People Group Services Limited Company Number: 11570329

Right to Work Check Process (UK)

Start of Process

• Obtain candidate’s full name, date of birth, and nationality.
• Inform the individual that a Right to Work (RTW) check is required before employment begins.

Identify Worker Type

A. British or Irish Citizens

Accept one of the following:

Option 1: Passport

• A valid OR expired UK or Irish passport.

Option 2: Birth Certificate + Evidence of NI Number

• A UK or Irish birth/adoption certificate AND
• An official document showing the National Insurance (NI) number
  (e.g., payslip, P45/P60, government letter)

B. International Workers

Option 1: Share Code (Online Check)

• Ask the individual to provide:
  • Share code
  • Date of birth
• Conduct check via the Home Office online service.
• Ensure:
• Photo matches the individual
• Work permissions and restrictions are reviewed
• Save a copy (PDF/screenshot) with the date of the check into contractor portal.

Option 2: Pending Application (ECS Check)

If the individual cannot provide a share code but has an ongoing application:

• Obtain:
  • Application reference number
  • Full name and date of birth
• Submit an Employer Checking Service (ECS) request.
• Await a Positive Verification Notice (PVN).

Important:

• Employment can only begin once a PVN is received.
• PVN provides a statutory excuse for 6 months.
• A follow-up check is required before expiry.

Conducting the Check (All Cases)

• Verify documents are genuine and belong to the individual.
• Check consistency of:
  • Name
  • Date of birth
  • Photographs
• Confirm the person presenting the documents is the rightful holder.

Record Keeping

• Retain copies of:
  • Documents or online check results
• Record:
• Date the check was conducted
• Store securely in line with data protection rules.

Follow-Up Checks (If Required)

• Required for individuals with:
  • Time-limited permission to work
• Conduct before permission expires.

Declaration

This Policy is approved by the Board of Directors of: People Group Services Limited Company Number: 11570329

Last updated: 1st May 2026