UK Work E-Visas: Complete Guide to the Digital Immigration System

Introduction

The UK’s immigration system is undergoing a significant transformation with the introduction of e-Visas, marking a decisive shift from physical documents to a fully digital system. This change represents one of the most substantial overhauls of the UK’s immigration infrastructure in decades, affecting millions of visa holders across the country.

Since 2018, the UK government has been gradually implementing digital immigration status records, with the EU Settlement Scheme being one of the first major programs to utilize this technology. Now, the Home Office is extending this digital approach across all visa categories, with physical documents like Biometric Residence Permits (BRPs) being phased out entirely.

This comprehensive guide explains everything you need to know about UK Work e-Visas, from creating your UKVI account to proving your immigration status digitally. Whether you’re a visa holder concerned about the transition or an employer adapting to new right-to-work verification processes, this article will help you navigate the new digital immigration landscape with confidence.

What Are UK Work E-Visas?

Definition and Purpose

An e-Visa is an online record of your immigration status and the conditions of your permission to enter or stay in the UK. Unlike traditional physical documents such as BRPs, passport stamps, or visa vignettes, an e-Visa exists entirely in digital form, accessible through a UK Visas and Immigration (UKVI) account.

The e-Visa system is part of the Home Office’s broader strategy to create a “digital by default” immigration system that enhances security, reduces fraud, and streamlines processes for both visa holders and those who need to verify immigration status.

Documents Being Replaced

The digital transition affects several types of physical immigration documents:

• Biometric Residence Permits (BRPs)
• Biometric Residence Cards (BRCs)
• Passport endorsements (including indefinite leave to remain wet ink stamps)
• Vignette stickers in passports
• Frontier worker permits

It’s important to note that transitioning to an e-Visa does not affect your underlying immigration status or the conditions attached to your permission to stay in the UK. The change only affects how you access and prove your status.

Benefits of UK Work E-Visas

The shift to a digital immigration system brings numerous advantages for visa holders, employers, and the UK government:

For Visa Holders

• Enhanced Security: Digital status cannot be lost, stolen, or damaged like physical documents

• Convenient Access: View your immigration status anytime through your UKVI account

• Simplified Travel: Eventually, you’ll only need your passport (linked to your e-Visa) when entering the UK

• Easy Status Sharing: Generate share codes to prove your status to employers, landlords, and others

• Quick Updates: Update personal details like a new passport without waiting for a new physical document

For Employers and Other Verifiers

• Real-Time Verification: Access up-to-date immigration status information directly from Home Office systems

• Reduced Risk: Minimize the possibility of accepting fraudulent documents

• Streamlined Processes: Conduct right to work checks more efficiently through the online system

• Automatic Updates: Receive notifications when an employee’s status changes or expires

According to the Home Office media factsheet, the e-Visa system also contributes to the UK’s border security by enabling more sophisticated checks and reducing the risk of document fraud.

Who Needs an E-Visa?

Understanding whether you need to take action to obtain an e-Visa depends on your current immigration status and documentation:

You Need to Create a UKVI Account If:

• You have a BRP or BRC that expires on December 31, 2024

• You use a physical document like a passport stamp or vignette to prove your immigration status

• You’ve been granted a new visa and need to access your digital status

You Already Have an E-Visa If:

• You have pre-settled or settled status under the EU Settlement Scheme

• You applied for your visa using the UK Immigration: ID Check app

• You’re a British National (Overseas) visa holder from Hong Kong

You Don’t Need an E-Visa If:

• You’re a British or Irish citizen

• You’re visiting the UK for less than 6 months

• You have indefinite leave to remain evidenced by a stamp or sticker in your passport (though you can apply for an e-Visa through a No Time Limit application if you wish)

For those who need to create a UKVI account to access their e-Visa, the process is straightforward but requires specific documentation and steps.

How to Create a UKVI Account

Creating a UKVI account is the essential first step to accessing your e-Visa. The process involves several key steps:

What You’ll Need

Before starting, gather the following:

• A smartphone with the UK Immigration: ID Check app installed

• Your current passport or BRP card

• Your visa application reference number (if you don’t have a BRP)

• Access to your email address and phone number

Step-by-Step Process

1. Visit the official e-Visa access page on GOV.UK

1. Select “Start now” and follow the prompts to begin creating your account
2. Enter your email address and create a password
3. Verify your email address using the link sent to your inbox
4. Download and open the UK Immigration: ID Check app
5. Use the app to scan your BRP or passport to confirm your identity
6. Complete the account setup by providing any additional required information

Once your account is created, you’ll be able to log in and view your immigration status. However, it may take a few days for your e-Visa to appear in your account as the Home Office processes your information.

