Which Workers Need A UK Right To Work Share Code In The UK?  

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Hiring someone in the United Kingdom is a massive responsibility. While you are trying to get the best talent through the door, you also have to be sure their records are clean. You can’t just take a candidate’s word for it: you must see proof that they can legally work in the UK.   

Until recently, physical documents such as paper visas, stamps, or plastic cards were sufficient to prove authorization to work. These days, the UK government is leaning heavily on a digital-only system. Many will have to prove their status using an online key or a UK right to work share code.  

The Home Office provides this nine-character-long code. It serves as a temporary key that allows employers to verify a worker’s online immigration profile. However, not every person working in the UK needs to use this digital code to find a job. This requirement applies to foreigners who hold a digital immigration status in the country.  

This guide explains who needs this code for work, how it works, and the consequences of not verifying it properly. 

Who Needs a Share Code? 

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An employer must know who needs a share code as much as job seekers to comply with the labor code. Individuals who must provide a UK right to work share code belong in these four groups: 

1. People with an e-Visa or a UKVI Account 

The UK is one of the leading nations gearing up to end the use of physical visa papers. Most foreigners now complete their visa application form online, after which they receive an e-Visa. Already, the information of e-Visa applicants is now stored in a UK Visas and Immigration (UKVI) account.  

Without a paper visa sticker in their passport, they must use the online system to prove their work rights. Even holders of the old Biometric Residence Permit (BRP) can access the UKVI account online and generate a code using their details. 

2. Citizens with EU Settled or Pre-Settled Status 

People from the European Union who lived in the UK before Brexit keep their legal rights under the EU Settlement Scheme. Since this status is 100% digital, EU citizens do not get any physical cards or letters to prove they can work.  

Therefore, they must also generate a share code when looking for a new job. Under regulations updated in June 2024, the Home Office automatically extended the statuses of people with pre-settled status. This means repeat checks will no longer be necessary once they find work. 

3. Skilled Workers and Foreign Visa Holders 

People who move to the UK from other countries on work visas must use the share code system. This includes people on Skilled Worker visas, health and care visas, and corporate visas. They will also need it for changing jobs later in their careers. 

4. International Students 

Just like in most developed nations, foreign students studying at UK colleges and universities can work part-time. However, they can only work for 10-20 hours a week per the employment code. With a share code, employers can verify their student status and the exact number of hours they can legally work. 

Who Does Not Need a Share Code? 

Being able to identify who needs a share code to work for you is as important as knowing who doesn’t. You won’t need to worry about verifying the work authorization status of these individuals: 

• British and Irish Citizens: Nationals only need their passports or birth certificates to prove they can work for you. Yet, employers may manually check their passport or hire a certified digital identity service to verify it. 
• Remote Directors Living Abroad: A UK company owner who lives and works completely abroad does not need a visa or a share code. Only people physically working inside the country require it.  

How the Share Code Works 

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A right-to-work share code always begins with the letter W, followed by a letter-number combination (for example, W12 345 67X). 

Another type of share code for renting a flat or house typically starts with the letter R. An employer cannot legally accept a code starting with R for a job check. A code starting with W must be generated specifically for employment purposes only. 

Once you make the code, it remains active for 90 days. A worker can use it as often as they want during those three months, which is very helpful if they are applying for a few different jobs at the same time.  

How Employers Check the Code 

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Employers must complete the check before the worker’s first day on the job. It is not enough for the worker to simply send or email a screenshot of their status. If a boss just accepts a photo or a PDF copy of the results without logging into the government system themselves, it doesn’t count as a legally valid check.  

Employers must follow these steps to complete the check properly: 

1. Log into the “View a job applicant’s right to work” portal on GOV.UK. 
2. Type in the worker’s share code and date of birth. 
3. The site displays the worker’s photograph, name, and permitted working hours. 
4. The employer must confirm that the photograph on the screen matches the real person they are hiring. They can do it in person or via a live video call. 
5. Employers must save an unalterable copy of the check result securely for at least two years after the employee leaves the company. 

Penalties for Getting it Wrong 

The rules for checking work rights in this country are very strict to protect you and your employees. If an employer allows an unauthorized person to work without doing a proper check, the company can face heavy punishments, such as: 

• Fines: Companies face a £45,000 fine for each illegal worker they hire on their first offense. If this happens again, the fine rises to £60,000. 
• Criminal Records and Prison Sentence: If an employer knowingly hires an illegal worker, they can go to prison for up to 5 years. 
• Company Closure: In cases of gross non-compliance or fraudulent activities, the government can close down a business and revoke their trading licenses. 

Many business owners run into these problems because they can’t correctly interpret the laws. That’s why more entrepreneurs are soliciting professional support from agencies like Your Company Formations to avoid errors.  

Conclusion 

Adopting a digital system has made it simple to verify employment rights in the UK. A UK right to work share code eliminates the old problems of lost paperwork and fake physical visas.  

While British and Irish citizens can still use their physical passports, any worker holding a digital e-Visa, EU Settled Status, or a standard work visa must generate a nine-character code starting with “W” to prove they are legally permitted to work in the UK.  

It is up to employers to verify this code on the official GOV.UK portal before hiring workers. Doing this keeps the business safe from massive fines and protects the worker under the UK employment code. The vibrant UK economy depends on these digital checks: they keep the entire business system running safely and legally.