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Table of Contents
What Is a UKVI Sponsor Licence Compliance Visit?
A UKVI Sponsor Licence compliance visit is carried out by a Home Office compliance officer to ensure all the activities performed by the organisation comply with the sponsor’s duties and obligations according to the UK immigration rules. These visits are:
- Carried out before your licence is granted.
- Routine checks after your licence is issued.
- Unannounced to check if all the records provided are accurate.
Are Sponsor Duties and Compliance Important?
The UK government trusts organisations that hold a sponsor licence to monitor and handle all activities for sponsored workers properly. These organisations:
- Report any changes in the circumstances of the employees through the Sponsorship Management System (SMS).
- Maintain a well-organised record of HR files and right-to-work records.
- Ensure that all sponsored workers are doing their specialised job as mentioned in the Certificate of Sponsorship (CoS).
- Keep all records with proper Appendix D requirements.
Documents You Should Prepare
Here’s a list of documents that you should have in place at the time of the UKVI audit:
- Employee Right-to-Work checks (copies of passports, visas, and BRPs)
- Contracts of employment and job descriptions
- CoS records for each sponsored worker
- Attendance monitoring records (e.g., timesheets or absence logs)
- Appendix D: record-keeping documents
- Contact details history for all sponsored staff
- Payslips and payroll records
- Evidence of recruitment practices
- Organisation chart and reporting structure
Ensure that all these documents are accurate, finalised, and easily accessible. It is recommended to maintain an internal audit as a routine to avoid any last-minute hurdles.
Who Is Involved in the Preparation?
The preparation for sponsor compliance visits will require key people directly responsible for the compliance:
- The senior Authorising Officer (AO).
- Your primary Key Contact (KC) with UKVI.
- A Level 1 User who manages day-to-day updates in the SMS.
All personnel should be familiar with their job responsibilities and come prepared to answer any questions that may be asked during the compliance visit.
What Happens During the Visit?
At the time of the visit, the UKVI compliance officer will:
- Start an interview with all key personnel, including (AO, KC, Level 1 User).
- Review all HR and internal audit files.
- Analyse if all sponsored workers are currently performing their job roles.
- Verify if the salaries meet the actual threshold of the Skilled Worker Visa or the Global Business Mobility routes.
- See if there is any pattern for fraud or abuse in the existing system.
If the officer finds anything, the body will issue an action plan or may start proceedings to suspend or revoke the licence in case of any serious fraudulent activity.
Compliance Issues to Avoid
Here are some real-life examples that led to severe penalties from the Home Office:
- Employers failed to report the title change in the SMS system.
- Contacts were missing or outdated in the employee’s record book.
- There was no system in place to track attendance.
- The sponsored workers were doing roles other than the ones listed on their CoS.
How Often Should You Do an Internal Sponsor Licence Check?
It is recommended to have a quarterly review of your organisation. Use a proper compliance audit checklist that involves your HR and legal team. Ensure that all files related to paychecks, attendance, CoS, and other documents are stored securely and accurately.
FAQs About UKVI Compliance Visits
Whilst individuals can sponsor a visit visa, only licenced organisations are eligible to sponsor workers in the Skilled Worker or similar routes.
On average, the visit takes about 2 to 4 hours. The duration greatly depends on the number of sponsored workers in the organisation.
No! UKVI may also turn up without prior notice to check if the process is carried out as part of the daily routine.
Stay One Step Ahead
Sponsor duties and compliance are not something you should take lightly. It takes a considerable amount of time to prepare all the necessary documents and adopt the right approach to ensure you are fully prepared for the UKVI sponsor licence compliance visit. If you are worried about a compliance visit, Legend Consults’ immigration consultants will help you with the audit and records to make sure you are fully prepared before time.
Does your company hold a sponsor licence? If so, preparing for a compliance visit should be your priority. The Home Office can conduct a visit without prior notice and check how well the sponsor duties and compliance are met. If they find anything suspicious, it may lead to a licence suspension or revocation, affecting all your sponsored workers.
Learn how to stay ahead and prepare for the visit, including what documents you will need and the mistakes you need to avoid.
