We apologise to our members for the extended hold/wait times and delays to withdrawals from defined benefit accounts. We expect to resolve most issues by the end of May 2022 and are confident the majority will be resolved much sooner. Please read our service update for more information.

Also note: The ESSSuper mobile app has been updated and is available to download. Visit our Members Online web page for more details.

Proof of identity

May 25 2022

Keeping your account secure is a responsibility we don't take lightly.

Identifying people is an important part of our obligation to prevent fraud, money laundering, and terrorism financing in Australia, so you may need to prove your identity (ID) before we can process some requests, including:

  • Applying for a withdrawal, benefit payment, or transfer
  • Applying to open an Income Stream or Beneficiary Account
  • Asking us to change your name in our records, and
  • Changing the bank account you nominate for withdrawals and pension or income stream payments.

We may also need to identify non-members as part of a Family Law or insurance claim.

Verification of your proof of ID is effective for a year. During that 12 months, you generally won't need to provide your identification again for subsequent requests unless your details change (e.g. your name, bank account, etc.). However, because verifying our members' identities is an important security measure in protecting your benefits, you will need to verify your identity for relevant requests received after that 12 months. We may also ask you to provide additional proof of ID at any time if required.

There's two ways you can provide proof of your identity:

  1. Electronic ID verification through Members Online
  2. Providing ESSSuper with physical certified copies of documents.

Providing proof of ID electronically

Through Members Online you can provide your proof of ID electronically. If your name and date of birth in our records match the details on your documents, you can verify your identity online by providing the details of two government-issued ID documents such as your Australian passport, driver's licence, and/or Medicare card.

This only takes a few minutes and is part making a request through Members Online (when required).

Who your information will be shared with

In order to verify your ID, your information will be passed on to external organisations in order to electronically match your information with information on their databases. These organisations will assess and advise us whether all or some of the information you provided matches their records. We have an arrangement with Equifax Pty Ltd. (Equifax) who completes electronic verification on our behalf using external data sources such as:

  • Commonwealth and State government departments via the Australian Government Document Verification Service (DVS)
  • Publicly available information such as the Australian electoral roll and White Pages, and
  • Credit, insurance, and tenancy information files held by Equifax (this is only to confirm your identity and is not a credit check).

Physical certified copies of ID documents

You can send certified copies of your ID documents to us by email or post (or bring them to our office in person) if you:

  • Aren't a member of ESSSuper
  • Don't have access to Members Online, or
  • Need to provide documents unavailable through Members Online.

Notes:

  • Please send only certified copies of your proof of ID to ESSSuper. Do not send your original documents.
  • A scan of your certified ID document(s) can only be emailed to us (at info@esssuper.com.au) from the email address we have on file for you.
  • When submitting a Beneficiary Account application, both your forms and proof of ID documents must be posted or presented in person. Your application and accompanying proof of ID cannot be accepted by email.

What is a certified copy?

A certified copy is simply a photocopy of your ID (including front and back if required) that has been verified by an authorised certifier. They will add notes and sign the copy to verify that it is a genuine and accurate copy of the original ID document.

How are documents certified?

You can get your proof of ID documents certified in three steps:

  1. Organise your documents and work out what proof of ID you need to provide
  2. Take the original and a clear copy of your selected documents to an approved certifier who will verify that the original documents have been sighted and that the copies are true and accurate copies of the originals, and
  3. Ensure that the certifier sights the original, signs the copy confirming it is a true copy of the original, and provides their name, the date of certification, and the category/occupation that qualifies them to certify documents.

What does a valid certification look like?

When checking if your document has been certified correctly, you need to ensure the certifier has:

  • Written or stamped the words "I certify that this document is a true copy of the original" or "Certified true copy"
  • Written or stamped their full name
  • Written or stamped their qualification to verify themselves as an authorised certifier, and their registration number associated with the qualification (if applicable)
  • Signed the document
  • Dated the document within the last 12 months, and
  • Certified all pages of the identification document

Example:

Proof of ID - Example of valid certification

Each page of the copy must be certified as a true and complete copy of the corresponding page of the original document, except for the last page which must be certified to the effect that the copy of the document is a true and complete copy of the original document.

Acceptable documents as proof of ID

For most requests, a current Australian driver's licence, passport, or proof of age card containing your photo (issued under a state or territory law) are all acceptable forms of identification.

We can also accept a current driver's licence, passport or similar travel document issued by a foreign government, if it contains your photo and signature. Any documents not in English must be accompanied by an English translation prepared by a translator accredited by the National Accreditation Authority for Translators and Interpreters Ltd (NAATI).

If you're unable to produce one of the identity documents listed above, you have the option to provide two documents: one from each of lists A and B below.

List A:

  • Birth certificate or birth extract
  • Citizenship certificate issued by the Commonwealth
  • Pension card issued by the Department of Human Services (Centrelink) that entitles the person to financial benefits.

List B:

  • Letter from the Department of Human Services (Centrelink) or other Government body in the last 12 months regarding a Government assistance payment
  • Tax Office Notice of Assessment issued in the last 12 months
  • Rates notice from local council issued in the last 3 months
  • Electricity, gas or water bill issued in the last 3 months
  • Landline phone bill issued in the last 3 months (mobile phone bills will not be accepted).

Who can certify documents?

