Right To Work in the UK

In this blog, we’ll explain why we must conduct Right to Work checks, what documentation and forms of ID we can accept and we’ll also explain share codes and even show you how to attain your own. If this all sounds a little alien, please don’t worry, it’s a lot simpler than it sounds and we’ll explain everything within.

In this month's blog, we’ll be taking an important look at the Right to Work checks that we need to conduct with you before beginning employment with us here at Tru Talent. This applies to both non-UK and UK nationals.

There were some changes for EU workers that came into play from 1st January 2021, these changes may affect you so it’s important to understand if and how they may impact you.

What is a Right to Work check and why is it important?

A Right to Work check is as the name suggests, a process to establish that each employee or casual worker has the right to work in the UK before they start their employment, this applies to both Non-UK Nationals and UK Nationals.

There is significant importance on every employer across the UK to conduct these checks to ensure that they and their workers are protected. The ability to work illegally can be a large proponent for illegal migration which in many cases can leave these workers vulnerable to exploitation and even modern slavery in extreme cases. It is our responsibility as an employer to ensure we have carried out these checks or we can also face a civil penalty.

How we conduct a Right to Work check.

Our team will always meet you face to face before you begin work with us, whether that’s in person or via a video call. During this meeting, you will be asked to show an acceptable form of ID (listed below) so it can be checked against your likeness and to ensure it is a correct and viable form of ID. You will also be asked for additional documentation if required (listed below).

We will use these forms of ID/documents provided to conduct a Right to Work check unless you have a ‘share code’ to give our team (share codes are explained below).

Acceptable forms of ID / Documentation are:

• Biometric Residence Permit

• Biometric Residence Card

• Non-EU Passport with the relevant visa

• UK Passport

• Long or short birth certificate for UK nationals (You will also need proof of NI Number with this)

• Right to Work Share Code (Along with ID)

When presenting your ID we must check the following areas:

• The documents are genuine, original, and unchanged and belong to you

• The dates for your right to work in the UK have not expired

• Photos are the same across all documents and look like you

• Dates of birth are the same across all documents

• Your permission to do the type of work offered (including any limit on the number of hours you can work)

• For students evidence of study and vacation times

• If 2 documents give different names, you have supporting linking documents to evidence the change, such as a marriage certificate or divorce decree.

Share Codes Explained - What is a Share code?

A ‘share code’ is a specific code unique to you that is used to check your eligibility to work here in the UK, the type of work you can engage in, and the period you are eligible to work for in the UK. A share code is usually valid for 30 days and is made of 9 alphanumeric characters e.g. 9XY-6GY-2S2. A share code can simply be shared with a potential employer along with your date of birth to prove your eligibility to work here in the UK. This is a simple and time-effective way to prove your right to work. You MUST show us proof of the share code not just simply provide the number. Please be mindful that the share code provided is specifically for an Employer check. 

Create a share code to share with your employer.

You can create your own share code by visiting this link to the Gov website (www.gov.uk/prove-right-to-work) and following the steps as prompted. 

How can employers view Right to Work details using the share code you provide?

Once you have generated your share code and have shared it with your potential employer along with your date of birth, they will use the Home Office online right to work checking service to check your eligibility. Each employer must carry out their own Right to Work check, they cannot accept a check done by you or another employer. 

What information is visible to employers using your share code?

Employers will be able to view the following information by using the share code you provide:

• The types of work you are eligible to engage in.

• How long you can work in the UK and if there is a time limit restriction.

• If a further check is required and the date by which this must be completed. 

Protecting your personal information and data.

We know in this current age that many of us are cautious about sharing personal information and data, we’re no exception here at Tru Talent. That is why we take data protection law very seriously and have strict data protection procedures in place to keep your data secure and protected at all times. We go above and beyond to give you the confidence that your personal information and data are safe with us.

If you have any further questions surrounding the Right to Work process, the ID / documents needed and share codes please don’t hesitate to contact a member of our team as we are always here to help, advise and guide you through every step of the hiring process.

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