| UK Passport | You don't need to complete any further right of work checks with a UK Passport.
Leave the expiry date blank, as you can accept a UK passport even if it has time expired. However, you must always check the photo in the document against the actual appearance of the individual. Take care with older documents where the photograph may no longer resemble the current appearance. |
| EU Passport | Also referred to as a European Economic Area (EEA) passport. You don't need to complete any further right of work checks.
Leave the expiry date blank, as you can accept a UK passport even if it has time expired. However, you must ensure you retain copies of all pages containing personal details and endorsements. |
| EU national ID card | An EEA country must issue the card that states that the holder is a national of that country. You can accept an EEA national identity card even if it has time expired. However, you must ensure you retain copies of both sides.
You don't need to complete any further right of work checks.
The same arrangements apply to Switzerland even though it isn’t a member of the EEA. |
| Non-EEA passport with endorsement | Non EEA means all countries which are outside the European Economic Area and Switzerland. The non EEA passport and the endorsement must be current.
Sometimes the endorsement in the non-EEA passport states that the holder has limited permission to be in the UK. In this case, you need to complete a further right to work check when that permission expires. Insert the expiry date, so you receive a reminder when the next check is due.
Leave the expiry date blank and don't complete any further right to work checks if the endorsement states that the holder has: - Indefinite leave to remain (ILR)
- Their leave has no time limit leave
- Exemption from immigration control or has a certificate of entitlement to a right of abode
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| EEA residence permit | The Home Office issues a Residence card or Permanent Residence card, including an Accession Residence Card or a Derivative Residence card. They issue these to a non-EEA national who is a family member of an EEA country or Switzerland, or who has derivative right of residence.
If the Residence card contains an expiry date, the card must be current to demonstrate the right to work. You can affix the card to a passport which has time expired. You need to complete a further right to work check when the permission expires. Insert the expiry date, so you receive a reminder when the next check is due.
If the document is a Permanent Residence Card, you don't need to complete further right to work checks. Leave the expiry date blank in this case. |
| Other HO-issued document | The Immigration Status Document (ISD) must contain a photograph. It also requires a National Insurance number (NINO) issued by a Government department or a previous employer.
Sometimes the ISD states that the holder has limited permission to be in the UK. Insert the expiry date in this case, so you receive a reminder when the next check is due.
If the ISD states that the holder has indefinite leave to remain (ILR), you don't need to complete further right to work checks. Leave the expiry date blank. |
| Birth/adoption certificate plus NINO | These documents are only acceptable for right to work checks on UK nationals. A full birth or adoption certificate, which contains the names of at least one of the holder's parents or adopted parents.
A Government department or previous employer must issue this in the UK together with a NINO issued by a Government department or a previous employer. Or, NINO issued by a Government department or a previous employer with a birth or adoption certificate issued by either: - Ireland
- The Isle of Man
- The Channel Islands
You don't need to complete further right to work checks. Leave the expiry date blank in Sage 50 Payroll. |
| Certificate of registration/naturalisation as a British citizen plus NINO | A certificate of registration or certificate of naturalisation as a British citizen together with a NINO issued by a Government department, or a previous employer. |
| HO positive verification notice (PVN) | You can apply for a Home Office PVN if you’re reasonably satisfied that an employee has: - An outstanding Home Office application, appeal or administrative review, made before their previous permission expired
This involves completing an online application form. If issued, the PVN demonstrates a right to work for six months from the notice date, then you need to repeat the check. You and the employee must observe any work conditions contained in the PVN. Insert the expiry date, so you receive a reminder when the next check is due. |
| PVN plus ARC | An Application Registration Card (ARC) is for an individual who has claimed asylum in the UK and their family members. It isn’t an identity document.
If the ARC indicates permission to work, then with the consent of the employee you may apply for a Home Office positive verification notice (PVN). This involves completing an online application form. If issued, the PVN demonstrates a right to work for six months from the date of the notice, then you need to repeat the check.
The ARC generally indicates permission for the individual to work in an occupation contained in the Shortage Occupation List. Most ARC holders won’t have the right to work in the UK. Insert the expiry date, so you receive a reminder when the next check is due. |
| PVN plus CoA | Individuals who apply for the items below receive a Certificate of Application (CoA): - A Permanent Residence Card
- A Residence Card as a family member of a EEA or Switzerland national
If the CoA permits work, with the consent of the employee, you may apply for a Home Office positive verification notice (PVN). This involves completing an online application form.
The PVN demonstrates a right to work for six months from the date of the notice, then you need to repeat the check. Insert the expiry date, so you receive a reminder when the next check is due. |
| EU other | There's no requirement to register with the Home Office or obtain documentation from the Home Office for non-EEA nationals residing in the UK as: - A family member of an EEA national
- Who have a derivative right of residence in the UK
It's open to any non-EEA national who has an enforceable European Union law right to work in the UK. This includes as a direct family member of an EEA national or by virtue of a derivative right of residence.
You may choose to accept alternative evidence, or to seek further advice from the Home Office. There may be a case where a non-EEA national doesn't to qualify to work in the UK. In this case, you would be liable to payment of a civil penalty unless you checked the documents as set out in guidance issued by the Home Office. |
| E-Visa | UK Visas and Immigration (UKVI) are developing a digital immigration system which will replace physical documents. For further information, go to Gov.UK. |