Migrant Tracking and Monitoring
In accordance with the terms of our UK Visas and Immigration Sponsor License, relating to the tracking and monitoring of migrant workers.
The UK Visas and Immigration requires all organisations that sponsor employees, to keep certain records and report particular changes to them. Failure to comply with this could result in our licence being revoked, suspended or downgraded to a B-rating, and/or a reduction to the number of Certificates of Sponsorships (CoS) we are allowed to assign. If we lose our licence, we will no longer be able to employ individuals sponsored under Tiers 2 and 5 of the Points-based Immigration System and all existing sponsored employees would have their leave curtailed.
It is therefore, vital that the following circumstances are reported to the Department of Human Resources immediately by emailing firstname.lastname@example.org or phoning 01970 628555 so that HR can inform UK Visas and Immigration (UKVI).
- If a sponsored migrant does not report for his/her first day of work, this must be reported to HR immediately so that contact can be made with the migrant to establish the reason for his/her non-attendance. If it is established that the migrant will not be taking up employment or no response is received, then this will be reported to the UKVI within 10 working days by HR.
- If a sponsored migrant is absent from work for more than 48 hours, without the University’s permission, the Institute/Department should inform HR. The Institute/Department should attempt to make contact with the individual to establish the reason for the absence. If there is no justifiable reason for the absence, or no response is received, this must be reported immediately to HR. It is a UKVI requirement that HR inform them within 5 working days of the 10th day of absence.
- If there are any suspicions that a sponsored migrant is breaching the terms of his or her leave, this must be reported immediately to HR. It is a UKVI requirement that HR inform them within 5 working days of the 10th day of absence.
The following circumstances will also be reported to the UKVI by HR:
- If a sponsored migrant’s contract of employment is prematurely terminated (including resignation or dismissal), this will be reported to the UKVI within 10 working days, including the name and address of any new employer the migrant has joined (if known).
- If the University stops sponsoring the migrant for any other reason (for example if the migrant moves into an immigration category that does not require a sponsor), this will be reported to the UKVI within 10 working days.
- If there are any significant changes in the migrant’s employment circumstances (for example in the duration of the contract or a change of job or salary, but not job title or annual pay increase), please inform HR who will reportthe information to the UKVI within 10 working days.
Please see below for the circumstances in which HR are obliged to report to UKVI :
- Sponsor stops sponsoring the migrant
- Migrant off for more than 10 days without permission
- Migrant may have breached conditions of leave
- Significant changes in migrant circumstances
- Migrant leave or visa application is delayed
- Migrant has left the sponsor
- No migrant leave or visa application submitted
- Migrant has not arrived at the expected time
- Migrant leave or visa refused
The University is also required to carry out an annual check to ensure staff with ‘limited leave to remain’ are still entitled to work in the UK. HR may contact employees at any time to check that their leave is still valid, and the employee will be required to produce relevant and up to date documentation on request.
If an employee changes his/her contact details, they should update their details through the Staff Portal, however if an employee’s visa status changes during employment, they must contact HR immediately, providing original documentation supporting this.
The University is a bilingual institution which operates a Welsh Language scheme
Human Resources, 12, Science Park, Aberystwyth, Cerdigion, SY23 3AH
Tel: 01970 622054 Email: email@example.com