UK Right to Work Share Code
UK Right to Work Share Code
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UK Right to Work Share Code: Complete Guide
UK Right to Work Share Code: Complete Guide
What is the UK Right to Work Code Share?
The UK's digital right to work verification system has changed how employers verify employment eligibility. The share code system gives a secure, streamlined way to confirming a candidate's right to work in the UK, replacing the traditional reliance on physical documents with a digital verification.
This comprehensive guide explains how the share code works, who needs a code, and how employers can properly conduct right-to-work checks to avoid hiring an illegal worker and potential civil penalties.
What is a UK Share Code?
A share code is a unique alphanumeric code that gives employers the ability to verify a prospective employee's immigration status and right to work in the UK through an online service. This digital system has basically replaced the need to check original documents like passports or biometric residence permits for most workers.
The share code usually consists of a 9-character alphanumeric code and is then valid for 30 days from the moment of generation. After this time, candidates must generate a new code if verification hasn't been completed already.
Who Needs a Share Code?
Not everyone needs a share code for employment verification. The requirement depends on both nationality and immigration status:
EU, EEA, and Swiss Citizens
EU, EEA, and Swiss nationals who have the settled or pre-settled status under the EU Settlement Scheme need to provide a share code to prove their right to work. These individuals can no longer just rely on their national identity card or passport as their proof of right to work.
Irish citizens represent a special case - while they can use the share code system, they can also continue to use their Irish passport as a means of verification of their right to work due to Common Travel Area arrangements.
Non-UK Nationals and Foreign Nationals
Non-UK nationals from outside the EU/EEA who have a biometric residence permit, biometric residence card, or digital immigration status also need to generate a share code for employment verification.
Migrant workers and international students need to provide a share code as part of the verification process, which will show any restrictions on the types of jobs they can perform or take on .
British Citizens
British citizens with a valid British passport can be verified through the online check using their personal passport details. Also, employers can still check British citizen status through manual checks of physical documents and original documents.
Not everyone needs a share code for employment verification. The requirement depends on both nationality and immigration status:
EU, EEA, and Swiss Citizens
EU, EEA, and Swiss nationals who have the settled or pre-settled status under the EU Settlement Scheme need to provide a share code to prove their right to work. These individuals can no longer just rely on their national identity card or passport as their proof of right to work.
Irish citizens represent a special case - while they can use the share code system, they can also continue to use their Irish passport as a means of verification of their right to work due to Common Travel Area arrangements.
Non-UK Nationals and Foreign Nationals
Non-UK nationals from outside the EU/EEA who have a biometric residence permit, biometric residence card, or digital immigration status also need to generate a share code for employment verification.
Migrant workers and international students need to provide a share code as part of the verification process, which will show any restrictions on the types of jobs they can perform or take on .
British Citizens
British citizens with a valid British passport can be verified through the online check using their personal passport details. Also, employers can still check British citizen status through manual checks of physical documents and original documents.
How to Generate a Share Code
The process for generating a share code differs slightly depending on immigration status:
For EU Settlement Scheme Status Holders
EU, EEA, or Swiss citizens with settled or pre-settled status can create a share code through the "View and Prove Your Immigration Status" online service. They'll need:
Their biometric residence card number, biometric residence permit number, or passport/national identity card used during their initial visa application
Access to the mobile phone number or personal email address associated with their original application
For Visa Holders
Those with a UK visa (including Student Visa, family visa, or other type of visa) can generate their code through the "Prove Your Right to Work to an Employer" service. They'll need:
Their biometric residence permit number or biometric residence card number
Access to the email address linked to their immigration account they originally used
After generating the online share code, applicants can share it with their prospective employer along with their date of birth in order to be verified.
