BPSS checks: the employment history element explained.
The Baseline Personnel Security Standard has four checks. One of them, three years of verified history, is the slow one. Here is how it works.
What is a BPSS check?
A BPSS check is the UK Government Baseline Personnel Security Standard: the pre-employment screening for civil servants, armed forces, temporary staff and government contractors with access to government assets. It has four checks: identity, right to work, employment history covering at least three years, and unspent criminal convictions. RefAssure handles the employment history references, not the identity, right to work or criminal record checks.
The four BPSS pre-employment checks.
Identity
Confirm identity using acceptable documents. The standard's Annex A lists them.
Employment history
Verify employment, education or both for at least the three years before the check, and look into gaps.
Criminal record
Unspent convictions, usually through a basic disclosure from DBS, Disclosure Scotland or AccessNI.
The BPSS employment history check in detail
Three years, at minimum
Version 7.0 of the standard (June 2024) says organisations must verify a person's disclosed employment, academic history or both for a minimum of three years before the BPSS checks are carried out. That can be done through HMRC PAYE records or employer references. Candidates can download their PAYE history from HMRC and provide it as evidence.
Self-employed candidates
For self-employment, the standard asks you to verify dates and business status with evidence such as HMRC records, or references from bankers, accountants, solicitors, trade contacts or clients.
Gaps
Where there are gaps of six months or more within the three years, continuous or added together, you should get references or evidence covering them. You can check shorter gaps too if your risk appetite calls for it.
Timing and record keeping
BPSS starts once a provisional offer is accepted, and the standard says a formal offer is made once BPSS is passed. There is no fixed validity period, but rechecks may be needed if someone moves organisation or returns after a long break. The standard includes a verification record (Annex B) to show what was checked.
Who runs it varies. HR usually administers BPSS, and the standard allows organisations to outsource some or all of it. Contractors working on government contracts are often asked to do it for their own staff. Always confirm what your contract or sponsoring department expects.
Chasing employers by hand vs RefAssure.
| By hand | With RefAssure | |
|---|---|---|
| Candidate consent | Separate form, often unsigned | Collected online, with signature, before anyone is contacted |
| Requests | Emails from a personal inbox | Sent by RefAssure on day 0, by email and text |
| Follow-up | Whenever someone remembers | 5 emails and up to 2 texts over 12 days |
| Bounced emails | Noticed days later, if at all | Flagged, most within minutes |
| Dates confirmed | Notes from a phone call | Date range answers, signed by the referee |
| Evidence | Scattered across inboxes | One signed PDF with a full audit trail |
Chased for you, day by day.
5 emails and up to 2 texts over 12 days, stopping the moment the referee replies.
BPSS questions
More in the full FAQs.
How many years does a BPSS employment history check cover?
Version 7.0 of the standard asks for a minimum of three years of employment or education history to be verified, with gaps of six months or more looked into.
Can references be used for BPSS?
Yes. The standard allows employment history to be verified through employer references or HMRC PAYE records. A signed reference confirming dates and job title is strong evidence for the file.
Is a basic DBS check enough for BPSS?
The criminal record element looks at unspent convictions, and the standard says a basic disclosure certificate can be accepted. Check the standard for the rules on older certificates and overseas checks.
Does BPSS expire?
The standard says BPSS has no validity period, but rechecks may be needed in some cases, such as a move between organisations or a break of more than 12 months.
What if part of the history cannot be verified?
The standard expects every effort to complete the checks. Where an element cannot be applied, the gap should be risk managed and recorded for audit. Keep a note of each attempt, such as a referee who did not reply after the final reminder, alongside any other evidence you accepted.
Who carries out BPSS checks for contractors?
Usually the contractor's own HR team, or a screening supplier they appoint, following the standard and any extra requirements in the government contract. Check with the contracting authority what evidence they expect to see.
Does RefAssure do full BPSS checks?
No. RefAssure collects employment history references with consent, automatic chasing and a signed PDF. Identity, right to work and criminal record checks are done separately. See DBS checks and right to work checks.
How much does it cost?
Your first reference is free. Credits then cost from 99p down to 80p each, with no monthly fee and no VAT added. See pricing.
Related guides
Three years of history, without the chasing.
Your first reference is free. RefAssure contacts each employer and files signed evidence.