Mastering Sponsor Licence Duties: A Guide to Effective Record Keeping
Achieving compliance with UKVI requirements requires effective record-keeping procedures. Here are some helpful tips to keep you organised and fulfill your sponsor licence duties and its obligations.
When do sponsor licence duties start?
Sponsor licence duties in the UK typically start when a company or organization obtains a Sponsor Licence from the UK Home Office. This licence allows them to sponsor and employ foreign workers under various immigration routes, such as the Skilled Worker Visa or the Intra-Company Transfer Visa. Ensuring compliance with sponsor licence duties is crucial to maintain this privilege and avoid penalties.
- Submission and Approval: Sponsor licence duties commence upon the successful submission and approval of your Sponsor Licence application by the UK Home Office. This process involves thorough scrutiny of your organization’s eligibility and adherence to immigration rules.
- Certificate of Sponsorship (CoS) Issuance: Once your licence is granted, you can start creating and issuing Certificates of Sponsorship (CoS) to prospective employees. This marks the beginning of your responsibilities in tracking and managing sponsored workers.
- Legal Compliance: You must make sure that your business complies with all the immigration rules, which includes checking each sponsored employee’s right to work. If you don’t, you risk fines and losing your sponsorship rights.
As soon as you provide each sponsored employee their Certificate of Sponsorship, you are responsible for them until one of the following things happens and you have informed UKVI :
- worker’s entry clearance or licence has expired or become invalid, or if they leave the UK.
- Upon denial of a worker’s request for entry clearance or authorisation and following the conclusion of any administrative review or appeal procedures,
- if the worker is granted permission to enter the country or permission to work for a different sponsor
- if they are paid or given permission to continue working on a route without your continued sponsorship
- you notify the UKVI home office, that you are no longer sponsoring the foreign worker.
Sponsor Licence Duties
- Centralised Digital System: Establish a safe, centralised, and digital archive for all UKVI-related paperwork. To provide simple access and retrieval, use a specific folder structure or compliance management software.
- Document Categorization: Sort papers into groups according to the kind of documents they are, such as employee visas, right-to-work checks, CoS issuance, and employee information. Finding particular papers during audits is now easier as a result.
- Regular Document Updates: Ensure that all documentation, such as CoS and employee visas, are continuously updated. In order to avoid compliance breaches, set reminders for document renewals and expirations.
- Secure Storage: Put in place stringent access controls and encryption to safeguard critical data. Access to these records should only be granted to authorised persons.
- Clear Naming Conventions: Distinct and consistent naming rules for your files and folders. This reduces confusion and facilitates document recognition.
- Backup and disaster recovery: To protect against data loss, implement reliable backup and recovery protocols. Back up your compliance documents frequently to a safe place.
You can streamline your compliance efforts, lower the chance of errors, and confidently fulfil your sponsor licence obligations as specified by the UKVI Compliance by putting these efficient record-keeping practises into place.
Some of the platforms which provides similar features.
Features |
Monday.com |
Bitrix24 |
Asana |
SugarCRM |
RecuritifyHub.com |
|---|---|---|---|---|---|
Centralised Digital System
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Document Categorization
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Renewals and Expirations
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Clear Naming Conventions
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UKVI compliance features - List of suggested mandatory file by UKVI
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Auto UK Public Holidays
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While programmes like Monday.com, HubSpot, and Pipedrive provide a variety of HR and CRM features, but RecruitifyHub.com stands out for its unique emphasis on UKVI compliance throughout the hiring, payroll, and record-keeping procedures.
RecruitifyHub.com, in contrast to more general choices, is committed to guaranteeing seamless adherence to UKVI Sponsorship Compliance, and offers a comprehensive and customised solution for companies operating within these sponsor licence duties and compliance standards.
