eVisas: The Complete Guide for UK Employers - Everything You Need to Know in 2026

The UK has fully transitioned to eVisas, replacing physical immigration documents with digital status that can be verified online. This fundamental change in how immigration status is recorded and verified has significant implications for UK employers conducting Right to Work checks and managing sponsored workers. This comprehensive guide covers everything employers need to know about eVisas in 2026.

Understanding eVisas: The Basics

An eVisa is simply a digital record of a person's immigration status. Rather than a physical document or stamp in a passport, the person's right to be in the UK and any conditions attached to their stay are stored digitally and linked to their identity in Home Office systems.

What eVisas Replace

The transition to eVisas means the end of:

• Biometric Residence Permits (BRPs): Physical cards that previously evidenced immigration status
• Biometric Residence Cards (BRCs): Cards issued to family members of EU nationals
• Passport stamps and vignettes: Physical endorsements showing permission to enter or stay
• Immigration status letters: Paper documents confirming status decisions

How eVisas Work

Each person with UK immigration status has a UKVI account that stores their digital status. This account:

• Contains the person's current immigration status and any conditions
• Is linked to their identity through biometric data
• Is updated automatically when status changes (grants, refusals, curtailments)
• Enables generation of share codes for verification by employers and landlords
• Provides access to status letters and correspondence

Conducting Right to Work Checks with eVisas

For employees with eVisas, the Right to Work check process has changed significantly. Here's how to conduct compliant checks:

Step-by-Step Verification Process

1. Request a share code: Ask the employee to generate a share code from their UKVI account at gov.uk/view-prove-immigration-status
2. Obtain date of birth: You'll need the employee's date of birth to use the share code
3. Access the checking service: Go to gov.uk/check-immigration-status
4. Enter the details: Input the share code and date of birth
5. View the status: The service will display the person's immigration status and photo
6. Verify identity: Check the photo matches the person presenting for work
7. Record the check: Save or print the verification page as evidence of your check

What to Check

When viewing the online status, verify:

• The person has permission to work in the UK
• Any restrictions on the type of work they can do (e.g., hours limits for students)
• Whether permission is time-limited (requiring follow-up checks)
• The photo matches the person you're checking
• The name matches other identity documents

Recording Your Check

To establish a statutory excuse, you must retain evidence of your check:

• Save or print the 'profile' page from the online check (showing photo and status)
• Record the date you conducted the check
• Note any work restrictions that apply
• Set reminders for follow-up checks if permission is time-limited
• Keep records securely for the duration of employment plus two years

Common Employer Concerns About eVisas

The transition to digital status has raised various questions from employers. Here are answers to the most common concerns:

What If the System Is Down?

The Home Office provides guidance on alternative verification methods during outages:

• Check the GOV.UK website for service status updates
• If the outage is prolonged, the Home Office may issue guidance on temporary alternative methods
• Document your attempts to use the online service
• Do not allow work to commence until a proper check can be completed unless you're confident in the person's status through other means

How Long Are Share Codes Valid?

Share codes typically expire after 90 days. If you cannot complete your check within this period, the employee will need to generate a new code. Share codes are single-use in the sense that they reveal the current status at the time of checking — if status changes, the information shown will reflect the new status.

What If Employees Cannot Access Their Account?

Some employees may have difficulty accessing their UKVI account. The Home Office has processes for resolving access issues:

• The person can contact the UKVI Resolution Centre for assistance
• Identity verification issues can be resolved through the UKVI ID Check app
• If the person has a valid BRP that hasn't expired, this can still be used for verification alongside the online check
• Employers should not disadvantage employees who are genuinely trying to resolve access issues

What About Employees with Physical Documents?

During the transition period, some employees may still have valid physical documents:

• Valid BRPs: Can still be used for Right to Work checks until expiry (most expire by end of 2024)
• Passport stamps/vignettes: Valid until the stated expiry date
• EU Settlement Scheme status: Must be verified online using share codes — there are no physical documents
• Frontier Worker Permits: Physical permits can be used for verification

Maintaining Compliance with eVisas

To maintain compliance in the eVisa era, employers should update their processes:

Update HR Procedures

• Remove references to BRP checking from onboarding procedures
• Train HR staff on the online checking process
• Update employee communications about document requirements
• Implement systems to track when follow-up checks are required
• Establish processes for handling verification delays or difficulties

Implement Robust Tracking

• Record the date of each Right to Work check
• Track permission expiry dates for time-limited statuses
• Set automated reminders for follow-up checks
• Monitor for employees approaching visa expiry
• Maintain audit trails of all verification activities

Keep Records Properly

• Save the profile page from every online verification
• Store records securely with appropriate access controls
• Maintain records for the required retention period
• Ensure records are retrievable for audit purposes
• Implement backup procedures for digital records

Benefits of Digital Immigration Status

While the transition required adjustment, eVisas offer several advantages for employers:

Real-Time Status Verification

Online checks show current status at the time of checking. This is more reliable than physical documents, which may not reflect changes that occurred after issuance. If someone's visa has been curtailed or revoked, this will be immediately apparent through the online service.

Reduced Fraud Risk

Digital verification eliminates the risk of accepting sophisticated physical document forgeries. The online service verifies status directly with Home Office systems, providing certainty about the person's actual immigration status.

No Document Expiry Issues

Physical documents can expire before the underlying immigration status expires. With eVisas, the status shown online is always current, eliminating confusion about whether expired documents still evidence valid status.

Simplified Audit Process

Online verification records provide clear, timestamped evidence of Right to Work checks. This simplifies Home Office audits and provides robust evidence for statutory excuse purposes.

Troubleshooting Common Issues

Here are solutions to common problems employers encounter with eVisa verification:

Share Code Not Working

• Check the code hasn't expired (90-day validity)
• Verify correct date of birth is being entered
• Ensure no typing errors in the share code
• Ask the employee to generate a fresh code if problems persist

Photo Doesn't Match

• The photo shown is from Home Office records — it may be older
• If you have concerns, request additional photo ID for comparison
• Document your concerns and any additional verification steps taken
• Do not proceed with employment if you cannot verify identity

Status Shows Incorrect Information

• The employee should contact UKVI to resolve discrepancies
• Do not rely on status shown if you believe it may be incorrect
• Document the issue and any steps taken to resolve it
• Consider delaying employment start until status is clarified

Looking Ahead

The eVisa system will continue to evolve. Expected developments include:

• Enhanced integration with employer HR systems
• Improved mobile access for employees and verifiers
• Expanded functionality for tracking status changes
• Better support for edge cases and unusual situations
• Integration with other government digital services

Conclusion

The transition to eVisas represents a fundamental shift in how UK immigration status is evidenced and verified. While the change requires updates to employer processes and training for HR teams, the digital system offers significant advantages in terms of accuracy, security, and efficiency.

Employers who embrace the new system and implement robust verification processes will be well-positioned to maintain compliance while providing a smooth experience for employees with digital immigration status.

At ARK Global Solutions, we help UK employers navigate the complexities of immigration compliance in the digital age. Our STAYRYTE platform integrates seamlessly with eVisa verification processes, providing automated tracking and compliance management for sponsored workers. Contact us to learn how we can support your compliance needs.