Certified Copies of ID for an Australian Super Fund or KiwiSaver (From the UK)

10 min read

If you live in the UK and your Australian superannuation ("super") fund or your New Zealand KiwiSaver scheme has asked for "certified copies" of your ID, you are not alone, and it is more straightforward than it sounds. This guide explains what each side asks for, who is allowed to certify your documents here in the UK, and how a notary public like Pegasus does it.

Most of the guide covers Australian super, which is the request we see most often. If you are dealing with a KiwiSaver scheme, the same certification works, with a few New Zealand-specific points: skip to the KiwiSaver section.

Why your super fund asks for certified ID

Australian super funds are bound by Australia's anti-money-laundering law (the Anti-Money Laundering and Counter-Terrorism Financing Act 2006) and overseen by the regulator AUSTRAC (the Australian Transaction Reports and Analysis Centre). Before a fund pays out, transfers, or otherwise acts on your account, it must verify that you really are who you say you are. This is often called KYC ("Know Your Customer") or customer identification.

AUSTRAC's guidance is clear that reporting entities, such as super funds, must use "reliable and independent documentation" to verify a customer's identity. Because you are thousands of miles away and cannot walk into a branch, the fund instead asks for certified copies of your identity documents: copies that an approved, independent person has confirmed are true copies of your originals.

This matters most when you are:

claiming or withdrawing your super from overseas;
consolidating or transferring funds;
updating personal details after moving abroad; or
being reunited with a "lost" or inactive account.

What "certified copy" actually means

A certified copy is a photocopy (or scan) of an original document, on which an authorised person has written words confirming it is a genuine, true copy of what they have seen. The exact wording funds expect is along the lines of "This is a true copy of the original document", followed by the certifier's signature, printed name, professional capacity (for example, "Notary Public"), and the date. Crucially, every page must be certified individually, not just the front page.

The certifier is not vouching that the contents are correct or that you are entitled to anything. They are simply confirming: I have seen the original, and this copy matches it.

Who can certify documents outside Australia, and does a UK notary count?

This is the question that worries most people, so let us be precise. For documents certified outside Australia, super funds and the Australian Taxation Office (ATO) accept a defined list of certifiers. A Notary Public appears on that list, alongside an Australian consular or diplomatic officer (at an Australian embassy, High Commission or consulate), a judge, a registrar or deputy registrar of a court, and in some cases a Justice of the Peace.

So yes, a UK Notary Public's certified copy is the standard, widely accepted route for a UK-based member. It is usually far more practical than travelling to the Australian High Commission in London.

A note on what a notary is, as the word is unfamiliar to many: in England and Wales a Notary Public is a specialist lawyer, regulated by the Faculty Office of the Archbishop of Canterbury, whose main role is to certify and authenticate documents for use abroad. There are only a small number practising in the country. A notary's certification carries an official seal and is recognised internationally, which is exactly why Australian funds list notaries as acceptable certifiers.

A few important caveats:

Funds vary. Each fund publishes its own list of acceptable certifiers and accepted documents. A notary public is listed by the major funds for overseas members, and the ones we are asked about most often are AustralianSuper, Australian Retirement Trust (which now includes QSuper and Sunsuper), Aware Super, UniSuper, Hostplus, REST, HESTA, Cbus, CareSuper, Colonial First State, AMP Super, Mercer Super, Spirit Super, NGS Super, legalsuper, TelstraSuper and First Super. Funds merge and rename often, so always check your own fund's "proof of identity" page or form before booking, whether or not it is on that list.
A condition on the certifier's country. Some funds (for example, Mercer Super) specify that an overseas notary is accepted only from a country that ranks well on Transparency International's Corruption Perceptions Index. The UK ranks among the least-corrupt countries in the world, so this is never a problem for a UK notary.
The notary must identify themselves properly. Several funds (such as First Super) require an overseas notary to quote their registration number, or the law under which they are appointed, alongside the certification. A UK Notary Public is appointed and regulated by the Faculty Office of the Archbishop of Canterbury and includes these details as standard, so the certification is accepted without fuss.
Certified copy, not necessarily an apostille. For most super-fund identity checks, a notary's certified copy is enough on its own. You do not automatically need an FCDO apostille (a government certificate that confirms an official's signature or seal for use abroad). Only obtain an apostille if your fund or the ATO specifically requests further legalisation: treat it as an optional add-on, not a default step.

What documents are typically needed

Funds generally want either one primary photo ID or two secondary documents. Exact lists differ, but typical examples are:

Primary (one is usually enough):

Current passport (Australian or foreign; some funds accept an Australian passport expired within the last two years)
Current photo driving licence (front and back)
A government-issued photo identity or proof-of-age card

Secondary (usually two, if you have no primary photo ID):

Birth or citizenship certificate
A recent government letter showing your name and address
A utility bill or council tax / rates notice
An ATO or pension/benefits notice

Always confirm the precise combination your fund accepts before you attend: taking the right originals first time saves a second appointment.

How Pegasus certifies your copies: the step-by-step

The process with a UK notary is quick and reassuring:

Check your fund's requirements. Send us the fund's proof-of-identity instructions (or the email they sent you) so we certify exactly what they ask for, with their preferred wording where it matters.
Book a short appointment. Bring the original documents, not copies. A notary must see the originals to certify a copy of them.
The notary checks and copies. We inspect each original, take a clear copy, and confirm your identity.
Certification and seal. On every copied page the notary writes (or stamps) that it is a true copy of the original, then signs, dates and applies the notarial seal. For a passport, we can also certify that the photograph is a true likeness of you, if your fund wants that.
You send it to your fund. Most funds let you upload certified copies online or post them. We can advise, and add an apostille only if your fund has asked for one.

