Online Right to Work checks let employers verify an employee’s legal work eligibility in the UK through digital platforms. The process checks original documents electronically via Home Office-approved channels, with results available within 24-48 hours. Organizations must register for the service, paying a one-time fee of £49.00 + VAT, plus individual check costs between £3.80 and £10.20. The system needs proper document storage for the duration of employment plus two years and helps meet UKVI regulations. Following the verification process helps employers avoid fines and maintain compliance.
Understanding Right to Work Checks Online
An online Right to Work check is a digital verification process that lets employers confirm if potential employees or volunteers have the legal right to work in the UK.
The electronic system, through approved platforms like uCheck, offers a secure and direct way to verify documents.
The online system checks original documents electronically, focusing on passports, and processes them through Home Office-approved channels.
Organizations must register and pay a one-off fee of £49.00 + VAT, with individual check costs between £3.80 and £10.20 per verification.
Benefits include quick results within 24-48 hours, central management for multi-site organizations, and strong security features.
The process follows Home Office requirements and reduces document fraud risks.
Employers can check documents from both List A (permanent right to work) and List B (temporary right to work), with automatic notifications for needed follow-up checks on temporary permissions.
Required Documents and Evidence
When conducting Right to Work checks, employers must verify specific documents that show an individual’s eligibility to work in the UK. Documents fall into two main categories: List A for those with permanent right to work, and List B for those with temporary permissions.
Original documents need checking in the applicant’s presence, with clear copies kept for verification.
Acceptable List A documents include British or Irish passports, birth certificates with proof of National Insurance, and certificates of naturalization.
For List B documents, employers must check time-limited permissions through current visas, biometric residence permits, or frontier worker permits. These need periodic re-checks when approaching expiration to maintain a statutory excuse.
Employers must examine all documentation for authenticity, checking that photographs match the applicant, birth dates match across documents, and work restrictions are understood.
Digital verification through the Home Office’s online checking service may be needed for some visa holders, using their share code.
All document copies must be stored securely for the duration of employment plus two years.
The Digital Verification Process
The digital verification process provides a modern way to complete Right to Work compliance, replacing manual document checks. Through uCheck’s Home Office-approved platform, organizations can conduct secure verifications within 24-48 hours, reducing administrative work and errors.
The system lets employers check passports electronically while keeping a central view of all checks across multiple sites. The process starts when an applicant provides a share code, followed by electronic document verification through the platform.
Employers must maintain proper record-keeping, with all digital verification records stored securely for the duration of employment plus two years for GDPR compliance.
- Avoid civil penalties of up to £20,000 per unauthorized worker
- Get verification process approval from the Home Office
- Remove risks of accepting fraudulent documents through electronic authentication
- Reduce time and resources with 24-48 hour processing
The digital system tracks all verification activities, flags expired documents needing renewal, and maintains consistent compliance across all checks, making it valuable for modern workforce management.
Costs and Registration Details
Organizations conducting Right to Work checks must first complete a registration process and pay a one-time signup fee of £49.00 plus VAT through the uCheck platform.
This Home Office-approved system provides access to electronic verification services and centralized management capabilities for conducting.
Legal Compliance and Responsibilities
Under UK law, employers must complete specific
Platform Features and Benefits
Modern right-to-work platforms provide employers a digital solution for conducting mandatory employment eligibility checks. Platforms like uCheck, approved by the Home Office, deliver secure, efficient verification services with rapid turnaround times averaging 24-48 hours. Organizations can access these services after paying a one-time registration fee of £49.00 + VAT.
| Feature Benefit Impact |
| Electronic Verification | Instant passport validation | Reduced processing time |
| Centralized Dashboard | Multi-site management | Better organizational control |
| Automated Tracking | Expiry date monitoring | Strong compliance |
These platforms combine electronic and manual verification capabilities for thorough document checking while minimizing security risks. The system keeps detailed records of all checks performed, storing documentation securely for the required duration of employment plus two years. With individual check costs ranging from £3.80 to £10.20, charged only upon request, organizations can manage their verification budget effectively. The platform’s use by over 30,000 users shows its ability to meet complex right-to-work verification requirements while maintaining regulatory compliance.
Document Storage and Retention
Organizations must keep secure copies of verified Right to Work documents during employment plus two years after employment ends.
These records show compliance with UKVI regulations and protect employers from civil penalties.
Digital storage through approved platforms like uCheck offers better security and access than paper files.
All copies must be clear, unalterable, and stored to maintain document integrity while remaining retrievable for audits.
- Missing documentation may lead to fines up to £20,000 per unauthorized worker
- Lost or compromised records may expose organizations to legal consequences
- Good storage protects employer and employee confidential information
- Systematic record-keeping shows regulatory compliance
For Right to Work documentation storage, employers must follow GDPR by using appropriate access controls and security measures.
Regular audits of stored documents help maintain data accuracy and identify documents needing follow-up checks, especially for employees with time-limited work authorization.
Common Issues and Solutions
During Right to Work checks, employers often face several challenges that can affect the verification process.
These problems include inconsistent photographs across documents, expired documentation, and problems verifying the authenticity of unfamiliar international documents. Many employers also face situations where candidates cannot immediately produce the required documentation or present incomplete sets of documents.
Solutions exist for these issues.
For inconsistent photographs, employers should compare them with the applicant present and ask for additional supporting documentation when needed.
For expired documents, particularly from List B, set up a tracking system for timely re-checks.
When handling unfamiliar international documents, use the online checking service and refer to the Home Office’s guidance.
If candidates cannot provide immediate documentation, employers can use the Employer Checking Service, which usually responds within five working days.
For incomplete documentation, tell candidates what they need and keep a checklist of acceptable document combinations from Lists A and B to follow regulations.
Frequently Asked Questions
Can I Conduct Right to Work Checks for Employees Working Remotely Overseas?
Right to Work checks only apply to employees working within the UK. Employees based permanently overseas do not need UK Right to Work verification for their roles.
What Happens if an Employee’s Share Code Expires Before Verification?
When an employee’s share code expires, they must get a new code through the government portal. Employers need to complete verification using the new code.
How Do I Handle Right to Work Checks During System Maintenance?
When system maintenance occurs, switch to manual document checks using standard processes. Complete all verifications and maintain records until the system works again.
Are There Special Provisions for Checking Diplomatic Personnel’s Right to Work?
Diplomatic personnel have special provisions based on their diplomatic status. Employers should contact the Foreign, Commonwealth & Development Office for guidance on checking their work permissions.
Can Multiple Administrators Access the Same Right to Work Check Simultaneously?
The platform’s centralized view allows multiple administrators to access Right to Work checks at the same time. Organizations should set clear rules to avoid duplicate checks or conflicting actions.