Eligibility to work in the UK - process for hiring managers

We know our Eligibility to Work (ETW) processes haven’t always been easy and can really slow down the process of getting new colleagues into the business when you need them the most.

We’ve invested in technology to provide you with a new intelligent Right to Work app. The App allows you to submit your successful candidate’s ETW via your work/personal mobile device or depot / store tablet.

We’ve invested in technology to provide you with a Right to Work app, which allows you to submit ETW using your work/personal mobile device or depot / store tablet.

How does the app work?

The app will recognise which documents you're scanning and will prompt you for additional documents if needed. The app registers all visa types and auto approves UK Passports at the time of scanning.

For candidate’s who have EU Settled Status, the app allows you to validate their Online Share Code. The app automatically links to the Gov.co.uk website, allowing the Online Share Code to be captured. Due to Brexit legislation changes, a valid Online Share Code is the only way for an EU national to prove their right to work. We can no longer accept copies of EU passports.

For more information on this process head to the guidance below.

How do I get access to the App?

If you're not in a store or depot you'll need to download the app from the Google Play store or APP Store on your work or personal phone and search for the KPMG Right to Work app. For Logistics and store colleagues the app is already on your tablet.

For full details on how to use the app, download the User Guide below and watch the supporting video below.

Right to Work Checks Hiring Manager Guide 2023

Transgender candidates

It’s possible a transgender candidate may present eligibility to work documents showing a different name to that which they’ve used to apply. If the candidate explains to you they have changed their name as part of their transition but not yet been able to update their documentation, you should assure them we will accept the documents presented as eligibility to work (as long as they are acceptable documents).

Submit the candidate's ETW documents in the usual way inputting their preferred name into the right to work app so it matches the name on their application. Then immediately email the Talent Acquisition team at colleagueresourcing@coop.co.uk (food roles), LogisticsResourcing@coop.co.uk (logistics roles), FuneralcareResourcing@coop.co.uk (Funeralcare roles) or resourcingservices@coop.co.uk (all other roles) using the subject title CONFIDENTIAL – TRANS ETW and stating in the body copy the candidate’s preferred name, the name on their eligibility to work document and the role they’ve applied for.

Please remember to keep the candidate’s data confidential, and don’t disclose any information about their transition to other colleagues in your team.

Brexit Update to Right to Work App

There are also some FAQs which you can download - please take a look at these before raising a query. If you’re still having issues or encounter a query not covered by the FAQs, please contact the HR Services Team on 0330 606 1001

For detailed guidance on the Eligibility to Work policy and a recap of what the acceptable ETW documents are, click here for more information.