Level 1 Approval Process

Any supplier who requests Level 1 status requires approval from UBS. Supplier Vetting Advisory Team, will carry out a review to assess the proposed vetting activities, which will be presented to the Global Vetting Decision Authority, who will confirm (with or without conditions) if a supplier is approved.

The Global Vetting Decision Authority is an internal committee that is authorized to decide and approve the level of individual suppliers. The decision will be based on a thorough risk assessment of the suppliers vetting activities.

1. Recommended vetting vendors

The UBS preferred vetting vendors have set up vetting packages which are compliant to the checks in the country specifications and these packages are available for our suppliers:

HireRight (UK) offers vetting packages for the countries in the EMEA region.

Cisive (US) offers vetting package for the countries in the Americas region.

First Advantage (Singapore) offer packages for countries in the APAC region.

Contact details for these vetting vendors can be provided by the Supplier Vetting Advisory Team.

2. UBS preferred vetting vendors (in the regions that do not have already established compliant vetting packages with UBS) and other vetting vendors (no relationship with UBS)

If a supplier would like to work with a UBS preferred vetting vendor in another region or have a different vetting vendor conduct vetting checks, there will be enhanced due diligence required: The supplier must provide evidence to UBS to show that all of the checks in the applicable country specifications can be achieved through the vetting vendor or 'in house' process that the supplier is proposing. If the proposal is to work with a vetting vendor, the supplier should request the vetting vendor to provide documentation outlining that they can fulfil the checks and that the vetting vendor report will provide all of the information required in the country specification. It is important that the criteria in the country specification are presented in the vetting vendor report so that an auditor can verify that the checks have taken place correctly, if the case is selected for audit. If a vetting vendor cannot conduct the checks as per the country specification and evidence the information in a vetting report, the proposed vetting vendor will not be approved.

3. 'In house' checks

If a supplier would like to conduct checks 'in house' e.g. your vetting team or HR department to conduct the checks, we require a submission from the relevant department outlining that the checks can be conducted and that copies of the checks can be evidenced at audit. If checks are conducted 'in house' the audit requirement is to show copies of the checks and not an internally generated report or spreadsheet.

4. Extending approval for additional countries

Approval is granted on a country by country basis and if a supplier would like approval to conduct Level 1 vetting in additional countries, the supplier should request this with Supplier Vetting Advisory Team, an additional review and approval from UBS is required.

5. Changes of vetting vendor or checks to be conducted 'in house'

If a supplier would like to change vetting vendor or move some/all checks in house, the supplier should request this change with Supplier Vetting Advisory Team, an additional review and approval is required.

If a supplier can no longer fulfil the checks via the Level 1 process, the Supplier Vetting Advisory Team should be consulted and they will discuss the options e.g. change to a UBS preferred vetting vendor or move to the Level 2 process (UBS initiate the vetting checks).

6. Use of non-approved vetting vendor or 'in house' process.

If a supplier uses a non-approved vetting vendor or process, this will produce a 'red' outcome at audit and the supplier will be required to remediate the non-compliant vetting by either re conducting the checks by the approved process or requesting approval for the new vetting vendor or 'in house' process.

7. Disclaimer

You have been approved as a UBS level 1 supplier for specific countries in compliance with UBS vetting standards and in connection to specific vetting vendors or in-house processes. Should your processes or vetting vendors change from what was initially approved to gain your level 1 status, or if you have staff in additional countries that have not been approved, you must seek re-approval from the UBS Vetting Decision Authority (via the Supplier Vetting Advisory team) prior to implementing any changes.