A guide to share codes in 2025: UK Right to Work compliance

Hiring someone in the UK? You’ve got to check they have the legal right to work here before you do. That’s nothing new. But in 2025, it’s a lot riskier to get it wrong, especially when it comes to share codes.

Since February 2024, the stakes have gone way up. The government tripled the civil penalties for illegal working. You can now be fined up to £60,000 per worker if you hire someone who doesn’t have the right to work in the UK. And that’s just for a first offence.

This shift has made immigration compliance something employers can’t afford to ignore. A missing or botched Right to Work (RTW) check or incorrect visa status can cost your business time, money, and reputation.

In this guide, we explain exactly what a share code is, who needs to give you one, and how to use it properly. We also share the easiest way to build a share code check into your hiring and onboarding process without creating extra work for your team.

Everything in this article is up to date as of April 2025. Rules can change though, so it’s worth double-checking the latest info before you act on it.

What is a UK share code?

A share code is a 9-character code. It's a code that non-UK nationals can give you to prove their immigration status and right to work in the UK. It’s part of the UK government’s online Right to Work check system.

Instead of sending you physical documents, the job applicant can log into the UK Visas and Immigration (UKVI) portal, generate a share code, and send it to you. You then use that code, along with their date of birth, to view their immigration status online.

You’ll be able to see if they can work here, what kind of work they’re allowed to do, and if there’s an expiry date on their permission. It replaces the old system of scanning a biometric residence permit, identity document, or original immigration documents.

The whole point is to make Right to Work checks easier, faster, and more accurate. But you still need to know how to use the system properly. If you mess it up, or skip it all together, you could be hiring someone who doesn't have a legal right to work in the UK. And that can open you up to serious trouble.

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Who needs to provide a Right to Work share code?

Only some people need to give you a share code. Usually, that’s anyone who can’t prove their right to work with a UK or Irish passport.

Here’s exactly who needs to provide one:

• EU, EEA, or Swiss citizens who don’t have a physical immigration document

• People with settled or pre-settled status under the EU Settlement Scheme

• Visa holders, like those on a Skilled Worker visa, Graduate visa, Health and Care visa, or Student visa

• Anyone with a biometric residence permit (BRP) or biometric residence card (BRC)

• Anyone using a digital immigration status instead of physical documents

These individuals need to go through the Home Office’s online system and give you a share code. As mentioned, you then use that code to check their right to work in the UK. Again, people with a valid UK or Irish passport don’t need a share code. However, you need to see the original passport and keep a clear copy on file.

How to build a share code check into the onboarding process

If you’re hiring people who need a share code, don’t treat it like an afterthought. Build it into your hiring and onboarding process from the very start. That way, you're unlikely to miss anything and your Right to Work checks stay on track. Plus, it also enables you to make the whole thing easier for your team and your new starter. Here are some steps to follow:

Step 1: Request the share code early in the hiring process

Ask for the share code as soon as the applicant signs the offer. Or even earlier, if the job offer is conditional. You legally need to do a Right to Work check before they start work. If you leave it too late and the check fails, you’ve wasted time, created an awkward admin situation, and risked a fine.

Make it easy by including the request in your onboarding process. If you’re using HR software with onboarding workflows, you can automate this. The system can send the applicant a request to get a share code with their offer letter, or soon after. It can also follow up with them until they provide it. Just make sure the message they receive is clear. They need to go to the 'View and Prove' portal, generate a share code, and send it to you along with their date of birth.

Step 2: Use the official gov.uk service to verify right to work

Once you’ve got the share code and the applicant’s date of birth, go to the employer checking service on the UK government's website. This is the only way to do a valid digital right-to-work check. Anything else, like a screenshot or an email from the applicant, doesn’t count.

When you enter their details, the system will show you their immigration status. It will also detail the kind of work they can do, and when their permission ends. Check this information carefully. Make sure the name and date of birth match what the applicant gave you. If anything doesn’t line up, stop and investigate.

Once you’ve confirmed everything is correct, download the result. This is your official proof that you conducted the check properly.

Step 3: Store Right to Work evidence securely

There's a legal requirement for you to keep a copy of the Right to Work check for the full length of the person’s employment. You also need to keep it on file for two years after they leave. If you don’t have it on record, you can’t prove you followed the rules. And that means no protection from fines.

If you’re using HRIS software, save the document in their employee file. That way, it’s easy to find if you ever get audited. If you’re not using software, make sure you store it somewhere secure and backed up. Lost paperwork isn’t a valid excuse if the Home Office comes knocking.

Step 4: Set reminders for time-limited permissions

Some people don’t have permanent immigration status. The job applicant's right to work may expire next year. When you do the digital check, the system will tell you if their permission has a time limit. It’s your job to do a follow-up check before that end date. If you don’t, and the permission runs out, you could be breaking the law without knowing it.The best way to stay on top of this is to use HR software that tracks expiry dates and sends reminders. If you’re handling it manually, though, be sure to set calendar alerts or use a spreadsheet. Just make sure someone’s checking it!

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Common mistakes to avoid with share codes

Even if you’ve got the process down, a small slip-up can still cost you. Here are the most common share code mistakes businesses make... and how to avoid them:

Relying on expired or incorrect share codes

A share code expires after 90 days. So, you can’t just sit on it. If you wait too long and try to use an old one, the system won’t show the person’s immigration status. You’ll then have to ask them to get a new code.

