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Guidance Notes on the Payment of Immigration Costs

1. Purpose
This note provides guidance on the payment of immigration costs for staff working, and those individuals applying to work, for UCL.

2. Authority
This guidance is based upon a decision made by the Provost, on the advice of the Senior Management Team, in June 2012.

3. Scope
This guidance applies to all staff and those individuals applying to work for UCL who are subject to immigration regulations.

4. Policy
UCL will pay the following costs associated with meeting immigration requirements for staff working, or applying to work, for UCL. All payments will be reimbursed at the postal application rate (as opposed to the higher ‘in person’ rate where the option exists). Staff wishing to apply using the ‘in person’ method will pay the difference between the cost of postal and in person applications.

Deans and Vice-Provosts may, at their discretion, reimburse payments for out of country applicants or dependents of staff  and /or higher level ‘in person’ payments as part of an agreed recruitment or retention package at any of the stages (leave to enter, further leave to remain or indefinite leave to remain). Any such payments will be met by the relevant Faculty and will be subject to repayment on a sliding scale by the staff member should he or she leave UCL within 3 years of the payment being made;

Leave to Enter

a) UCL will pay costs of the Tier 2 Certificate of Sponsorship (CoS) for all staff. These costs will be paid by Human Resources (HR);

b) UCL will pay the visa costs of in country applicants. These costs will be paid by HR;

c) Out of country applicants will normally pay their own visa costs;

d) Staff will pay the costs for any of their dependents who require a visa;

e) UCL will pay the cost of Tier 1 applications and visa costs where they are linked to a specific role at UCL. Any such payments will be met by the relevant Faculty and will be subject to repayment on a sliding scale by the staff member should he or she leave UCL within 3 years of payment.

Further Leave to Remain (FLR) visa

f) UCL will pay the costs of Tier 2 CoS extensions for all staff. This will be paid by HR;

g) UCL will pay the visa costs of in country applicants. This will be paid by HR;

h) Out of country applicants will normally pay their own visa costs;

i) Staff will pay the costs for any of their dependents who require an extension to their visa;

j) UCL will pay the cost of Tier 1 extensions and visa costs where they continue to be linked to a specific role at UCL. Any such payments will be met by the relevant Faculty and will be subject to repayment on a sliding scale by the staff member should he or she leave UCL within 3 years of payment.

Indefinite Leave to Remain (ILR) visa

k) UCL will pay the cost of applications for indefinite leave to remain where the member of staff is eligible to apply under UK Visas and Immigration rules. Any such payments will be met by the relevant Faculty and will be subject to repayment on a sliding scale by the staff member should he or she leave UCL within 3 years of the payment being made.

5. Procedure

Action by Deans/Vice-Provosts

To effect payment, Deans/Vice-Provosts should inform their Finance Director where they wish to approve any discretionary payment of immigration costs as part of a recruitment or retention package. Deans/Vice-Provosts must give consideration to any equality implications where considering discretionary payment of immigration costs. Deans/Vice-Provosts should document their reasons for approving requests to pay immigration costs.   

Action by Human Resources

Payments relating to Tier 2 certificates of sponsorship applications submitted through HR and associated visa costs will be paid directly to UKV&I by HR as part of the relevant application process.  

6. Repayment

Staff members who receive payment for a Tier 1 application, indefinite leave to remain or other discretionary entitlement who leave within 3 years of the payment being made will be expected to repay the costs based on the following sliding scale.

Time since payment being made

12 months or less

12 – 24 months

24 – 36 months

Repayment amount

100%

50%

25%

HR Policy and Planning
Updated October 2013