Verifying the identity of employees

If you have a business in the Netherlands and employ staff, you must verify the identity of all workers on the basis of an original identity document. This applies to both Dutch and foreign workers who you employ. Even if (foreign) temporary workers are hired through an intermediary or work for you through a contractor or subcontractor, you must nevertheless verify the identity of these workers. In addition, you must ensure that your employees can always produce valid proof of identity when at work.

Step-by-step plan to determine identities

A step-by-step plan, developed by the Ministry of Social Affairs and Employment, helps you to determine your new employee's identity and whether he or she is permitted to work for you. The step-by-step plan is only available in Dutch.

Records

You are obliged to keep a copy of the identity document in your records. You must retain this copy for 5 calendar years after the termination of the working relationship, period of employment or activities. When the validity of an identity document has expired, it is not necessary to keep a copy of a new identity document in your records.

Temporary workers

Where temporary workers are hired through an intermediary or a contractor or subcontractor, you must verify and record their identity for the purpose of (limiting the risk of) claims for liability by the Dutch Tax and Customs Administration (Belastingdienst). With regard to these workers, you must retain the copies for 7 years after the end of the activities or period of temporary work.

Valid identity documents

A driving licence is not a valid identity document for the purpose of verifying a person’s identity at the start of the working relationship as it offers no indication of nationality and residency status. In other situations, for example for workplace inspections, a driving licence is a valid identity document.