What is a Right To Work Share Code? And how to get one
Ensuring employees have the right to work (RTW) in the UK is a vital step in recruitment. Carrying out compliant RTW Checks helps safeguard your business and society at large. Failing to check an individual’s can leave you liable for hefty fines if discovered. Or even up to 5 years in prison.
For UK and Irish citizens, confirming RTW can simply be a matter of showing a passport or ID card. But for workers from overseas, a Right to Work share code has become an essential part of verifying eligibility.
In this article, we’ll explain what a share code is, who needs one, and how to obtain and use it in the recruitment process.
What Is a Right to Work Share Code?
A Right to Work share code is a nine-character alphanumeric code, issued by the Home Office via their website, that allows non-British or -Irish citizens to prove their right to work in the UK. By using the share code, employers can check a candidate’s work status online, ensuring they’re fully compliant with government regulations and helping to create a safer working environment.
The code is unique and valid for 90 days, giving both employers and eligible job seekers a quick, digital solution for sharing RTW status.
Who Needs a Right to Work Share Code?
Share codes are needed by any workers from overseas when providing official proof of their RTW in the UK. Eligible groups include:
Non-British/Irish citizens with valid immigration status
Commonwealth citizens with permission to work in the UK
Those with refugee status or indefinite leave to remain
People holding a visa that permits them to work in the UK
British and Irish citizens don’t require a share code and must prove their right to work through other documentation, like a valid passport or by using an online identity service provider (IDSP) to check them.
How to Obtain a Right to Work Share Code
To obtain a RTW share code you will need either your biometric residence permit, biometric residence card number, passport, or national identity card. You’ll then need to follow these steps:
Visit the Right to Work Checking Service on the UK Government website. You’ll be able to login to your gov.uk account using the same details as you used for your initial visa application.
Follow the steps on the website and click ‘Get share code’
Select the purpose of the share code from the listed options.
Continue and confirm all the details are correct, and receive your share code.
Save, screenshot or email your share code directly to your employer.
Once provided to an employer, they can use it to verify your right to work in the UK via the Home Office’s online service.
How to check share codes as an employer
If you’re trying to confirm RTW as an employers, here’s how:
Obtain the share code and date of birth from the candidate.
Visit the Right to Work Checking Service on the government website.
Enter the share code and date of birth to view the candidate’s right to work status.
Keep a record of the check for your records.
The last point is crucial for employers, as failing to accurately record RTW checks can still leave your business liable to fines or worse. Without proof that a RTW was carried out correctly, you cannot provide a statutory defense against allegations of compliance breaches.
Proving Right to Work Without a Share Code
For those who cannot obtain a share code, there are alternative documents that can be provided. These include:
Biometric residence permits or cards that prove work eligibility.
Current passports with endorsements showing work permissions.
Immigration status documents, especially for those with indefinite leave to remain or other specific statuses.
While these documents are valid forms of verification, using a share code often simplifies the process, providing employers with a real-time online verification option.
Frequently Asked Questions:
What if I can’t generate a share code?
If you’re unable to generate a share code, it could be due to incomplete documentation or changes in your immigration status. Contact the Home Office or check your eligibility details if you encounter issues.
How long is the share code valid?
Share codes are valid for 90 days, after which a new code will need to be generated for further verifications.
What should employers do if there’s an issue with the right to work status?
Employers should contact the Home Office or request further documentation from the candidate to clarify any discrepancies.
Do I have to use a share code?
If you have alternative immigration documention which confirms that you have the RTW in the UK, this can be used instead of a share code. You can find out more about what documents you can use here.
Can you use the same share code multiple times?
The share code can be used as many times as needed within the 90 days. ****However, you cannot use a share code obtained for a different purpose, such as proving your right to rent. Each type of code serves a specific function, and using it for a different purpose may not be valid.