1. Check employees’ right to work                                                                                                                                                                                                                        

Make sure all employees have permission to work in the UK.

Steps:

  • Check visas: Before hiring, confirm employees have valid visas or immigration status
  • Track visa expiry: Set up a system to track visa end dates
  • Regular reviews: Schedule regular checks to update records and handle upcoming visa end dates
  • Keep copies: Save right-to-work documents, such as passports and visas, in employee files

 
2. Keep employee contact details 

You need a reliable system to keep contact details for both current and former sponsored workers. 

Steps: 

  • Create a contact log: Keep an up-to-date list of contact details for all sponsored employees. This should include phone numbers, email addresses and physical addresses 
  • Review regularly: Set a schedule to confirm that the contact details are still right. For example, you can do these checks every six months 
  • Record past details: Keep a record of old contact details for former sponsored employees. This is for auditing purposes 

 
3. Keep proof of sponsorship eligibility

Each sponsored worker needs a file that shows they qualify for sponsorship. 

Steps:

  • Create file: For each sponsored employee, create a file with: 
  • Passport 
  • Visa or Biometric Residence Permit 
  • Degree certificates or qualifications 
  • Job offer and contract 
  • Payslips and other required documents

 
4. Track absences and job changes

Keep a record of any absences and changes in job details for sponsored workers.

Steps:

  • Record absences: Use HR software or a tracking system to log sick leave, holidays, and other absences
  • Log job changes: Note any changes in job duties, hours, or location
  • Notify UKVI: Report major changes, such as new job roles or work locations, to the UKVI within 10 working days
5. Update License Information and Notify UKVI

Make sure your sponsor license information is accurate and report changes to the UKVI. 

Steps: 

Track business changes. Keep an eye on changes like:

  • Business address
  • Authorising Officer details
  • Type of business

Notify UKVI: Report business changes within 20 working days and employee changes within 10 working days.

Regular checks: Review your sponsor license details regularly to ensure everything is up-to-date.