Straightforward Right to Work compliance

Digital checks to help compliance with Home Office guidance

Ensure Right to Work compliance

If you employ people in the UK, you are probably aware of the legal requirement to check that all employees, regardless of their nationality, are eligible to work through UK Right to Work checks.

For organisations of every size, in every sector, making consistent, reliable and quick Right to Work checks is important. However, with diverse workforces and more flexible ways of working, the challenge of making checks on staff is growing.

At the same time, compliant Home Office Right to Work checks are as important as ever. Being able to demonstrate that you have carried out a Right to Work check, in accordance with Home Office guidance, can help you establish a statutory excuse and protect your organisation from illegal working penalties.

How can TrustID help with Right to Work checks?

Digital Right to Work services can help if you’re looking for a way to improve and streamline your staff on-boarding checks.

Whether you are checking ID documents for a few employees or for thousands, Right to Work checking software can take away the stress of compliance and support the statutory excuse.

Our service offers a unique combination of technology and human support. Our industry-leading expert document analyst team are on hand 7-days a week to offer support and ensure that you’re up to date even if Home Office Right to Work guidance changes.

“It really is just one less thing to worry about. You only need to get something wrong once and be the unlucky one who gets a fine, but we feel confident now that we’re protected from that risk”

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Our expert team are ready to answer any questions.

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Why consider digital verification for Right to Work?

Consistency

Online checks give you a single, consistent process across your organisation for all staff who need to validate identity documents for UK right to Work checks.

Deterrence

Publicising the use of ID scanning software for Right to Work checks deter those individuals who may seek employment using false documentation.

Reduce admin

Digital Right to Work checks eliminate the need to photocopy and store paper copies of identity documents, saving time and easing the administrative burden on staff. Electronic records can be easily stored for future reference and auditing purposes.

Accept genuine documents

With fraudulent documents becoming ever more sophisticated, digital Right to Work checks protect your recruitment team who would otherwise have to bear the burden of identifying suspicious documents.

Make checks anywhere

Identity verification technology is easy to roll out across different locations, helping you to make consistent Right to Work checks from anywhere.

Save time

Right to Work checking software is quick, with a response usually given within minutes, enabling you to get new starters up and running quickly.

A few of our customers

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Our range of services to support your Right to Work compliance

Check employee Right to Work
Right to Work

Right to Work

Easy to use Right to Work service to prove compliance and support the Statutory excuse, 7-days a week.

Verify Identity Documents
Online identity verification

Online identity verification

Global identity documents checked in seconds. Proven, industry-leading verification on a pay-per-check basis.

Right to Work FAQs

What is a Right to Work check?

Every employer in the UK is required to carry out a Right to Work Check on all prospective employees or volunteers before they start work. A UK Right to Work Check is carried out to confirm whether a prospective employee can legally work in the UK. The employer carries out the check by verifying eligible documents from the employee, for example, a passport or visa.

How do I conduct a Right to Work check?

You can check with an employee has the Right to Work in the UK using a manual or online Right to Work check.

There are 3 key steps in a manually checking an employee’s documents to determine if they have the right to carry out the type of work you are offering:

  • Obtain the person’s original documents. A list of acceptable documents can be found in the employers’ right to work checklist here.
  • Check them in the presence of the holder (face to face or over a video link). You must check that they are genuine, that they belong to the person presenting them and that the holder is allowed to do the type of work you are offering.
  • Take a clear copy and make a record of the date of the check – this can be a hard or an electronic copy.

Some employees may have an immigration status which can be checked online, including those a status under the EU Settlement Scheme. In that case, you may use the Home Office’s online checking service. You should still check that the photograph matches the holder and retain evidence of the check.

Why do I need to do Right to Work checks?

Under the Immigration, Asylum and Nationality Act 2006 and the Immigration Act 2016, every UK employer has a legal responsibility to ensure that all their employees have the right to work in the UK. If an employer doesn’t comply with their duties around UK Right to Work checks and has “reasonable cause to believe” that an individual was not entitled to work in the UK, they can face serious penalties, including fines of up to £20,000 for each illegal worker employed and a possible prison sentence.

Do we need to make Right to Work checks on everyone, even if they’re British?

The guidance states that a Right to Work check must be carried out on all employees, regardless of their nationality and you should never make assumptions about someone’s eligibility to work in the UK.  You can check the Right to Work status of a British citizen using either a UK passport or a combination of other documents from List A of the Home Office UK Right to Work guidance.

Why use TrustID for Right to Work checks?

At TrustID, we offer a straightforward, easy to use online Right to Work verification service. Our Right to Work checking software helps to quickly and reliably assess whether the documents you are seeing are genuine and whether they give the holder the Right to Work in the UK. The service is regularly updated in line with the latest guidance, meaning you no longer need to be Right to Work experts and it’s backed up by a leading team of document analysts, fully trained in global identity documents and Home Office Right to Work guidance. Results are returned within 1 working hour, 7 days a week.

How long should I keep Right to Work documents for?

Once you have seen applicable documents from your employee, you must copy them and record the date of the check. You should then store secure, unalterable copies of the documents for the duration of a person’s employment, plus two years after their employment has come to an end. You should be able to produce copies of all relevant documents if requested to do so: if you’re found to be employing a potential illegal worker and you’re unable to produce evidence of a Right to Work Check, you may be liable for a civil penalty.

More information about Right to Work

A case for Right to Work technology

Download our guide to assess your case for using technology.

More information on our Right to Work services

Download our latest Right to Work brochure here.

How has Brexit affected Right to Work checks?

Read our latest update to find out more

What being ISO27001 certified means

Our IS27001 accredited certification lets you know that we follow information security best practice, helping to eliminate or minimise the risk of a security breach, keep information secure and ensure compliance with data protection regulations.

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