The expiry date of an employee's Right to Work (RTW) in the UK is input into their Electronic Staff Record (ESR). When the RTW is due to expire ESR will notify the employee's named Supervisor (Line Manager held in ESR).
If an employee’s Visa information has changed or needs to be updated in ESR, an Employee Change Form (ECF) will need to be completed and uploaded to the Document Transfer Service (DTS) by their Line Manager.
The Line Manager will also need to upload a copy of the new Visa documentation with the ECF ensuring they have signed, dated and verified the documents.
When recording the verification date on each individual document, the following wording must be used:
'The date on which this right to work check was made: [insert date]'
The Employee Change Form can be found on The Hub.
Further Information
When completing the ECF, the Line Manager will need to ensure they include the DTS number and a note advising that the change form is to update the Visa information in the comments box.