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University of Bath

Government’s Online Right to Work Check process

Understand how to carry out an online right to work check.

Online right to work checks

Online right to work checks can only be used for individuals who hold the following:

  • a biometric residence permit
  • a biometric residence card
  • status under the EU Settlement Scheme – either pre-settlement or settlement

EU, EEA and Swiss citizens can continue to demonstrate their right to work by presenting their EU passport or national identity card up until 30 June 2021 if they do not want to demonstrate their right to work using the online checking service.

If an individual does not wish to demonstrate their right to work using the online service, even if their immigration status or documentation is compatible with the service, you should conduct a manual check.

How to conduct an online right to work check

An online right to work check must be undertaken prior to an individual commencing work at the University and must be conducted with the individual present via a video call.

Step 1 - Use

After first seeking permission from the individual that they would like to demonstrate their right to work using the online service, arrange a video call with them at a convenient time to undertake the check.

Prior to or during the video call, the individual should view their own Home Office right to work record and provide you with the ‘share code’ generated by the service. They may provide this to you directly, or they may choose to send this to you via the service, in which case you will receive an email from right.to.work.service@notifications.service.gov.uk. The share code will be valid for 30 days, after which a new code will be required in order to conduct an online check.

To view the individual’s right to work details, you will need to type in the share code and the individual’s date of birth.

You must use the Home Office online right to work checking service to conduct an online check. It is not sufficient to simply view the details provided to the individual on the migrant part of the service and doing so will not provide you with a statutory excuse.

Step 2 - Check

Check that the photograph on the online right to work check is of the individual presenting themselves for work (i.e. the information provided by the check relates to the individual and they are not an imposter).

You must only employ the individual, or continue to employ an existing employee, if you are conducting a follow-up check, if the online check confirms they have the right to work and are not subject to a condition preventing them from doing the work in question.

If the online right to work check does not confirm that the individual has the right to work in the UK and do the work in question, you will not have established a statutory excuse from this check if you proceed to employ them.

Step 3 - Retain

You must retain evidence of the online right to work check. For online checks, this should be the ‘profile’ page confirming the individual’s right to work. This is the page that includes the individual's photo and date on which the check was conducted. You will have the option of printing the profile page or saving it as a PDF or HTML file.

You will need to include the following declaration ‘Date on which this visual right to work check was made’, signed and dated by yourself with the document.

Both copies should be forwarded to your HR Co-ordinator as part of a recruitment process or uploaded to Stonefish under the Hourly Paid Worker Process. Your HR Co-ordinator will then upload these documents to iTrent under the individual’s record.

It is important that you confidentially destroy/delete the right to work documentation once it has been forwarded to HR.