Who can certify documents? Conditions and definitions
Accountant A member of the Institute of Chartered Accountants in Australia and New Zealand, the Australian Society of Certified Practicing Accountants or the Institute of Public Accountants; Member of the Association of Taxation and Management Accountants; or a Fellow of the National Tax Accountants' Association.
Banking or Financial Institutions A bank or building society or Credit Union officer with 2 or more continuous years of service; or a finance company officer with 2 or more continuous years of service; or financial advisor or financial planner, An officer with, or a credit representative of, a holder of an Australian credit licence, having 2 or more years of continuous service with one or more licensees.
Consular or Diplomatic Officer An Australian Consular Officer or an Australian Diplomatic Officer (within the meaning of Consular Fees Act 1955).
Authorised person in a foreign country A person in a foreign country who is authorised by law in that jurisdiction to administer oaths or affirmations or to authenticate documents.
Justice of the Peace or Notary Public A Justice of the Peace or Notary Public.
Law Enforcement A Police officer; A Sheriff or Sheriff's officer; a member of the Australian Defence Force who is an officer; or a non-commissioned officer within the meaning of the Defence Force Discipline Act 1982 with 2 or more years of continuous service or a warrant officer within the meaning of that Act.
Legal Professional Legal practitioner; a judge of a court; a magistrate; a chief executive officer of a Commonwealth court; a registrar or a deputy registrar of a court; a master of the court; a Bailiff; a Clerk of the court; a Trades marks attorney; a Patent attorney; a Commissioner for Affidavits; or a Commissioner of Declarations. A person who is enrolled on the roll of the Supreme Court of a State or Territory, or the High Court of Australia, as a legal practitioner (however described).
Medical and Pharmacy Medical Practitioner; Dentists; Pharmacists; Chiropractor; Nurse; Midwife; Optometrist; Physiotherapist; Occupational Therapist or Psychologist.
Outside of Australia, Employee of the Trade Commission or of the Commonwealth An employee of the Australian Trade Commission or of the Commonwealth who is in a country or place outside Australia and is authorised under paragraph 3 (c) or 3 (d) of the Consular Fees Act 1955 and exercising his or her function in that place.
Politician or Government Employee A permanent employee of the Commonwealth or a Commonwealth authority; or a State or Territory or a State or Territory authority or a local government authority with 2 or more years of continuous service. A member of the Parliament of the Commonwealth; or the Parliament of a State; or a Territory legislature; or a local government authority of a State or Territory. A Senior Executive Service employee of the Commonwealth or a Commonwealth authority; or a State or Territory or a State or Territory authority; or State Emergency Service employee of the Commonwealth or Australian Public Sector employee engaged on an ongoing basis with 2 or more years of continuous service who is not specified in another item of this list.
Teacher A Teacher Employed on a full time basis at a school or tertiary education institution.
Other

A Veterinary Surgeon; Marriage celebrant or Minister of religion registered under Subdivision A or C of Division 1 of Part IV of the Marriage Act 1961; Architect.

Engineer who is a member of Engineers Australia, other than at the grade of student or a registered Professional Engineer of Professionals Australia or registered as an engineer under a low of the Commonwealth, a State or Territory' or registered on the National Engineering Register by Engineers Australia; a member of the Governance Institute of Australia Ltd; a person before whom a statutory declaration may be made under the law of the State or Territory in which the declaration is made; a member of the Australasian Institute of Mining and Metallurgy.

An agent of the Australian Postal Corporation who is in charge of an office supplying postal services to the public.

A permanent employee of the Australian Postal Corporation with 2 or more years of continuous service who is employed in an office supplying postal services to the public.

A migration agent registered under Division 3 of Part 3 of the Migration Act 1958.

More information

The information we need to verify your documents

Your full name and either your date of birth or your residential address on the documents you provide must match the details we have for you in our records. If the details don't match, or the documents you provide are out-of-date, we won't be able to use the documents to verify your identity. You will need to provide a certified copy of your current documents.

If your details in our records don't match the details on your documents

If your name and date of birth in our records (you can check these in the My details section in Members Online) don't match the details on your documents, you will need to update what we have on file:

  • Name: Download a Change of name form, available in the Forms section of Members Online. The completed form and a certified copy of your identification/linking document(s) can be scanned and emailed to us at info@esssuper.com.au from the email address we have on file for you, or posted to ESSSuper at the address on the form.
  • Date of birth: Please contact us.

A linking document proves a relationship exists between two (or more) names. For a change of name, suitable linking documents include:

  • A marriage certificate or certificate of registration (if you are on a relationship register) issued by the Births, Deaths and Marriages Registration Office (ceremonial certificates cannot be accepted)
  • A deed poll or change of name certificate from the Births, Deaths and Marriages Registration Office.

If you've reverted to your maiden name, we will require your marriage certificate (from the Births, Deaths and Marriages Registration Office) showing your original maiden name and your married name.

Note: To transfer your super into or out of ESSSuper, your details in our records must match your details with the other super fund.

Acting on behalf of a member

If you're submitting a form on behalf of an ESSSuper member, you will need to provide:

  • A certified copy of the Guardianship papers or Power of Attorney
  • A certified copy of your proof of identity as the holder of the Guardianship or Power of Attorney, and
  • A certified copy of the member's proof of identity.

Guardianship papers or Powers of Attorney can only be certified by specific authorised persons:

  • Justice of the Peace
  • Legal practitioner on the roll of the Supreme court of a State or Territory, or the High Court of Australia
  • Person authorised to administer an oath in accordance with sections 123C and 124 of the Evidence (Miscellaneous Provisions) Act 1958 (Vic), including:
    • A police officer of or above the rank of sergeant or for the time being in charge of a police station
    • A fellow of the Institute of Legal Executives (Victoria), and
    • An Australian consular officer.

Each page of the copy must be certified as a true and complete copy of the corresponding page of the original document, except for the last page which must be certified to the effect that the copy of the document is a true and complete copy of the original document.

 


The information on this page is a guide only and we may request additional details or documentation if required.