Troubleshooting Common Issues

If you encounter problems while creating your UKVI account, several support options are available:

• Technical Issues: Use the UKVI webchat service for immediate assistance

• No Smartphone: Contact the Assisted Digital service provided by We Are Group

• Lost Documents: You can still create an account using your visa application reference number

• Vulnerable Individuals: Additional support is available through community organizations funded by the Home Office

The NHS Employers guide notes that employers should be prepared to support staff who may need assistance with the digital transition, particularly those who may be less technologically confident.

Proving Your Immigration Status with E-Visas

Once you have access to your e-Visa through your UKVI account, you’ll need to know how to use it to prove your status in various situations.

Using the View and Prove Service

The View and Prove service is the central hub for sharing your immigration status with third parties. Through this service, you can:

1. Log in to your UKVI account

1. Select the appropriate sharing option based on who needs to verify your status

1. Generate a share code specific to that purpose

1. Provide the share code and your date of birth to the verifier

Share codes are valid for 90 days and can be generated as many times as needed. Different types of share codes exist for different purposes:

• Right to Work: For employers verifying your permission to work

• Right to Rent: For landlords checking your eligibility to rent property

• Status Checking: For other organizations that need to verify your status

Keeping Your Information Updated

It’s crucial to keep your UKVI account information current, especially:

• Your contact details (email and phone number)

• Your passport or travel document information

• Any name changes due to marriage or other reasons

Failing to update this information could lead to difficulties when traveling or proving your status. The Citizens Advice guide emphasizes the importance of maintaining accurate information in your UKVI account to avoid potential issues.

Impact on International Travel

The transition to e-Visas has significant implications for international travel, though some aspects are still being implemented.

Current Travel Requirements

As of early 2025, the Home Office has extended the acceptance of expired BRPs and BRCs for travel until at least March 31, 2025, provided the holder still has valid immigration status. This extension gives travelers additional time to transition to the digital system.

When traveling with an e-Visa:

1. Ensure your passport is linked to your UKVI account before booking travel

1. Consider generating a share code before your journey as backup

1. Make sure you can access your UKVI account during your travels

1. Carry your expired BRP with you until at least March 31, 2025, as a precaution

Future Travel Process

Eventually, the system will allow for fully digital verification at borders. Airlines and other carriers will be able to automatically check your immigration status when you present your passport, eliminating the need for physical documents entirely.

If you encounter issues while traveling, the Home Office has established a 24/7 passenger support helpline at 0800 876 6921 (free) or 0203 337 0927.

Impact on Employers

The shift to e-Visas significantly changes how employers verify the right to work for their non-UK/non-Irish employees.

Right to Work Checks

Employers must adapt their processes to accommodate digital status verification:

1. Request a share code from the employee

1. Use the employer checking service with the share code and the employee’s date of birth

1. Retain a record of the check, including when it was conducted

According to Stevens & Bolton LLP, employers should review their records to identify employees whose BRPs expire on December 31, 2024, and ensure follow-up checks are conducted where necessary.

Employer Responsibilities

Employers have several key responsibilities during this transition:

• Communication: Inform affected employees about the need to create UKVI accounts

• Policy Updates: Revise right to work check procedures to reflect the digital system

• Training: Ensure HR teams understand the new verification process

• Record-Keeping: Maintain appropriate records of all digital status checks

Failure to conduct proper right to work checks can result in civil penalties of up to £60,000 per illegal worker, making compliance with the new system essential.

Transition Timeline and Key Deadlines

Understanding the timeline for the e-Visa transition is crucial for both visa holders and employers:

Critical Dates

• October 31, 2024: No new BRPs issued after this date

• December 31, 2024: All BRPs and BRCs expire, regardless of the date printed on them

• March 31, 2025: Extended deadline for accepting expired BRPs/BRCs for travel

• 2025: Full implementation of the digital immigration system

Taking Action

The Home Office strongly encourages all affected individuals to create their UKVI accounts as soon as possible, rather than waiting until the deadlines approach. Early adoption helps ensure a smooth transition and reduces the risk of issues when traveling or proving status.

