Ensuring that employees have the legal right to work is a fundamental responsibility for every UK employer. To simplify this process, the UK government has introduced the right to work share code, a secure digital tool that verifies an individual’s immigration status online.
For anyone preparing to start a new role or for employers managing compliance, understanding this system is vital. This guide explains what the share code is in the UK, why it matters, how to get one, and how employers can use it in right-to-work checks. It also highlights the importance of security screening in regulated industries.
What is the Share Code in the UK?
The share code is a nine-character alphanumeric code generated by the UK Home Office. It enables non-UK nationals to prove their right to work digitally instead of relying solely on paper documents.
This system forms part of the government’s online Right to Work service. By using a code alongside their date of birth, workers allow employers to view up-to-date information directly from the Home Office. In many cases, this removes the need for passports, visas, or biometric residence permits to be checked in person.
Instead of submitting immigration documents directly, a worker provides the code to the employer, who then confirms their eligibility online. This approach streamlines recruitment and ensures compliance with the law.
Why is a Share Code Important?
Employers in the UK must check every employee’s right to work before confirming employment. Failure to carry out such checks can lead to heavy fines or even criminal penalties. The share code system supports this requirement by offering:
Accuracy
Employers receive the most recent information directly from the Home Office.
Convenience
Employees no longer need to carry original immigration papers each time they apply for a job.
Security
The risk of fraudulent or altered documents is significantly reduced.
Compliance
Employers are able to meet statutory requirements with a reliable, standardised process.
For employees, the share code removes unnecessary delays, providing a quick and straightforward way to prove work eligibility.
Who Needs a Right to Work Share Code?
Not every worker in the UK requires a share code. British and Irish citizens can usually provide a passport or birth certificate to prove their eligibility. A share code is generally required for:
- EU, EEA, and Swiss nationals.
- Individuals covered under the EU Settlement Scheme with either settled or pre-settled status.
- Non-UK citizens holding biometric residence permits or visas.
If you fall into one of these groups, your employer may ask you to generate a code before you begin working.
How to Get Share Code?
Employees who need to provide proof of their right to work can generate a code through the government’s secure online portal. The process is straightforward.
Step 1: Visit the Official Website
Access the UK Government’s “Prove Your Right to Work” service.
Step 2: Log in Securely
Sign in using details linked to your immigration status, like a biometric residence permit or online immigration account.
Step 3: Generate the Code
Choose the option to “Prove Your Right to Work.” The system will generate a nine-character alphanumeric code.
Step 4: Share with Your Employer
Provide your employer with the code and your date of birth. This allows them to confirm your right to work directly with the Home Office.
Each code remains valid for 30 days. If an employer requires an update after this period, you will need to generate a new one. Knowing how to get the share code ensures a smooth recruitment process without unnecessary hold-ups.
How do Employers Check Share Codes?
Employers can verify an applicant’s eligibility quickly using the Home Office’s “Check a Job Applicant’s Right to Work” service. The process involves:
- Enter the nine-character code provided by the applicant.
- Inputting the applicant’s date of birth.
- Reviewing the immigration status and employment permissions displayed.
Employers must keep a secure record of this verification, often by saving or printing the confirmation page. This practice, referred to as the check share code right to work process, ensures organisations remain compliant with legislation while recruiting responsibly.
Security Screening and Employment Checks
While the share code confirms right to work status, certain industries and roles demand additional screening. These checks help ensure that employees are trustworthy and suitable for positions involving sensitive data or security responsibilities.
Baseline Personnel Security Standard (BPSS) Clearance Check
Baseline Personnel Security Standard (BPSS) clearance is a government-recommended pre-employment screening process. It verifies identity, right to work, criminal records, and employment history. Many public sector and government contractors require BPSS clearance before granting access to sensitive information.
BS7858 Screening Check
The BS7858 check is a security screening process often applied in the private security industry. It evaluates an applicant’s background and reliability, ensuring they are suitable for roles that involve safeguarding people, property, or information.
Together, these checks enhance workplace security and compliance, going beyond basic right-to-work verification.
Advantages of the Share Code System
The introduction of share codes has transformed how right-to-work checks are carried out in the UK. Key advantages include:
Efficiency
Hiring processes are faster and less reliant on physical paperwork.
Reliability
Employers access information directly from the Home Office, ensuring authenticity.
Consistency
A uniform system applies to all workers requiring digital checks, making the process simpler for businesses and employees alike.
Final Thoughts
The right to work share code has become an essential part of the UK recruitment process, particularly for non-UK nationals. It offers employees a quick way to prove eligibility and helps employers remain compliant with immigration laws. Understanding how you can generate and use a share code is now a critical step in starting employment.
For employers, proper verification not only avoids legal penalties but also supports responsible hiring. In many sectors, this is further strengthened by additional screening.
At BPSS Check, we specialise in helping organisations carry out thorough pre-employment checks with confidence. By combining right-to-work verification with robust security screening, businesses can build safe, compliant, and reliable workforces.
Frequently Asked Questions
Q: Can you work in the UK without a share code?
A: Yes, you can work in the UK without a share code if you can provide your employer with original physical documents that prove your right to work. A share code is an alternative method for proving your status digitally.
Q: What documents can prove your right to work in the UK?
A: You can prove your right to work in the UK using one of the following:
- A single document, such as a valid UK or Irish passport.
- A combination of documents, such as a UK birth or adoption certificate, together with an official document showing your National Insurance number.
- A digital Share Code, if you have immigration status under the EU Settlement Scheme or a visa that allows you to work. Employers can verify this online.