The process for generating a share code differs slightly depending on immigration status:
For EU Settlement Scheme Status Holders
EU, EEA, or Swiss citizens with settled or pre-settled status can create a share code through the "View and Prove Your Immigration Status" online service. They'll need:
Their biometric residence card number, biometric residence permit number, or passport/national identity card used during their initial visa application
Access to the mobile phone number or personal email address associated with their original application
For Visa Holders
Those with a UK visa (including Student Visa, family visa, or other type of visa) can generate their code through the "Prove Your Right to Work to an Employer" service. They'll need:
Their biometric residence permit number or biometric residence card number
Access to the email address linked to their immigration account they originally used
After generating the online share code, applicants can share it with their prospective employer along with their date of birth in order to be verified.
Employer Verification Process
The verification process for employers involves a few key steps:
Request the share code: Ask of your potential employee to generate and provide their personal share code.
Access the checking service: Use the government's "Check a job applicant's right to work details" service or the Employer checking service when needed.
Enter the details: Input the share code provided and the applicant's date of birth.
Verify identity: During a video call with the potential employee, check that the photo on the online record matches the person presenting themselves for the position.
Record the verification: Save a secure copy of the confirmation email showing the right to work check was completed, as well as including the date of said check.
For those not able to use the online service, such as British citizens without current passport, employers must revert to manual checks of original identity documents or use Identity Document Validation Technology through an online identity service provider.
The verification process for employers involves a few key steps:
Request the share code: Ask of your potential employee to generate and provide their personal share code.
Access the checking service: Use the government's "Check a job applicant's right to work details" service or the Employer checking service when needed.
Enter the details: Input the share code provided and the applicant's date of birth.
Verify identity: During a video call with the potential employee, check that the photo on the online record matches the person presenting themselves for the position.
Record the verification: Save a secure copy of the confirmation email showing the right to work check was completed, as well as including the date of said check.
For those not able to use the online service, such as British citizens without current passport, employers must revert to manual checks of original identity documents or use Identity Document Validation Technology through an online identity service provider.
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Follow-up Checks and Compliance
Employers need to remain vigilant about immigration status changes, especially for employees with time-limited visas:
Calendar reminders: Set up notifications for when follow-up checks are needed for those with temporary status based on end dates.
Repeat verification: For those with time-limited permissions, conduct follow-up checks before their permission expires.
Record keeping: Keep accurate records of all verification activities to establish a statutory excuse should any issues arise.
Not properly verifying a worker's right to work can lead to severe penalties, including a civil penalty of up to £20,000 per illegal worker and potential criminal charges for knowingly employing a worker without the proper authorization.
Special Cases and Considerations
International Students
International students often have certain blockers and restrictions on the number of hours they can work. Employers need to verify these conditions through the share code check and also need to request more evidence of term dates.
Asylum Seekers
Asylum seekers also may have the right to work in limited circumstances. They usually have an Application Registration Card and could require verification through the Employer Checking Service instead of the share code system.
Swiss Nationals and Swiss Citizens
Swiss nationals and Swiss citizens have similar rights to EU citizens and will usually need to provide a share code if they arrived in the UK after the Brexit transition period.
Transitioning from Physical to Digital Checks
The UK government has been moving toward a fully digital immigration status verification, reducing a reliance on physical documents and original immigration documents. This change offers several pros:
Reduced risk of document fraud: Digital checks decrease the risk compared to manual document checks
Faster processing: Online checks can be completed more quickly than verifying the authenticity of documents manually
Remote verification: Digital checks remote hiring process steps much easier
Environmental benefits: Less reliance on printed documents and physical storage
However, employers need to still maintain capability for manual checks in certain instances, as not all candidates will use the digital system.
Employers need to remain vigilant about immigration status changes, especially for employees with time-limited visas:
Calendar reminders: Set up notifications for when follow-up checks are needed for those with temporary status based on end dates.
Repeat verification: For those with time-limited permissions, conduct follow-up checks before their permission expires.
Record keeping: Keep accurate records of all verification activities to establish a statutory excuse should any issues arise.
Not properly verifying a worker's right to work can lead to severe penalties, including a civil penalty of up to £20,000 per illegal worker and potential criminal charges for knowingly employing a worker without the proper authorization.
