If a worker's share code has expired, do not panic — and do not dismiss the worker. Ask them to log in to their UKVI account and generate a new share code immediately. You then check the new code at gov.uk/view-right-to-work before they continue working. The original expired code is simply replaced; there is no penalty for the expiry itself, only for failing to conduct a valid check.
Why share codes expire
A UK share code is valid for 90 days from the date it is generated — not from the date of the worker's visa or immigration status. Once those 90 days pass, the code is deactivated by the Home Office and you will see an error message if you try to check it at gov.uk/view-right-to-work.
This is a common source of confusion. A worker may have indefinite leave to remain or settled status — meaning they have the permanent right to work — but their share code can still expire if they generated it more than 90 days ago.
Key point: Share code expiry has nothing to do with the worker's immigration status. It is simply an administrative time limit on the code itself.
Step-by-step: what to do when a share code expires
Step 1 — Tell the worker immediately
Contact the worker as soon as you realise the share code has expired. Explain that they need to generate a new one and that you cannot continue processing their employment until a valid check is completed.
Be clear that this is a legal requirement — not a personal issue — and that it applies to all workers who use the online right-to-work checking system.
Step 2 — Worker generates a new share code
The worker logs in to their UKVI (UK Visas and Immigration) account at gov.uk/view-prove-immigration-status and generates a fresh share code. This takes under two minutes.
The new code will be valid for another 90 days. The worker shares the code with you along with their date of birth.
Step 3 — You check the new code immediately
Go to gov.uk/view-right-to-work and enter:
- The new 9-character share code
- The worker's date of birth
Review the result. It will confirm:
- The worker's name and photo
- Whether they have the right to work in the UK
- Any conditions or time limits (e.g. a visa expiry date)
Step 4 — Save a record of the new check
Take a screenshot of the result showing the date of the check, the worker's name, and their status. Store this alongside the original check record in the employee's file.
Important: Keep the record for the full duration of employment plus two years after it ends.
Can a worker continue working while you wait for a new share code?
This depends on your situation:
| Scenario | Can they work? | |---|---| | You have a valid previous check on file (conducted before employment started) | Yes — the worker can continue while the new code is generated, as long as you complete the new check promptly | | You have no valid check on file | No — do not allow the worker to continue until a valid check is completed | | The worker's visa has also expired | No — stop work immediately and seek legal advice |
If you are unsure, the safe default is to pause work until the new check is complete.
What if the worker cannot generate a new share code?
There are several reasons a worker might struggle to get a new code:
Their UKVI account is locked or inaccessible The worker should contact the Home Office UKVI helpline on 0300 790 6268 (Monday to Friday, 9am–4:45pm).
Their immigration status has changed If the worker's visa or leave has expired, they may no longer be able to generate a share code. In this case, you must not allow them to continue working and should seek legal advice.
They are an EU/EEA national who has not applied for EU Settlement Scheme status If a worker has not applied to the EU Settlement Scheme (which closed to new applicants on 30 June 2021), they may lack the right to work in the UK. Contact the Home Office for guidance.
How to avoid expired share codes causing disruption
The best practice is to check when each worker's share code was generated and set a reminder to ask for a new one around day 80 — before the 90-day limit is reached.
Even better: if a worker has a time-limited right to work (e.g. a visa that expires in 12 months), you are required to conduct a follow-up right-to-work check before their visa expires. Track these dates in your HR system so no check falls through the cracks.
KornerIQ tracks every right-to-work check, records the date, and sends automatic alerts 90, 60, 30 and 7 days before a visa or document expires — so you never have to chase an expired share code manually again.
Frequently asked questions
Does an expired share code mean the worker has lost their right to work? No. The share code is just a time-limited access code. The worker's immigration status — and their right to work — is determined by their visa or settlement status, not the share code itself.
Is there a penalty for checking an expired share code? There is no penalty for the expiry. The penalty arises if you employ someone without conducting a valid right-to-work check. An expired share code simply means the check was not valid — so you need to complete a new one.
How quickly does a worker get a new share code? Generating a new share code takes under two minutes once the worker is logged in to their UKVI account. The new code is available immediately.
Do I need to keep the expired share code check on file? Yes — keep all records of checks conducted, including any that used an expired code (which would show an error). The full audit trail demonstrates your compliance process.