Guidance notes on the payment of immigration costs

Content

• Introduction
• Out of the country Visa Costs to enter the UK
• In country Visa Costs to remain in the UK
• Other Immigration Costs
• Exceptions
• Procedure for reimbursement 
• Repayment 

Introduction 

1. UCL will pay or reimburse the following costs associated with meeting immigration requirements for staff working, or applying to work, for UCL. All payments will be reimbursed at the standard application rate (as opposed to any higher priority service rate). Staff wishing to use a priority service will pay the additional difference.

2. All applications for fee reimbursement should be submitted to HR within 3 months of receipt of the visa.

3. Staff can apply for an immigration loan to help them with visa costs, immigration advice, or the health surcharge.

4. See the Home Office page for an up to date list of visa fees.

Out of the country Visa Costs to enter the UK

Skilled Worker Route:

5. UCL HR Services (HRS) will pay for the Skilled Worker Route (SWR) Certificate of Sponsorship (CoS) for all applicants.

6. With the exception of Research staff (see below), applicants normally pay their own visa costs if they apply from outside the UK. Applicants will pay the visa costs for any of their dependents.

7. Researchers whose contracts start on or after 1 December 2023 and are not eligible for the UCL Relocation Scheme will be eligible for out of country Researcher immigration support; where UCL HRS will cover the out of country SWR visa application costs and Immigration Health Surcharge costs (when applied in conjunction with a SWR visa only) for 3 years, up to a maximum of £4,000. Please note, the English proficiency test costs are not reimbursable. 

8. The employing department will pay the Immigration Skills Charge for roles that do not fall under a PhD level SoC code (or no other exemption).

Global Talent Visa:

9. The employing department will reimburse the cost of Global Talent Visa (GTV) applications, where these are linked to a specific role at UCL.

10. This will be subject to repayment on a sliding scale by the staff member, should they voluntarily leave UCL within 3 years of payment, see Repayment section below.

In country Visa Costs to remain in the UK

Switching to or extension of Skilled Worker Visa:

11. UCL HRS will pay the costs of SWR Certificate of Sponsorship for all applicants and staff.

12.UCL HRS will reimburse the 3 year visa costs of valid in country applicants. Except for Research staff (see section 7 above), all other out of country applicants will normally pay their own visa costs.

13. All staff will pay the visa extension costs for any of their dependents.

14. The employing department will pay the Immigration Skills Charge for roles that do not fall under a PhD level SoC code (or any other exemption).

Switching to or extension of Global Talent Visa:

15. The employing department will reimburse the cost of a GTV visa or extension where this is linked to a specific role at UCL. This will be subject to repayment on a sliding scale by the staff member should they leave UCL within 3 years of payment, see Repayment section below.

Other Immigration Costs

16. The costs of Indefinite Leave to Remain, British citizenship, the Health Surcharge and other costs relating to immigration for UCL staff and their dependents are not covered centrally by UCL HRS.

17. For Research staff covered under section 7 above, UCL HRS will pay for their Immigration Health Surcharge costs for 3 years (when applied in conjunction with a SWR visa only). Their dependents’ Immigration Health Surcharge cost are not covered.

Exceptions

18. Exceptionally, a department may consider reimbursing the applicant’s and their dependents out of country visa, the Immigration Health Surcharge, Indefinite Leave to Remain or British citizenship.

This may only be considered if the applicant does not qualify for UCL’s Relocation Supplement.

19. Exceptionally, a department may consider reimbursing an employee's dependents' in country visa; and/or the applicant's and their dependents' Immigration Health Surcharge, Indefinite Leave to Remain or British citizenship.

This may only be considered if the employee has not been in receipt of UCL's Relocation Supplement within the previous two years.

20. The department should consider exceptions carefully, weighing up the equity of the decision on other staff/future applicants.

Procedure for reimbursement

21. All applications for fee reimbursement should be submitted within 3 months of receipt of the visa.

22. Reimbursement relating to in-country SWR or GTV visa applications will be reimbursed on the receipt of an online visa reimbursement claim being submitted. Although this amount is taxable as a benefit, UCL will top up the amount of reimbursement so that the employee receives the full reimbursement.

23. Any in country immigration fees exceptionally reimbursed by departments will be paid through the payroll and taxed. Payments will not be grossed-up. These payments should be requested via HR-Services@ucl.ac.uk. In accordance with the UCL Expenses Policy, these payments must have prior approval from the Dean / PS Director, Faculty Manager or School/Professional Services Finance Director

24. Any out of country visa fees either exceptionally reimbursed by departments or provided to Research staff, as covered under section 7, will be paid as an expense through iExpenses (as they are not currently considered to be a benefit in kind by HMRC) if the employee:

• is not UK domiciled and
• has not been present in the UK for any purpose in the 2 year period prior to this arrival date; or
• is not resident in the UK for tax purposes in either of the two UK tax years prior to their arrival date.

If these conditions are not met, the payment will be made through the payroll and taxed accordingly. If these conditions are not met but the claimant is a Research staff, who’s covered under section 7, UCL will top up the amount of reimbursement so that the employee receives the full reimbursement. In accordance with the UCL Expenses Policy, these payments must have prior approval from the Dean / PS Director, Faculty Manager or School/Professional Services Finance Director.

Repayment

25. Staff members who receive payment for a GTV application, or other discretionary entitlement, who voluntarily leave within 3 years of the payment being made will be expected to repay the costs based on the sliding scale in the table below. When making a discretionary payment, departments should provide a link to this guidance and inform the employee in writing that they will be required to repay the money as below, if they voluntarily leave UCL within 36 months. 

For queries on this guidance please contact hr-services@ucl.ac.uk

HR Division: Employment Policy Team

March 2024