The UK’s immigration system is going digital—here’s what businesses need to know about eVisas.
12 September 2024 | Kevin Nkrumah
It’s 2024, and the UK is well on its way to a fully digital immigration system. However, in the minds of many business people, visas are still part of the world of physical documents—BRPs, ink stamps, and visa vignette stickers.
That’s because the shift to eVisas, though very much underway, hasn’t fully sunk into people’s minds yet.
If you haven’t explored what border digitalisation means for your business, now’s the time. Whether you’re a UK employer managing a global workforce, a foreign company planning your next expansion into the UK, or simply travelling, understanding the eVisa system is essential—and it could save you a lot of time, money, and stress.
What is a UK eVisa?
An eVisa is a fully digital record of an individual’s immigration status in the UK. It is an online proof of the holder’s permission to remain in the country and any associated conditions, such as the right to work or study. Unlike physical documents, an eVisa cannot be lost, stolen, or damaged. Instead, it is stored in an individual’s UK Visas and Immigration (UKVI) account and can be accessed and shared securely online.
Moving Away from Physical Documents
Traditionally, individuals proving their immigration status have relied on physical documents like the BRP, biometric residence cards (BRC), ink stamps, or vignette visa stickers in passports. These documents provided tangible proof of immigration status but came with the risk of being lost, stolen, or damaged.
The introduction of eVisas marks the gradual phase-out of these physical documents. By 2025, most visa holders will have a digital status linked to their UKVI account, making it easier for businesses, government departments, and individuals to verify and prove immigration status. BRP holders, for example, are already being encouraged to create a UKVI account to access their eVisa. Those with ink stamps or vignette stickers can also transition to a digital eVisa.
Accessing and Using eVisas
Individuals can access their eVisa through the “View and Prove” service, a secure online platform managed by UKVI. Through this service, visa holders can generate share codes to provide time-limited access to their immigration details for third parties such as employers, landlords, and letting agents. This system replaces the need for physical proof and speeds up verification processes.
The UKVI account is central to managing eVisas. If an individual’s passport or contact details change, they can easily update their information through their UKVI account, ensuring their digital immigration record stays up-to-date.
How Will eVisas Affect Existing Visa Holders?
The transition to eVisas raises important questions for those holding physical immigration documents. Businesses managing foreign employees and individuals with BRPs or other physical visas must understand how this change will affect them.
What Does Current BRP Holders Need to Do?
All BRP holders are advised to visit the UK government’s eVisa portal at www.gov.uk/eVisa and create a UKVI account to access their eVisa. Although BRPs will remain valid until December 2024, after this date, visa holders will rely solely on their eVisa to prove their immigration status. Importantly, the expiry of a BRP does not affect an individual’s immigration status, but how that status is proven will change. Businesses should ensure that their employees know this requirement to avoid disruptions to their right to work or reside in the UK.
Transition for Other Visa Holders
Individuals holding passports with visa vignette stickers or ink stamps, as well as those with indefinite leave to remain or enter, can also take steps to transition to eVisas. The process involves creating a UKVI account, which can be done easily and free of charge. Those who fail to transition may experience delays in proving their status, particularly when accessing services like employment or renting property.
Phased Transition Until 2025
The Home Office is implementing the eVisa system gradually, intending to have most immigration statuses digitised by 2025. Businesses and individuals alike should take action now to ensure they are ready for the full transition. While existing physical documents remain valid, the benefits of moving to eVisas—such as faster verification, enhanced security, and reduced administrative burdens—make early adoption advantageous.
Compliance Requirements Under the eVisa System
Businesses with foreign employees now need to learn the new system’s rules alongside their regular legal compliance operations. The shift to eVisas introduces new processes for verifying immigration status, but it should also streamline those same compliance checks.
Legal Obligations for Employers
Under the eVisa system, employers will no longer need to inspect physical immigration documents. Instead, they will rely on the “View and Prove” service, which allows employees to generate share codes granting time-limited access to their immigration status. This digital process simplifies verification and ensures that employers are reviewing up-to-date information directly from UKVI.
Businesses, especially small and medium-sized enterprises (SMEs), may need to update their HR systems to accommodate this digital transition. The Home Office has stated that the eVisa system is secure and efficient, reducing the likelihood of fraud and tampered documents, which are risks associated with physical visas.
Ongoing Compliance and Training
While the eVisa system is designed to be user-friendly, businesses should still train their HR teams and legal departments to ensure they understand how to use the “View and Prove” service. The Home Office offers extensive resources for businesses, plus additional support through their UKVI Contact Centre. Ensuring that employees’ UKVI accounts are up to date is crucial, particularly if they change passports or other key details.
Addressing Concerns About Technical Issues with eVisas
Since eVisas are entirely digital, businesses may have concerns about the potential for technical issues, such as system downtime or user errors.
Contingency Plans for System Failures
The Home Office has designed the eVisa system to be resilient, but like all digital platforms, it is not immune to technical problems. In the event of a system failure, businesses can contact the UKVI Contact Centre for assistance. The “View and Prove” service has been designed to minimise downtime, and UKVI has outlined backup procedures to ensure that visa holders can still prove their status during technical disruptions.
For companies looking for additional support, having a reliable partner can make all the difference. Centuro Global offers comprehensive services for all types of UK immigration, ensuring businesses remain compliant and well-prepared, even when the unexpected occurs.
Managing Technical Glitches
It is important for businesses to educate employees on how to navigate the eVisa system and manage potential glitches. In cases where an individual cannot access their UKVI account or generate a share code, the Home Office can offer alternative verification methods through its Contact Centre.
Data Security and Privacy
In the transition to digital immigration records, data security is a top priority. The UK government has assured businesses and individuals that immigration data will be stored securely and not sold to third parties. Government agencies, including the Department for Work and Pensions and the National Health Service (NHS), can access immigration status information through secure system-to-system checks, reducing the need for individuals to prove their status repeatedly.
How Will the eVisa System Impact Costs for Businesses?
One of the most pressing concerns for businesses is whether the eVisa system will raise their costs. The Home Office has emphasised that the transition to eVisas will be free for visa holders, but businesses may need to consider additional factors.
Cost of Digital Infrastructure
The transition to eVisas may require some businesses, particularly those with large HR departments or frequent international hiring needs, to invest in new digital infrastructure. However, the long-term savings from reducing paperwork and eliminating the need to manage physical documents are expected to outweigh the initial setup costs.
Avoiding Fees for Physical Document Renewals
One major advantage of eVisas is that businesses and employees will no longer need to pay for document renewals, such as BRP replacements. This will save time and money, especially for large businesses with frequent employee visa renewals.
Ongoing Savings
The streamlined digital system promises to reduce the administrative burden on businesses. HR teams will spend less time tracking visa expiration dates, managing physical documents, and verifying employee status. The shift to eVisas is expected to lower costs over time by increasing efficiency and reducing the risk of human error or document fraud.
Staying Competitive in a Global Economy
Businesses that embrace new technologies and regulatory frameworks will build a competitive advantage in the long run. The transition to eVisas is part of a broader move towards digitisation that will impact how firms manage international employees and operate in new markets.
Investing in the necessary training, updating digital infrastructure, and aligning your processes with the eVisa system will put your company ahead.
Want to know more about the coming shape of digital immigration? Join our upcoming webinar to prepare your team for the eVisa transition. Contact us for tailored support on staying compliant and optimising your operations under the new system.