Common mistakes, and how to avoid them

Only the first page certified. Funds reject copies where not every page is individually certified. We certify all pages as standard.
Bringing copies instead of originals. A notary cannot certify a copy of a copy: bring the original document.
Wrong or missing wording. Some funds insist on specific phrasing. Sending us the fund's instructions in advance avoids a re-do.
Expired ID. Check expiry dates; rules on expired passports vary by fund.
Assuming you need an apostille. Often you do not. Adding one unnecessarily costs time and money.
Illegible copies. Pages must be clear and easy to read, and we make sure of this.

KiwiSaver: if your scheme is in New Zealand

The request looks much the same, and the answer is much the same: a UK notary public can certify your copies. What differs is the law behind it and the exact wording.

New Zealand schemes are bound by the Anti-Money Laundering and Countering Financing of Terrorism Act 2009, and identity verification follows the Amended Identity Verification Code of Practice. Rather than "certifier", New Zealand uses the term trusted referee, and a notary public is on that list, alongside a lawyer, a Justice of the Peace, a chartered accountant, a registered medical doctor, a registered teacher, a member of police, a minister of religion and a Member of Parliament.

Three New Zealand-specific points catch people out:

Certifying from outside New Zealand. Where the certification happens abroad, the trusted referee must be someone authorised to take statutory declarations under the law of that country. A Notary Public in England and Wales can administer oaths and take statutory declarations, which is exactly why UK notaries are used for this.
Certification goes stale. A certified copy is generally expected to have been certified no more than three months before the scheme receives it. An old certification, however correct, may be sent back.
The wording goes further than "true copy". New Zealand schemes usually want the certification to confirm the copy also represents the identity of the named person, for example: "I certify this to be a true copy of the original, which I have sighted, and that it represents the identity of [your name]." Send us your scheme's form and we will certify in the words they ask for.

The trusted referee also has to be independent of you: not a relative, not living at the same address, and not involved in your financial affairs. A notary is independent by definition.

Withdrawing after permanent emigration

The most common reason a KiwiSaver member in the UK needs a notary is a permanent emigration withdrawal, and it needs more than certified copies:

You can generally apply one year after permanently leaving New Zealand. Moving to Australia is treated differently: that is a transfer into an Australian scheme rather than a withdrawal.
The application turns on a statutory declaration that you have permanently emigrated. A UK notary can take that declaration, so the declaration and the certified copies are done in the same appointment.
Schemes also ask for evidence of your departure and of your overseas address, such as travel records, a utility bill, a bank statement or a tenancy agreement.
Any New Zealand government contributions in your account are normally repaid to the government before it closes, which is a matter for your scheme rather than for us.

Requirements vary between schemes. The ones we are asked about most are ANZ, ASB, Fisher Funds, Westpac, Milford, BNZ, Simplicity, Booster, Generate, Mercer NZ, SuperLife, AMP and Kōura. As with Australian funds, check your own scheme's withdrawal form before your appointment: it sets the wording, and it is the scheme, not us, that decides whether what you send satisfies it.

Turnaround and cost

A certified-copy appointment with a notary is usually short, and in many cases you can leave the same day with your certified documents in hand. What it costs depends on how many documents you have and how many pages each one runs to, so we quote for your particular set before you commit.

If your fund does ask for an apostille on top, that is a separate, optional step, and it's where using an agent saves real time: applying yourself by post to the FCDO can take around a month, whereas through Pegasus an apostille is from £99 per document, including the FCDO's own fee, and is usually ready in two to seven working days depending on the service you choose, plus a working day for despatch and delivery.

Frequently asked questions

Will my Australian super fund accept a UK notary's certified copy? In almost all cases, yes. A Notary Public is a standard, listed certifier for documents certified outside Australia. Always check your specific fund's proof-of-identity page first, as lists vary slightly between funds.

Do I need an apostille as well? Usually not. For identity verification, a notary's certified copy is generally sufficient on its own. Only add an apostille if your fund or the ATO specifically asks for further legalisation.

Do I have to use the Australian High Commission instead? No. An Australian consular officer is one acceptable certifier, but a UK notary public is equally accepted by funds, and is often quicker and more convenient.

Can you certify documents for a KiwiSaver scheme too? Yes. A notary public is a trusted referee under New Zealand's AML/CFT rules, and a UK notary can take statutory declarations, which is what a permanent emigration withdrawal turns on. Note New Zealand's three-month freshness expectation and its longer certification wording.

I have both an Australian super account and KiwiSaver. One appointment or two? One. We can certify both sets in the same appointment, in each side's preferred wording. Bring the originals and both providers' instructions.

Can you certify a copy of my passport photo page only? We can, but make sure your fund does not also require additional documents. We will certify every page they ask for.

Get help from Pegasus

If you are in the UK and an Australian super fund or a KiwiSaver scheme needs certified copies of your ID, we can take the worry out of it: checking your provider's exact requirements, certifying your documents correctly, taking a statutory declaration where a KiwiSaver withdrawal needs one, and arranging an apostille only if it is genuinely needed.

This guide is general information, not formal legal advice; please confirm the details of your own case with your super fund or with us. Call Pegasus Legalisation on 07982 303 077, email info@pegasusnotaries.com, or visit us by appointment at 11A Kilmersdon Road, Bristol BS13 9NQ.

Sources

Need this handled? We arrange FCDO apostilles, legalisation and certified copies from our Bristol office.

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