In order to maintain compliance with the Home Office requirements for a sponsorship license, businesses must ensure that all relevant documentation is maintained, stored, and updated in accordance with legal standards. This blog outlines the key aspects of digital compliance for sponsorship license holders.
1. Employee Personal Details
Maintaining accurate and up-to-date personal details for all employees is crucial. This includes:
- Full Name
- Date of Birth
- Emergency Contact Details
Employers should store this data securely while ensuring that access is restricted to authorized personnel only.
2. Right to Work Checks
All employers must conduct and document right-to-work checks before hiring an employee. This includes:
- Verifying the individual’s eligibility to work in the UK
- Retaining copies of relevant documents such as visas or residence permits
- Recording the date of the check and ensuring compliance with UK immigration laws
These checks must be repeated if an employee’s visa is time-limited.
3. Employment Contracts
Employers must maintain:
- Contracts of employment for all current employees
- Draft contracts for any future roles that may require Certificates of Sponsorship (CoS)
These contracts should outline salary, working hours, job responsibilities, and other employment terms.
4. Business Bank Statements
Sponsors must provide business or corporate bank statements covering the last three months, which should reflect:
- Current transactions
- Salary payments made to employees
- Any other relevant business transactions
These statements serve as proof of financial stability and operational legitimacy.
5. Employee Annual Leave and Absences
Sponsorship compliance includes monitoring and recording employee absences, such as:
- Annual leave
- Sick leave
- Maternity/paternity leave
- Unexplained absences
Keeping accurate records ensures compliance with Home Office regulations and demonstrates that the business is actively managing sponsored employees.
6. Monitoring Immigration Status
Employers must actively track and manage the immigration status of sponsored employees by:
- Keeping copies of visas or residence permits
- Monitoring visa expiry dates
- Conducting regular status checks to prevent unauthorized work
A system should be in place to remind both the employer and employee of upcoming visa expirations and renewal requirements.
7. Workplace Pension Scheme Compliance
Employers must provide evidence of a workplace pension scheme for eligible employees, including:
- The scheme details and provider information
- Proof of contributions made by both employer and employee
- Enrollment records
This ensures compliance with the UK’s auto-enrollment pension regulations.
8. Proof of Identification
Employers must retain copies of official identification documents, such as:
- Passports
- National ID cards
- Biometric Residence Permits (BRPs)
These documents should be securely stored and reviewed regularly for compliance purposes.
9. Client Contracts (If Applicable)
For businesses providing services to clients, compliance requires maintaining copies of:
- Current official client contracts
- Contract start dates and duration
- Volume of work required and resourcing details
This demonstrates that the business has sufficient work to support sponsored employees and meets the Home Office’s requirements for sponsorship.
Conclusion
Ensuring digital compliance for a sponsorship license is essential for maintaining the right to employ overseas workers legally. By properly documenting and securely storing the above records, businesses can demonstrate their adherence to Home Office requirements, avoid penalties, and ensure smooth sponsorship processes.
Regular audits and digital record-keeping systems can help businesses stay compliant and ready for any Home Office inspections.