Introduction

Our University Strategy sets out our vision as a world-class, world-changing university; our mission is to bring inspiring people together and create a world-class environment for learning and research. It recognises that it is people who drive our success and that we cannot achieve our ambitions without talented, passionate and motivated staff.

Accordingly, the University strives to attract, select, and retain world leading talent of the highest calibre.

In line with our strategy and in recognition of the importance of a diverse and skilled workforce, we are committed to supporting employees in obtaining and maintaining the necessary visas for their employment in the United Kingdom.

Due to the increasingly prohibitive costs of UK visa applications, the University of Glasgow has committed to reimbursing fees for initial Skilled Worker Visa and Global Talent Visa for new employees, visa extensions in these categories, and the cost of Indefinite Leave to Remain applications for all colleagues.

UK Visa Fees Reimbursement Policy

1. Scope

2. Duration of Employment Contract

3. Eligibility 

4. Process

5. Recovery of Fees

6. Dependant Visa Applications – Interest Free Loan Scheme

1. Scope

This policy outlines the terms and conditions for UK visa fees reimbursement within the University of Glasgow.

This policy applies to employees eligible for reimbursement of visa fees in the following immigration categories:

  • Skilled Worker Visa – Initial visa and extension
  • Global Talent Visa – Initial visa and extension
  • Indefinite Leave to Remain

Immigration Health Surcharge (IHS) fees associated with the above visa categories will also be reimbursed for the main applicant.

Dependants' visa & IHS fees are not covered under this policy.

Effective date - 1st January 2024

2. Duration of Employment Contract

Reimbursement of visa and IHS fees will be made in line with the duration of employment. For example, an employee contracted for 2 years applying for a 5-year Global Talent Visa, will be reimbursed the fees associated with the length of employment.

3. Eligibility

Employees eligible for visa reimbursement must meet the following criteria:

  1. Hold a valid employment contract with the University of Glasgow
  2. Require a Skilled Worker Visa, Global Talent Visa, or Indefinite Leave to Remain for the purpose of employment with the University of Glasgow
  3. Provide evidence of payment for a Skilled Worker Visa, Global Talent Visa or Indefinite Leave to Remain application on or after 1st January 2024

     

4. Reimbursement Procedure

To initiate the reimbursement process, eligible employees must follow these steps:

  1. Submission of Visa Application – Please ensure you have submitted your online visa application form and paid all the associated visa and IHS fees. You will be asked to enrol your biometric details via the ‘UK Immigration ID Check’ app or by attending a visa application centre
  2. Completion of Visa fee Reimbursement Application Form – Please obtain and complete the Visa Fee Reimbursement application form. New employees should obtain this from the Onboarding Team within People & OD. Existing employees applying for an extension of their work visa or Indefinite Leave to Remain should contact the UKVI Staff Hub - staffukvi@glasgow.ac.uk.
  3. Submission of Confirmation E-mails and Receipts - After completing the Visa Fee Reimbursement application form, employees must submit all relevant visa submission confirmation e-mails and proof of payment for verification. If an Employer Checking Service request is required, we will also request your Unique Application Number (UAN) and copy of your application form.
  4. Processing Time - Reimbursement will be processed after the successful submission and payment of the visa application. This may require the submission of the visa approval e-mail and a satisfactory Right to Work check.
  5. Currency Conversion - If the visa fees are paid in a currency other than GBP, reimbursement will be made in GBP at the exchange rate on the day of reimbursement.
  6. Taxation and National Insurance Contributions - As the reimbursement of visa fees is classed as earnings by the UK tax authority, the University will be required to deduct tax and national insurance contributions (NICs), where appropriate.

Please note that additional costs for priority services cannot be claimed under the Visa Reimbursement Scheme.

5. Recovery of Fees – Indefinite Leave to Remain

In the event of a resignation or termination of the contract of employment, including the non-renewal of a temporary contract, within three years of the date of visa application, the applicant undertakes to make repayment of visa costs reimbursed as follows:

  • Within a period of one year: 100%
  • After one year but within three years: repayment of full amount received, less 1/36th of this amount for each calendar month since reimbursement

6. Dependant Visa Applications – Interest Free Loan Scheme

To support international staff with visa costs, the University has introduced an interest free loan scheme to assist with the costs of dependant visas for immediate family members, up to a maximum of £10,000. Staff members with a contract duration of 12 months or more are eligible to apply. Please contact the UKVI Staff Hub for more information on how to apply - staffukvi@glasgow.ac.uk. 

This policy will be periodically reviewed to ensure alignment with current immigration regulations and organisational requirements.

DOCUMENT CONTROL

Policy name:                   UK Visa Fees Reimbursement Policy

Approved by:                  SMG via Tracey Aydogan

Implementation date:      1 January 2024

Last reviewed:                2 October 2024

Next review:                   30 September 2025

Owner:                           People & OD - UKVI HUB

Drafted by:                     Tracey Aydogan – UKVI HUB