Navigating the eVisa Transition: Essential Guidance for Employers and Employees

The UK Home Office is transitioning from physical immigration documents, like Biometric Residence Permits (BRPs), to a fully digital system—eVisas. This shift offers significant benefits for both employers and employees, simplifying the process of verifying immigration status and ensuring compliance with Home Office regulations.

In this guide, we’ll provide essential insights for both employers and employees to help you navigate this transition smoothly.

Part 1: Guidance for Employers

As an employer, your responsibilities are changing as the Home Office phases out physical immigration documents in favor of eVisas. Here’s what you need to know to stay compliant and manage your workforce effectively.

What is an eVisa?

An eVisa is a digital proof of immigration status, replacing physical documents such as Biometric Residence Permits (BRPs), passports with visa vignette stickers, and ink stamps. From Autumn 2024, most new visa applicants will receive an eVisa.

Why Does This Matter for Employers?

If your employees are transitioning to eVisas, your process for checking their immigration status will change. You’ll no longer handle physical documents like BRPs, making it faster and more secure to verify your employees' right to work.

Employer Responsibilities During the Transition

1. Right-to-Work Checks

Employees with eVisas will generate a share code from their UKVI account. As an employer, you will need to verify their right to work using the Home Office’s online checking service. Alternatively, if you are not able to verify their right to work check online you request a check using the employers checking service. 

Visit the Right to Work service.

Visit the Employers Checking Service.

2. Encouraging Employees to Transition

Employees currently using physical documents should be encouraged to create a UKVI account to access their eVisa. This ensures that they can easily prove their right to work and avoid delays. This does not apply to British nationals or those who have obtained Indefinite Leave to Remain/Settled Status. 

3. Handling BRPs Until They Are Phased Out

Employees with valid BRPs can still present them for proof of ID, but they must switch to using the online Right to Work service to verify their visa status in the UK. You must encourage them to move to eVisas to streamline this process.

Benefits for Employers Using the eVisa System

• Increased Efficiency: Digital verification eliminates the need to handle and store physical documents.
• Improved Security: Reduced risk of lost, stolen, or counterfeit documents.
• Better Compliance: Using the Home Office’s online service ensures you meet legal requirements for verifying immigration status.

Best Practices for Employers

• Ensure your HR team is trained on how to verify eVisas using the share code system.
• Encourage employees to create their UKVI accounts as soon as possible to avoid disruptions.
• Stay informed about the latest Home Office regulations to ensure ongoing compliance.

Part 2: Guidance for Employees/Candidates

If you hold a UK visa or immigration status, the transition to eVisas will simplify the process of proving your immigration rights. Here’s what you need to know and how you can prepare for this change.

What is an eVisa?

An eVisa is a digital record of your immigration status in the UK, replacing physical documents such as BRPs and passports with visa vignette stickers. Most new visa applicants will begin receiving eVisas from Autumn 2024.

How to Transition to an eVisa

If you currently hold a BRP or other legacy immigration document, you need to create a UKVI account to access your eVisa. Once you have your eVisa, you can easily prove your immigration status using a digital share code.

Create your account at www.gov.uk/evisa.

Benefits of eVisas for Employees

• Secure and Convenient: An eVisa cannot be lost, stolen, or damaged, unlike physical documents.
• Easy Proof of Rights: Use a share code to instantly and securely prove your right to work, rent, or access services.
• No More Paperwork: Government departments can access your immigration status directly, reducing the need for you to provide proof repeatedly.

What You Need to Do

1. Create Your UKVI Account Visit www.gov.uk/evisa to create your account and transition to an eVisa.
2. Generate a Share Code Whenever you need to prove your immigration status (for work, renting, or government services), log in to your UKVI account and generate a share code. Provide this code to employers or landlords to verify your status.
3. Keep Your Details Updated Make sure your personal information, such as passport details, is up to date in your UKVI account to avoid any issues when proving your immigration status.

Government Resources for Employers and Employees

For detailed guidance on creating a UKVI account and accessing your eVisa, here are key resources from the UK Government:

• How to create a UKVI account and access your eVisa (video): A step-by-step video guide to help you get started.
• Guidance: Online immigration status (eVisa): Official guidance on managing your digital immigration status.

The shift to eVisas marks a significant improvement in the UK’s immigration system, making it more efficient and secure for both employers and employees. By preparing now and ensuring that you understand the new processes, you can make this transition smooth and seamless for your business. Need help navigating the eVisa transition as an employer? Borderless is here to make the process easier for you. Our team of experts can guide you through the transition, ensuring compliance and streamlining your sponsorship management system. Contact Borderless today to learn how we can support your business through the shift to digital immigration status.

FAQs

Does switching to an eVisa affect my immigration status?
No, your immigration status and visa expiry date will remain unchanged.

What should I do if I still have a BRP?
If your BRP is valid, you can still use it, but we recommend creating a UKVI account and transitioning to an eVisa for quicker and more secure verification.

How can I verify the immigration status of an employee?
Use the Right to Work service and ask your employee for a share code from their UKVI account.

The shift to eVisas marks a significant improvement in the UK’s immigration system, making it more efficient and secure for both employers and employees. By preparing now and ensuring that you understand the new processes, you can make this transition smooth and seamless for your business or personal circumstances.

Need help navigating the eVisa transition? Borderless is here to make the process easier for you. Our team of experts can guide you through the transition, ensuring compliance and streamlining your sponsorship management system. Contact Borderless today to learn how we can support your business through the shift to digital immigration status.