As Harper James Solicitors notes, employers should be proactive in communicating with staff about registering for UKVI accounts and applying for e-Visas if they haven’t already done so.

Support and Assistance

Recognizing that the digital transition may be challenging for some individuals, the Home Office has established several support mechanisms:

Assisted Digital Support

The “We Are Group” provides assistance for people who: – Aren’t confident using digital devices – Don’t have access to a smartphone or computer – Don’t have internet access

They can be contacted at: – Email: visa@we-are-digital.co.uk – Text: 07537 416 944 (text the word “VISA”) – Phone: 0333 344 5675 (Monday to Friday, 9am to 6pm)

Community Support

The Home Office has funded several organizations to provide specialized support for vulnerable individuals:

• England: Migrant Help (07483 170100)

• Scotland: Citizens Advice Scotland (0800 028 1456)

• Wales: Welsh Refugee Council (0808 196 7273)

• Northern Ireland: Advice NI (0800 915 4604)

These organizations can provide personalized assistance with creating UKVI accounts and accessing e-Visas.

UKVI Resolution Center

For technical issues or questions about your e-Visa, the UKVI Resolution Center offers: – Webchat support – Telephone assistance: 0300 790 6268 – Help with account recovery and error reporting

As UNISON highlights, it’s important for individuals to seek help if they encounter difficulties with the digital system, particularly if issues could affect their employment or travel plans.

FAQs About UK Work E-Visas

What if I can’t see my e-Visa after creating my UKVI account?

Don’t worry if your e-Visa isn’t immediately visible. The Home Office will email you when it’s ready to view, which usually takes 2-3 days but can take up to 8 weeks in some cases. While waiting, you can continue using your BRP for travel and to generate share codes.

Can I still use my BRP after December 31, 2024?

While BRPs officially expire on December 31, 2024, the Home Office has extended their acceptance for travel until at least March 31, 2025. You can also continue to use an expired BRP to generate share codes for right to work and right to rent checks throughout 2025, as long as your underlying immigration status remains valid.

What happens if I lose access to my UKVI account?

If you lose access to your UKVI account, contact the UKVI support immediately. They can help you recover your account, which may involve additional identity verification. It’s crucial to keep your account credentials secure and your contact information updated.

Do I need to create a UKVI account for my child?

Yes, everyone must have their own UKVI account, including children under 18. If a child is unable to create and manage their own account, a parent or guardian should do this for them. You can find guidance on creating a UKVI account for a child on the GOV.UK website.

What if I have indefinite leave to remain with a stamp in my passport?

If you have indefinite leave to remain evidenced by a stamp or vignette in your passport, you can continue using this document throughout 2025. However, the Home Office encourages you to make a free “no time limit” (NTL) application to access an e-Visa, which will make it easier to prove your status in the future.

The Future of Digital Immigration in the UK

The transition to e-Visas is just one component of the UK’s broader strategy to create a fully digital border and immigration system by 2025. This vision encompasses several key elements:

Enhanced Border Security

Digital immigration records enable more sophisticated security checks and reduce the risk of document fraud. The system will eventually allow for seamless verification at borders, with carriers able to automatically check immigration status when passengers present their passports.

Streamlined Processes

The digital system aims to simplify immigration processes for both applicants and verifiers. Future enhancements may include: – Fully online visa applications without in-person appointments – Automated status updates and reminders – Integration with other government services

Global Mobility

As noted by Davidson Morris, the digital system aligns with global trends toward more efficient border control and immigration management. Similar systems are being implemented in countries worldwide, facilitating smoother international travel and migration.

Continuous Improvement

The Home Office has committed to ongoing refinement of the digital immigration system based on user feedback and technological advancements. This iterative approach should address challenges and enhance functionality over time.

Conclusion

The transition to UK Work e-Visas represents a significant modernization of the immigration system, bringing both opportunities and challenges. For visa holders, the digital system offers enhanced security, convenience, and simplified status verification. For employers and other verifiers, it provides more reliable and efficient ways to check immigration status.

As Hill Dickinson advises, both individuals and organizations should take proactive steps to prepare for the full implementation of the digital system. Creating UKVI accounts, updating processes, and staying informed about developments will help ensure a smooth transition.

While the change may initially seem daunting, particularly for those less comfortable with digital systems, the extensive support available should help address concerns and challenges. By embracing this digital transformation, the UK aims to create an immigration system that is more secure, efficient, and user-friendly for all stakeholders.

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