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.
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.
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.
Eligibility
Employees eligible for visa reimbursement must meet the following criteria:
- Hold a valid employment contract with the University of Glasgow
- Require a Skilled Worker Visa, Global Talent Visa, or Indefinite Leave to Remain for the purpose of employment with the University of Glasgow
- Provide evidence of payment for a Skilled Worker Visa, Global Talent Visa or Indefinite Leave to Remain application on or after 1st January 2024
Reimbursement Procedure
To initiate the reimbursement process, eligible employees must follow these steps:
| ⚠️ IMPORTANT NOTE | The additional costs for priority services cannot be claimed under the Visa Reimbursement Scheme |
| No. | Step | Details |
|---|---|---|
| 1 | Submission of Visa Application | Please ensure that you have submitted your online visa application and paid all associated visa and Immigration Health Surcharge (IHS) fees. As part of the application process, you will be required to enrol your biometric information either through the UK Immigration ID Check app or by attending a visa application centre. |
| 2 | Completion of the Visa Fee Reimbursement Application Form | Obtain and complete the Visa Fee Reimbursement Application Form. New employees should request this form from the Staff UKVI Compliance Team. |
| 3 | Submission of Confirmation E-mails and Receipts | Once the reimbursement form has been completed, please submit all relevant visa application confirmation e-mails and proof of payment for verification purposes. Where an Employer Checking Service (ECS) request is required, you will also be asked to provide your Unique Application Number (UAN) and a copy of your visa application form. |
| 4 | Processing of Reimbursement | Reimbursement will be processed after the visa application has been successfully submitted and all applicable fees have been paid. In some cases, this may also require submission of the visa approval e-mail and completion of a satisfactory Right to Work check. |
| 5 | Currency Conversion | Where visa-related fees have been paid in a currency other than GBP, reimbursement will be made in GBP using the exchange rate applicable on the date the reimbursement is processed. |
| 6 | Tax and National Insurance Considerations | Visa fee reimbursements are treated as earnings for UK tax purposes. As a result, the University may be required to deduct Income Tax and National Insurance Contributions (NICs), where applicable. |
Existing employees applying for an extension of their work visa or Indefinite Leave to Remain should contact:
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
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
This policy will be periodically reviewed to ensure alignment with current immigration regulations and organisational requirements.