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Executive Summary
- The UKVI Share Code (eVisa) is the legally recognised evidence for UK right-to-work checks. Internal HR records, BRP copies, or previous visa documents cannot replace a valid digital status check.
- If the expiry date shown on the UKVI Share Code is earlier than your internal records, employers should rely on the digital status until the discrepancy is resolved and a new right-to-work check is completed.
- Employers cannot request corrections to an employee's digital immigration record on the employee's behalf. The employee must contact the UKVI Resolution Centre to have their eVisa details updated.
- Because digital status corrections can take time, HR teams should plan for potential delays and complete follow-up right-to-work checks before the employee's current digital permission expires.
Our HR records show a visa expiry of November 2029, but the employee UKVI Share Code shows February 2029. Which date takes precedence for right-to-work purposes?
Answer: The UKVI Share Code (e-Visa) is the legal source of truth for UK right-to-work verification. Employers must rely on it to establish a statutory excuse against illegal working, internal HR records, BRP copies, or CoS data carry no legal weight in this context.
If the employee believes the Share Code reflects an error, they must contact the UKVI Resolution Centre independently to correct their digital profile.
HR cannot raise this on the employee's behalf. Until the Share Code is corrected and a fresh employer check is completed, the statutory excuse for continued employment is at risk.
⚠️ Important: Always rely on the employee's UKVI Share Code (eVisa) as the authoritative record for right-to-work checks. If it differs from your internal records, verify the digital status before allowing continued employment.
At a Glance: Right to Work Discrepancy Scenario
What the Law Requires and What HR Must Do Before the Share Code Date
The Legal Position - UK Share Code Discrepancy
The UKVI Share Code (eVisa) is the official source employers must use to verify an employee's right to work in the UK. If the information shown on the Share Code differs from internal HR records, employers should rely on the digital immigration status until the discrepancy is resolved.
- Use the Share Code as the Source of Truth: The expiry date shown on the UKVI Share Code is the date employers should use for right-to-work checks.
- Historical Records Carry No Legal Weight in a Discrepancy: Even if your HR system shows a later expiry date based on a previous Certificate of Sponsorship (CoS) or BRP record, that historical data does not protect your statutory excuse.
- Maintain a Clear Compliance Record: Record when the discrepancy was identified, when the employee contacted the UKVI Resolution Centre, and when the updated Share Code was verified. This audit trail helps demonstrate compliance during a Home Office audit.
- Review Expiry Dates Carefully: Any discrepancy between the Share Code and internal records should be investigated immediately.
The Corrective Rout - UK Share Code Discrepancye
If an employee believes their digital immigration status is incorrect, the correction must be initiated by the employee. HR should support the process by monitoring progress and updating records once the issue has been resolved.
- Employee Must Contact UKVI: Only the visa holder can request corrections to their digital immigration record.
- Keep Evidence of the Request: Ask the employee to retain confirmation that a correction request has been submitted.
- Allow Time for Resolution: Updates to digital immigration records can take time, so plan for possible delays.
- Recheck After Correction: Once the employee confirms the update, complete a new online right-to-work check and save the revised result.
HR Guidance - UK Share Code Discrepancy
Having a clear internal process helps reduce compliance risks when right-to-work records do not match. HR should act promptly and document each step until the discrepancy is resolved.
- Record the Digital Expiry Date: Use the expiry date shown on the UKVI Share Code for compliance monitoring.
- Notify the Employee Promptly: Ask the employee in writing to contact the UKVI Resolution Centre if a discrepancy exists.
- Schedule a Follow-Up Check: Set reminders to complete another right-to-work check before the current digital permission expires.
- Maintain Complete Records: Keep copies of Share Code checks and related correspondence in the employee's compliance file.
Key Risks - UK Share Code Discrepancy
Failing to resolve a discrepancy between internal records and the UKVI Share Code can create unnecessary compliance challenges. Early action helps protect both the employer and the employee.
- A Valid Visa Alone Is Not Enough: If the Share Code is not corrected before its expiry date, employers may lose their statutory excuse even if the employee's visa remains valid. This can result in significant civil penalties.
- Delayed Corrections: Slow resolution of digital immigration records can affect onboarding or ongoing employment planning.
- Incomplete Documentation: Missing or outdated right-to-work records may be identified during a Home Office compliance audit.
- Missed Follow-Up Checks: Failing to repeat the right-to-work check after a correction can leave compliance records incomplete.
About Jobbatical Expertise in the United Kingdom
Jobbatical has supported over 17,000+ international relocations across more than 45 countries, helping HR teams manage immigration operations, onboarding continuity, permit tracking, and compliance coordination. In the UK, our team supports sponsors navigating eVisa transitions, right-to-work compliance, and complex cases involving UKVI data discrepancies and Resolution Centre escalations.
FAQs: UKVI Share Code Discrepancy and Right to Work Re-verification
This covers the following use cases:
- What happens when the UKVI eVisa system shows a different expiry date than the visa vignette or BRP we have on file?
- Can an employer continue to employ a worker while a UKVI Share Code data error is being corrected?
- How do I contact the UKVI Resolution Centre on behalf of an employee with an incorrect digital profile?
- What is the UKVI Resolution Centre, and how long does it take to correct an eVisa error?
- Our Skilled Worker visa holder's Share Code shows they expired last month, but HR records say they have leave until next year. What should we do?
- How do we re-establish a statutory excuse after the Share Code expiry date has passed due to a UKVI data error?
- Does a BRP scan or internal HR record override an incorrect UKVI Share Code expiry date?
- What documentation should HR retain during a UKVI Resolution Centre correction period?
- Can the Home Office Employer Checking Service confirm immigration status while a Share Code discrepancy is being resolved?
- What is the right-to-work procedure for an Indian national on a Skilled Worker visa whose eVisa profile shows an error?
- Our employee from Nigeria has a UKVI profile mismatch after their Skilled Worker visa renewal. Who is responsible for resolving it?
- How does a Share Code discrepancy affect a sponsored worker's Indefinite Leave to Remain (ILR) qualifying period calculation?
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