Some employers also make the mistake of reusing the same code for future checks. That’s not how it works. You need a fresh code every time you do a new check. This is especially true for workers with time-limited permission.

Always verify the person’s current immigration status using a live code and right before they start work. Never assume a previous check is still valid.

Not cross-checking the employee’s name and date of birth

When you use the online immigration status service, the details you see need to match the applicant’s documents. That means the name and date of birth (DOB) must line up exactly with what they’ve given you.

If the name on the online record is different from the one on their CV, or if the DOB doesn’t match? Stop and ask why. It could be a simple mistake, but it could also be fraud. Never tick it off just because the share code works. You need to make sure the job applicant is the same person listed in the official record.

Not storing evidence of the check properly

Doing the check is only half the job. If you don’t save the result from the government website, you’ve got no proof you did it. And that means no legal protection if anything goes wrong.

You need to download the official result (the 'profile' page). You then need to save it as part of the worker’s Right to Work documents. If you’re ever audited, you’ll need to show this file. It's how you prove you did the check the right way, through the official system, and at the right time.

Assuming the same rules apply to all workers

The Right to Work process isn’t one-size-fits-all. British and Irish citizens can prove their status with a valid passport. But anyone else, including EU nationals, visa holders, and people with digital immigration status, needs to give you a share code.

If you treat everyone the same, you risk doing the wrong type of check. For example, say you accept a physical document from someone who should’ve given you a share code. Suddenly, you’re not compliant, even if you thought you were. Always start by confirming what kind of evidence is valid for that individual. Use the latest Home Office guidance to check the requirements.

Right to Work compliance made simple with Rippling

Still using spreadsheets, paper forms, or random folders to track Right to Work checks? You're likely making things much harder than they need to be. Not to mention, opening your business up to risk. Rippling can make the whole process simpler, faster, and way more reliable.

Rippling is an all-in-one HR and workforce management platform. It connects HR, Payroll, IT, and Spend management in one place. The best part? It's all built on a single source of truth. That means your employee data is consistent across every system. It also means your compliance processes stay tight from day one.

Here’s how Rippling helps UK businesses stay on top of their Right to Work checks:

• Customisable onboarding workflows: You can build workflows that automatically ask for a share code as part of your hiring process. You can also include instructions for using the ID Check app or logging into their UKVI account. The request goes out, and the follow-up happens without you having to lift a finger.

• Automated document collection: Rippling can collect key documents from new hires as part of the onboarding flow. This may include passports, biometric residence permits, national identity cards, and share codes.

• Built-in reminders for time-limited permissions: If someone’s immigration status online has a set end date, Rippling can flag it and remind you to follow up. So, no need to keep your own tracker. The system does it all for you.

• Secure storage of Right to Work evidence: The moment you download the result from the government website, you can upload it to the employee’s profile in Rippling. Everything sits in one place. It's easy to access, safe from loss, and ready to go if you ever need to prove compliance.

Why use five different tools to handle this stuff when Rippling brings it all together? And because Rippling connects everything, from onboarding and ID checks, to payroll setup and updating someone’s work status, you’re always looking at real-time data that you can trust. No copy-paste errors. No missed expiry dates. Just a clear, auditable trail that keeps you compliant without the chaos.

UK share code FAQs

How long is a share code valid for?

Each share code lasts 90 days. After that, it won’t work. If it expires, the applicant needs to log into their UKVI account and generate a new one.

Always run the check using the live code yourself, as that's the only way to see their current immigration status online. Don't use a screenshot or a link the applicant sends you.

Can I hire someone without a share code?

That depends on who they are. If the person is a British or Irish citizen, no share code is needed. They can prove their work status with a passport, as discussed.

If they’re not, and they’re using a digital immigration status, you need a share code to prove their right to work. That’s non-negotiable.

Do UK citizens need to provide a share code?

No. A British or Irish citizen doesn’t need to use the UKVI account, View and Prove service, or the ID check app.

You’ll still need to check their passport manually and take a copy for your records, though, as we covered earlier.

What happens if I don’t do a Right to Work check?

If you skip the check entirely, or don’t follow the correct steps, you could be fined up to £60,000 per illegal worker. That’s the current maximum civil penalty under UK immigration law.

You can also face criminal charges if you hire someone you knew, or had ‘reasonable cause to believe’, didn’t have the right to work. That could mean up to 5 years in prison and an unlimited fine. This includes situations where:

• Their visa or permission had expired

• They weren’t allowed to do the type of work you hired them for

• Their documents were clearly fake or didn’t match their identity

You also lose the ‘statutory excuse’ (your legal defence) if you didn’t do the check properly. That means:

• You didn’t check their immigration status online

• You didn’t match their personal details

• You didn’t keep the correct proof (like the official profile page or a copy of the document you checked)

Even if the worker gave false information, you’re still responsible if you didn’t follow the rules. And it doesn’t end with fines. The Home Office can also publicly name your business. This can damage your reputation and make future audits tougher.

Bottom line: if you employ someone who doesn’t have the right to work, and you didn’t carry out a valid check, you’re liable.