Completing right to work checks
Why should employers carry out right to work checks?
Under the Immigration, Asylum and Nationality Act 2006 and the Immigration Act 2016, the University has a legal responsibility to ensure that all employees have the right to work in the UK. This includes:
- Checking that everyone working for the University has the appropriate right to work in the UK
- Complying with the terms of any visas held by our employees and workers
- Retaining suitable evidence of our checks so we can prove staff are working legally
If an employee does not have valid immigration permission and unless an employer can prove that a valid right to work check has been completed in accordance with the Home Office guidance, the employer may be liable to a fine of up to £20,000 for each employee found to be in breach, it could also disqualify the University from sponsoring students and staff from overseas.
When should employers carry out right to work checks?
A right to work check of the employee's original documents must be completed before work commences. It is generally recommended that departments carry out the check at the interview stage to ensure they are satisfied that the individual can work legally in the UK.
If checks have not been carried out at the interview stage, a right to work check must be completed before work starts at the University. The check must be conducted with the employee present either in-person or via a video call.
What documents do I need?
There are several ways you can confirm your legal right to work in the UK; the documents most often used can be found below and a full list of acceptable documents is available on the Government webpages.
British and Irish Nationals:
- Passport - current or expired (photo, personal details and signature pages)
- Birth certificate/adoption certificate/naturalisation certificate, together with proof of UK national insurance number (e.g. national insurance card or letter, a payslip from a previous employer or another document stating name and national insurance number issued by a government agency
It will be the responsibility of the key recruiter to:
- Meet the individual in person;
- Check the original evidence of their right to work;
- Certify the document and send a copy to HR with the New Appointment Paperwork.
TrustID
We also offer remote right to work checks for British and Irish nationals only, for those individuals who are unable to present physical documents prior to starting at the University of Liverpool.
TrustID allows the University to carry out a valid right to work check without the individual being present through an online digital check. For more information or if you wish to use this service please contact our staff immigration team staffimmigration@liverpool.ac.uk
Individuals who have obtained EU settlement scheme status
Obtain your share code by clicking here. It will be the responsibility of the key recruiter to:
- Request a copy of the share code and date of birth;
- Complete the check by using the following link;
- Check the photograph in the profile page matches the person - this can be done in person or by video call;
- Please send a copy of the download to HR with the new appointment paperwork.
The online check will be automatically date stamped and therefore it is essential that this check is carried out before the new employee commences work.
Individuals who hold biometric residence permit (BRP)
Share code - obtain your share code by clicking here. It will be the responsibility of the key recruiter to:
- Request a copy of the share code and date of birth;
- Complete the check by using the following link;
- Check the photograph in the profile page matches the person - this can be done in person or by video call;
- Please send a copy of the download to HR with the new appointment paperwork.
The online check will be automatically date stamped and therefore it is essential that this check is carried out before the new employee commences work.
Individuals who hold a Skilled Worker Visa
Share code - obtain your share code by clicking here. It will be the responsibility of the staff immigration team to:
- Complete the check by using the following link;
- Check the photograph in the profile page matches the person - this can be done by video call.
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