What HR Professionals Should Know About the UK’s eVisa Transition?
The UK’s immigration landscape is undergoing a significant digital transformation, with the introduction of the eVisa system at its core. This transition will streamline how immigration status is verified, but it also comes with responsibilities for HR professionals and employers. Understanding the implications of this shift is critical to maintaining compliance and supporting affected employees effectively.
Understanding the eVisa Transition
By the end of 2024, the UK will phase out physical proof of immigration status, such as biometric residence permits (BRPs), passport vignettes, and stamps. In their place, the eVisa system will provide a fully digital means of verifying immigration status.
This transition affects non-European nationals living in the UK, including the estimated four million BRP holders. While immigration status will not be lost if individuals fail to register for an eVisa, the inability to prove status digitally may create significant challenges when interacting with employers, landlords, or government services.
Why the Change?
The move to a digital system is intended to:- Reduce the risk of fraud and loss of documents.
- Provide a secure and convenient method to share immigration status.
- Streamline processes for both individuals and employers.
From 2025 onward, only British and Irish citizens will use physical proof of status. Everyone else will rely on eVisas, with few exceptions (e.g., diplomats or those exempt from immigration control).
What HR Teams Need to Know
Employers are responsible for ensuring employees have the legal right to work in the UK. This involves conducting right-to-work checks, which must now account for the eVisa system. Key considerations include:
Right-to-Work Checks- Since April 2022, right-to-work checks have primarily been digital for new hires, using the UKVI online service and a share code.
- For employees hired before this, where checks relied on physical documents like BRPs, employers must update these checks before 31 December 2024 to retain their statutory excuse against penalties.
- The civil penalty for employing an individual without the right to work has recently increased to £60,000 per employee. Timely compliance with eVisa updates is crucial to avoid such liabilities.
- Encourage employees still using physical documentation to register for an eVisa promptly.
- Remind employees that eVisas simplify processes like proving their right to rent, access services, or travel.
- Review and update right-to-work policies to align with the latest Home Office guidance.
- Conduct a compliance audit to identify gaps in sponsor obligations, if applicable.
How to Register for an eVisa
The registration process for an eVisa is designed to be straightforward and free of charge:
- Employees can create a UKVI account at gov.uk/eVisa using their BRP number or Unique Application Number (UAN), along with their passport or identity document.
- Verification is completed via the UK Immigration: ID Check app.
- Once approved, employees receive an email confirming their digital immigration status. Before travelling, employees should generate a share code using the View and Prove service to confirm their UK immigration status.
Preparing for Future Digital Changes
The eVisa rollout is just one step in the UK’s shift to digital immigration processes. From January 2025, non-European nationals entering the UK for business or leisure will require an Electronic Travel Authorization (ETA). European nationals will need an ETA from April 2025. HR teams must stay informed about these developments, especially when hiring globally or managing frequent travellers.
Final Thoughts
The move to a fully digital immigration system brings both opportunities and challenges. For HR professionals, staying ahead of these changes is essential for compliance and employee support. By proactively adopting the eVisa system and ensuring robust right-to-work procedures, employers can navigate this transition smoothly while mitigating risks.
