HOW TO CONDUCT A MANUAL RIGHT TO WORK CHECK
A Right to Work check must be carried out before the employment commences.
STEP 1 - OBTAIN
Obtain the relevant document or combination of documents from List A or List B of the Home Office Right to Work checklist
STEP 2 - CHECK
- Check that the documents are genuine and that the person presenting them is the (prospective) employee, the rightful holder and allowed to do the type of work offered.
- You must have physical possession of the original document. The individual can be there in person, or if they cannot attend in person, they must send their original documents by secure post and attend by videocall.
- You cannot use a scan of the documents or check the documents by videocall. There is no exemption from this requirement even if the individual is not intending to attend campus during the course of their work e.g. due to working remotely from another city.
- UKVI has not provided any exemptions for remote workers beyond the end of the adjusted COVID-19 RTW checks and we must adhere to the guidance and conduct RTW checks for every employee consistently, regardless of their nationality or their position.
STEP 3 – COPY & RETAIN
- Take a high-quality colour copy of the document, ensuring that all relevant page(s) are copied
- Record the date that the check was made and then print and sign name of checker accompanied by ‘Date on which the Right to Work check was made’ – it is important to use this wording and not just sign the document or just date the document only.
- Complete the Home Office Right to Work Checklist (recommended)
- Record the Right to Work information on CoreHR.
- Diarise the date that a repeat check is due and record details on Core, including a review date for a repeat check.
WHAT TO COPY
- Passports: any page with the document expiry date, the holder’s nationality, date of birth, signature, leave expiry date, biometric details, photograph and any page containing information indicating the holder has an entitlement to enter or remain in the UK (visa or entry stamp) and undertake the work in question.
- All other documents: the document in full, including both sides of a Biometric Residence Permit, Application Registration Card and a Residence Card (biometric format).
Typically, this will be the passport bio-page (containing the photograph), pages with UK entry stamps and/or UK visa vignettes (visa sticker).
All copies of documents taken should be kept securely for the duration of the worker’s employment and for two years afterwards.