The UK's Transition to eVisas: A Guide for Employees
In a significant step towards modernising immigration processes, the UK is replacing physical immigration documents with digital eVisas. This transformation impacts both employers and employees, streamlining immigration status management and verification.
In our previous article on eVisas, we outlined what this transition means for employers and their responsibilities. If you haven’t read it yet, we recommend starting there to get a complete overview of the changes.
This guide covers the steps employees need to take to access their eVisas, along with how you, as an employer, can support them in the process.
Accessing eVisas: General Information
To access their eVisas, employees must create a UK Visas and Immigration (UKVI) account. This account is essential for managing and proving immigration status in the UK.
Who Can Access an eVisa?
Employees are eligible if they have permission to stay in the UK for longer than six months, granted in England, Scotland, Wales, or Northern Ireland. However, they cannot access an eVisa if they:
- Hold a visa valid for less than six months (e.g., visitor visa)
- Have an EU Settlement Scheme family permit
- Possess an electronic travel authorisation (ETA.
- Are exempt from immigration control (e.g., diplomats or those with ‘right of abode’)
What Does a UKVI Account Allow?
With a UKVI account, employees can:
- View and share their rights to work, rent, study, or access services like the NHS
- Check their current visa details, including conditions and expiry dates
- Update personal details such as contact information or travel documents
- Link travel documents to their eVisa for seamless return to the UK
For Employees Who Already Have a UKVI Account
Employees with an existing UKVI account are already part of the digital immigration system. Here’s what they need to know:
Accessing and Using Their eVisa
- Log in to their UKVI account to view immigration status details, including visa type, expiry date, and conditions.
- Use the ‘View and Prove’ service to securely share their immigration status with employers, landlords, or other organizations by generating a share code.
Share codes are specific to the purpose:- ‘W’ for work.
- ‘R’ for rent.
- ‘S’ for other services such as education or healthcare.
- Employees must ensure their eVisa is linked to their current passport to avoid issues at the UK border.
Keeping Their Account Updated
- Employees should update their UKVI account with any changes to their passport, contact information, or personal details (e.g., name or address).
- Before traveling internationally, employees should verify that their passport details are correct in their account. If updates are pending, they must carry both old and new passports.
- Errors in eVisa details (e.g., incorrect name or visa conditions) must be reported immediately via the UKVI service.
Travel Considerations
- Until 31 December 2024, employees should continue carrying physical documents like BRPs for international travel, even if they have an eVisa.
- From 1 January 2025, the eVisa linked to their passport will be sufficient for travel.
Documentation You Should Have at the Ready
To create a UKVI account, an employee needs either a BRP card number or visa application number, which they should have received via email or post.
Required Information:
- BRP card or visa application number
- Passport or BRP (for identity verification)
- Date of birth
- Email address
- UK mobile number
- Access to the UK Immigration: ID Check app (available on Google Play and the App Store)
Steps to Accessing a UKVI Account:
- Create a UKVI Account
- Visit the Get Access to Your eVisa page and click “Start now”.
- Visit the Get Access to Your eVisa page and click “Start now”.
- Verify Your Identity
- Link Your UKVI Account to Your eVisa
- UKVI will notify you when your eVisa is ready. Linking instructions are available here.
- Note: it may take a few days for your eVisa to become accessible.
Once the Account is Created and the eVisa is issued:
- Employees will receive an email notification when their eVisa is available
- They can access the “View and Prove” service to share their status or update personal details like passport information
- They can use only their travel document (aka passport) linked to their GOV.UK (UKVI) account to re-enter in the UK
How Employers Can Support Employees
Employers play a critical role in ensuring their employees successfully transition to eVisas.
For Employees with Limited Digital Skills or Access:
- Provide clear instructions and resources for setting up UKVI accounts.
- Offer technical support to employees who lack access to the internet or devices like smartphones or laptops.
- Direct employees to the Home Office support services if they need additional help.
Managing Accounts for Vulnerable Employees:
- Help employees who may face challenges, such as language barriers, disabilities, or limited literacy.
- With permission, manage UKVI accounts on behalf of employees who are unable to do so themselves.
- Assist employees in creating accounts for dependents under 18, as each individual requires a separate UKVI account.
FAQs for UKVI and eVisa Management
We’ve compiled answers to some common questions employees may have about UKVI and eVisa management.
1. How do I update my UKVI account with my new BRP and passport?
If you used the UK Immigration: ID Check app for your last visa application, your UKVI account may still be linked to your previous BRP. Update your account with your new BRP and passport details to avoid issues with Border Control. This ensures your eVisa remains linked to your passport after your BRP expires on 31 December 2024.
2. Is there a cost for creating or updating a UKVI account?
No, creating or updating a UKVI account is free.
3. How can I check my permission expiry date?
Your expiry date is listed in your approval email or letter. Alternatively, use your BRP number or your passport number (on 1 January and later) and date of birth to view your permission details online.
4. What should I do if my BRP expires before 31 December 2024?
Apply for permission to stay in the UK through the usual process or be required to create a UKVI account for an eVisa.
5. I’m waiting for my first BRP. What should I do?
If your decision email is issued before 1 November 2024, wait to receive your BRP before creating a UKVI account. Otherwise, you must have a Unique Application Number (consists of 16 digits – xxxx-xxxx-xxxx-xxxx) to create UKVI account and eVisa. To update details like your email or address, use the update form provided by UKVI.
Refer to your visa decision letter for the details about the BRP.
6. What if I have a Biometric Residence Card (BRC)?
- With EU Settlement Scheme status: You already have an eVisa; no further action is required.
- Without EU Settlement Scheme status: Your BRC may no longer be valid. Seek advice on your UK immigration status and avoid international travel until you have proof of status.
7. Should I keep my old BRP?
Yes, retain your old BRP for future visa applications. Carry it when traveling internationally until it expires on 31 December 2024, even if you already have an eVisa.
8. Does each family member need their own UKVI account?
Yes, every family member under UK immigration control must create their own UKVI account linked to their passport.
9. Can I travel home for Christmas?
Yes, but you must create your eVisa before leaving the UK. Carry your passport and BRP, and ensure your eVisa details are accurate here.
10. Do I need a BRP if I have ILR?
Yes, if you have ILR and do not yet have a BRP, you must apply for one before creating a UKVI account.
If you have any additional questions, please contact the official UKVI support via an online chat.
Additional Resources and Next Steps
Updating Personal Details
Employees must keep their UKVI accounts current to avoid issues with travel or status verification. Key updates include:
- Passport or ID details (especially before travel)
- Contact details (email and phone number)
- Personal information (name or address)
Sharing Immigration Status
Employees can generate a share code through the ‘View and Prove’ service to securely share their immigration status with employers or landlords. Share codes are valid for 90 days and tailored to specific purposes (work, rent, or other services).
Proactive Engagement
- Encourage employees to create their UKVI accounts and update details well before their physical documents expire.
- Share resources like official UKVI guidance to ensure employees are informed and supported throughout the process.
Resources
- Share this guide with your team to ensure everyone knows what to do.
- Share this short video from the Home Office and their guide on eVisas.
Support
- If you have any additional questions, please contact the official UKVI support via an online chat.
The shift to eVisas represents a significant change in the UK’s immigration system, offering increased security and streamlined processes. By actively supporting your employees, you can help them transition smoothly and ensure compliance with the new system.
For more information about your responsibilities as an employer, refer to our first article on eVisas.