Special Cases and Considerations
International Students
International students often have certain blockers and restrictions on the number of hours they can work. Employers need to verify these conditions through the share code check and also need to request more evidence of term dates.
Asylum Seekers
Asylum seekers also may have the right to work in limited circumstances. They usually have an Application Registration Card and could require verification through the Employer Checking Service instead of the share code system.
Swiss Nationals and Swiss Citizens
Swiss nationals and Swiss citizens have similar rights to EU citizens and will usually need to provide a share code if they arrived in the UK after the Brexit transition period.
Transitioning from Physical to Digital Checks
The UK government has been moving toward a fully digital immigration status verification, reducing a reliance on physical documents and original immigration documents. This change offers several pros:
Reduced risk of document fraud: Digital checks decrease the risk compared to manual document checks
Faster processing: Online checks can be completed more quickly than verifying the authenticity of documents manually
Remote verification: Digital checks remote hiring process steps much easier
Environmental benefits: Less reliance on printed documents and physical storage
However, employers need to still maintain capability for manual checks in certain instances, as not all candidates will use the digital system.
Common Questions About Share Codes
Can employers help create a share code?
No. The individual needs to generate their own share code. Employers should never ask for the login details to immigration accounts or try to create a code for employers on behalf of the candidates.
What if someone doesn't have digital access?
Those without digital access can call a government agency by phone for assistance generating a share code.
How long is a share code valid?
Share codes remain valid for 30 days from the date of issuance. If not used within this period, a new code needs to be generated.
Can a share code be used multiple times?
No, a share code is linked to a specific employer and can only be used once. Applicants needs to generate a new code for each prospective employer or previous employer if changing jobs.
What if someone has an outstanding application?
Those with pending applications can receive verification through the Employer Checking Service, which can provide a statutory excuse while the application is processed.
Conclusion
The UK's share code system is a significant modernization of employment eligibility verification, moving away from reliance on physical documents toward more secure digital services. By understanding how to use this system properly, employers can:
Streamline their onboarding processes
Maintain compliance with all immigration laws and immigration control requirements and needs
Avoid potential civil penalty associated with improper verifications
Create a more efficient hiring process
For employers managing multiple hires or complex verification requirements, HRIS solutions like Humaans can help track verification deadlines, store documentation securely, and ensure consistent compliance across your organization.
Remember that immigration rules frequently change, so staying informed about the latest requirements is essential. When in doubt, seek legal advice from immigration specialists or contact relevant government agencies for clarification.
Can employers help create a share code?
No. The individual needs to generate their own share code. Employers should never ask for the login details to immigration accounts or try to create a code for employers on behalf of the candidates.
What if someone doesn't have digital access?
Those without digital access can call a government agency by phone for assistance generating a share code.
How long is a share code valid?
Share codes remain valid for 30 days from the date of issuance. If not used within this period, a new code needs to be generated.
Can a share code be used multiple times?
No, a share code is linked to a specific employer and can only be used once. Applicants needs to generate a new code for each prospective employer or previous employer if changing jobs.
What if someone has an outstanding application?
Those with pending applications can receive verification through the Employer Checking Service, which can provide a statutory excuse while the application is processed.
Conclusion
The UK's share code system is a significant modernization of employment eligibility verification, moving away from reliance on physical documents toward more secure digital services. By understanding how to use this system properly, employers can:
Streamline their onboarding processes
Maintain compliance with all immigration laws and immigration control requirements and needs
Avoid potential civil penalty associated with improper verifications
Create a more efficient hiring process
For employers managing multiple hires or complex verification requirements, HRIS solutions like Humaans can help track verification deadlines, store documentation securely, and ensure consistent compliance across your organization.
Remember that immigration rules frequently change, so staying informed about the latest requirements is essential. When in doubt, seek legal advice from immigration specialists or contact relevant government agencies for clarification.
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