying the identity and background of individuals who will occupy key positions (such as transportation, warehousing, and handling) through local public security departments. Only upon verification and approval can they assume their posts.

★ The training, organized and arranged by the Human Resources Department, is designed to familiarize newly hired staff with the company's quality system and policies, factory rules and regulations, and distribute the "Employee Handbook." Records are kept and archived in the Human Resources Department.

Identification Document Authentication

★ Visual Discrimination:

The grid of the ID card is directly printed on the card itself, whereas the grid of a fake ID is printed on the lamination film.

☆ The genuine ID card features the public security office stamp with the character "局" in a neat upper and lower shape, and the characters "尸" and "乛" are connected together at the upper right corner (for ID cards processed before January 1, 1996).

The genuine ID card features a seal with a font that is elongated, resembling the style of Lishu script, like the character "一," whereas the fake ID's seal font is in a lead type style, also represented by the character "一."

The genuine ID anti-fake logo features a prominent Great Wall pattern and the word "China," which also reflects light; in contrast, the fake certificates have faint patterns and wording that are not distinct (for documents issued after January 1, 1996).

The genuine certificate features a finely and clearly detailed national emblem, whereas the counterfeit one is粗糙 and simplistic.

★ Identity Card Authentication Tester: (Details omitted, see user manual)

2. ID verification procedure for entering the factory

★ Considering the three characteristics of candidates who apply using someone else's ID:

☆ A thorough review reveals numerous discrepancies between the features and the documents.

☆ Not familiar with the content of the documents.

☆ Borrowing someone else's documents temporarily is not a long-term solution. Therefore, during our regular recruitment verification process, we must adhere to this regulation and implement a three-tier verification management system.

★ Be extra vigilant when checking ID cards during the hiring process for administrative personnel.

Firstly, verify if the age on the ID card matches the individual.

Is the ID photo a true likeness of the individual?

★ When documents are unclear or indistinguishable at first glance, it is recommended to:

Inquiring about the applicant's home address and date of birth, and sometimes deliberately providing incorrect information, requiring the applicant to correct it.

☆ Look for the ID card or feature part location for comparison, or find a specific facial feature for comparison.

☆ Comparisons can be made by examining the relative positions of the organs on the ID card or candidates, such as the height of the ears compared to the mouth and nose, the width of the jaw, the distance between the mouth and nose, the length and angle of growth of the eyebrows, the shape of the eyes, and the width of the forehead, etc.

Review other qualifications of applicants, such as graduation certificates and family planning certificates.

Upon arrival, candidates' personnel information, ID copy, and photos are submitted for a two-tier and three-tier review by the HR department supervisor and manager. In case of any doubts, the documents are sent back for re-evaluation to the next level. Upon confirmation, a signature is affixed to the HR form to verify authenticity.

3. ID card validity and authenticity tracking and monitoring management:

During employment, the Human Resources Department conducts periodic tests to verify the validity and authenticity of employees' ID cards.

☆ When distributing salaries, employees must present their valid ID cards; ② When applying for a temporary residence permit, a copy of the ID card is required.

☆ In the event that any employee is found to have lost, possess counterfeit, expired, or send their ID cards back home, the Personnel Department will issue a "Reminder Notice for ID Card Processing."

☆ The general notice period is 6 months. After 6 months, if the individual has still not obtained their personal ID card, they will be treated as an unlicensed person.