Sponsor compliance: Five key duties

Duty 1: Check employees’ right to work

What you need to do

Do a right to work check before hiring a worker or engaging someone directly to do work or services. Make sure they have permission to work in the UK. Understand who these checks apply to and how to complete a check by reading about employers’ right to work checks.

Steps to follow

• Check right to work before hiring to confirm valid immigration status
• Track visa/leave to remain expiry dates using a reminder system
• Schedule a follow-up right to work check when needed and update records with the new check
• Keep copies of right-to-work documents, such as passports and online right to work checks, in employee files

Duty 2: Keep employee contact details

What you need to do

Keep an accurate record of contact details for current and former sponsored workers.

Steps to follow

• Create a contact log including phone numbers, email addresses and physical addresses
• Review contact details regularly (for example, every six months)
• Keep a record of previous contact details for auditing purposes

Duty 3: Keep proof of sponsorship eligibility

What you need to do

Maintain a sponsorship file for each sponsored worker showing they qualify for sponsorship.

Steps to follow

• Record the right to work check
• Keep a copy of any degree certificates or qualifications which demonstrate the worker meets the requirements for the job
• Keep the original job offer and signed contract confirming the salary, job role, hours and other employment conditions
• Keep payslips to show the salary requirements for the role are being met
• Keep a record of any changes to the contract, including pay changes and updates to the job description
• Keep records of where the worker is based, including any hybrid or remote working arrangements 
• Keep records of annual leave, sickness and any other absences

Duty 4: Track absences and job changes

What you need to do

Record absences and any changes to a sponsored worker’s role.

Steps to follow

• Record absences such as sickness and holidays
• Log job changes, including duties, hours or location
• Notify UKVI using the sponsor management system of major changes within 10 working days

Major changes include:

• Change of job title or duties 
• Change in salary that is not an annual increment 
• Change in work location, including hybrid or remote patterns 
• Reduction in hours or a change to the working pattern 
• Unauthorised absence of more than 10 consecutive days 
• If the worker stops working for you

Duty 5: Keep licence details up to date and notify UK Visas and Immigration (UKVI)

What you need to do

Ensure sponsor licence information is accurate and kept up to date.

Steps to follow

• Track business changes such as:
  • Business address
  • Authorising Officer details
  • Type of business
• Notify UKVI of business changes within 20 working days (using the sponsor management system)
• Notify UKVI of employee changes within 10 working days (using the sponsor management system)
• Review licence details regularly