A complete list of documents needed for a sponsor licence application
As part of the sponsor licence application process, you’ll need to provide several mandatory documents. These include proof of your business’ legal status, proof of your business’ financial standing, and proof of your business’ ability to support and accommodate sponsored workers. You’ll also need to provide identification for yourself and any other key personnel at your business, as well as documents related to your business’ history and operations. It’s important to make sure you have all of these mandatory documents ready before starting your application, as a complete and accurate application will greatly increase your chances of success.
Before you begin your sponsor licence application, it’s important to make sure you have all of the necessary documents ready. A complete and accurate application will greatly increase your chances of success, so it’s worth taking the time to gather everything you need beforehand.
Let’s start by looking at the four documents that are required as part of every sponsor licence application:
- Proof of your business’ legal status
- Proof of your business’ financial standing
- Proof of your business’ ability to support and accommodate sponsored workers
- Identification for yourself and any other key personnel at your business
These documents are essential for demonstrating that your business is a genuine organisation operating lawfully and actively trading. They’ll also help to show that your business is financially stable and able to support sponsored workers.
Submitting these documents
To submit these documents, you’ll need to use the online sponsor licence application system. This is a secure platform that allows you to upload and submit your documents electronically.
When uploading your documents, make sure you use original or certified copies. Scanned copies are usually accepted, but they must be of high quality and clearly legible.
In addition to the four documents listed above, you may also need to provide additional supporting documents depending on your specific circumstances. These could include:
- Business bank statements
- Audited annual report
- Details of any board members
It’s worth noting that the online sponsor licence application system will only allow you to upload a certain number of files, so you’ll need to make sure you’ve combined all of your supporting documents into as few files as possible.
List of documents required for a sponsor licence application
A completed sponsor licence application form
The first step in applying for a sponsor licence is to submit a completed application form. The UKVI provides an online application form which must be filled out completely and accurately. The form requests detailed information about the company’s operations, including its business activities, owners, employees, and procedures for preventing illegal working. Additionally, the form requires supporting documents such as copies of certificates, bank statements, and other relevant documents. All required documents must be provided in order for the application to be processed. Failure to submit a complete application may result in delays or even refusal of the licence. The form can be found on the UK Visas and Immigration (UKVI) website.
A valid passport or national identity card
When applying for a UK sponsor licence, one of the documents you must provide is a valid passport or national identity card. This is necessary to verify your identity and ensure that you are who you say you are.
Your passport or national identity card should be valid for the duration of your application and should contain all the information required by the UKVI, including your name, date of birth, nationality and photograph.
It is important to note that if your passport or national identity card has expired before the date of submission of your application, it will not be accepted as a valid document. Therefore, it is important to make sure that all documents provided are valid for the duration of your application.
The company’s Certificate of Incorporation
When applying for a UK sponsor licence, one of the key documents that you will need to provide is the company’s Certificate of Incorporation. This document provides evidence that the company has been legally incorporated in the UK and is legally allowed to operate in the country.
The Certificate of Incorporation includes important information about the company such as its name, registered address, contact details, and any additional information required by the UKVI. It also shows the date on which the company was incorporated and the amount of share capital it holds.
The company’s Memorandum and Articles of Association
The Memorandum and Articles of Association are documents that outline the rules, regulations and powers under which a company is established and governed. They contain information about the company’s purpose, structure, ownership and management.
The Memorandum outlines the name, objectives and authorised share capital of the company and can also specify rules on how shareholders can transfer their shares in the company.
CGM is a corporate immigration application for expats, sponsoring companies and business immigration advisors. Feel free to contact us on 0300 000 000 or send us an email if you have any questions.
The Articles of Association set out the internal regulations of the company, including matters such as director’s rights, powers and duties; the appointment of directors; the holding of meetings and how resolutions are to be passed; rights and restrictions on share transfers; financial reporting requirements; and company dissolution procedures.
It is essential that these documents are up to date, accurate and in accordance with applicable laws in order to satisfy UKVI requirements for a Sponsor Licence Application. Applicants must provide a copy of the latest version of their company’s Memorandum and Articles of Association along with their application.
The company’s most recent audited accounts
When making a sponsor licence application, the company must provide the UKVI with its most recent audited accounts. These must be up to date and cover the period since the company was incorporated. This information is used to verify the company’s financial health and viability.
Audited accounts must include a profit and loss account, balance sheet, cash flow statement, management letter of representation, and an independent auditor’s report. It is essential that these documents are accurate and honest, as they will be scrutinised closely by the UKVI. Inaccurate or false documents may result in your application being rejected.
It is also important to note that if you are applying for a Tier 4 sponsor licence, you may be required to provide a certificate of deposit or a suitable alternative financial guarantee such as an insurance policy. The UKVI will need proof of your financial security in order to assess your application.
The company’s bank statements for the last 6 months
When applying for a UK sponsor licence, you will need to provide the company’s bank statements from the last 6 months. This is to demonstrate that your business is financially stable and able to support sponsored migrants in the UK.
The bank statements should include the account balance, all debits and credits, and any other transactions. They should also include information about the account, such as the account holder’s name, the account number and sort code, and the name of the bank.
It is important to note that the bank statements must be for the same account that was used in your application form. Any discrepancies between your application form and the bank statement may cause delays in processing or result in the refusal of your sponsor licence application.
Additionally, if you have applied for a Tier 4 sponsor licence, you must ensure that the company’s bank statements have sufficient funds available to cover tuition fees and living costs for each student you intend to sponsor.
The company’s registration with HMRC
It is important that any company applying for a UK sponsor licence is registered with HMRC. This is a legal requirement and provides evidence that the company is compliant with UK tax and VAT regulations.
When registering with HMRC, companies must provide their company name, address, and the names of all directors. Once registered, the company will be issued with a Unique Taxpayer Reference (UTR) number, which must be provided with the application.
It is also important to provide HMRC with updated information as your business changes. This could include a change in ownership or other details that may affect the company’s tax liabilities. It is best to keep a record of any changes you make to your company’s registration details, as these can be requested by the UKVI during the application process.
The company’s VAT registration certificate
If your company is registered for VAT, then you will need to provide a copy of your VAT registration certificate as part of your sponsor licence application. This document serves as proof that your business is eligible to charge and collect Value Added Tax (VAT). This certificate also confirms that your business has met the requirements set by HM Revenue and Customs (HMRC) in terms of VAT registration.
Your VAT registration certificate will include important information such as your business name and address, the date of registration, your VAT registration number, and the relevant rate at which you can charge customers. You will also be able to check the validity of your certificate by entering your VAT number on the HMRC website.
It is important to note that if you are registering for a Tier 4 sponsor licence, you must also provide evidence that your business has complied with its VAT obligations. Therefore, it is best practice to keep copies of all your previous VAT returns to provide as part of your application.
The company’s proof of address
It is important to provide a proof of address for the company in order to apply for a sponsor licence. This should be an official document that contains the company’s name, address, and postcode, such as a recent utility bill or bank statement. The document must be dated within the last 3 months in order for it to be valid. If the company does not have its own premises, it is possible to use the address of a registered Director or authorised representative. It is important to note that any address provided must be used as the address of the business; it cannot simply be a residential address.
The contact details of the company’s Directors
It is important to provide the contact details of all the Directors of your company when submitting a sponsor licence application. This includes the full name, job title, address, telephone number and email address of each Director. It is also necessary to provide the date of birth of each Director. The UKVI may ask for additional information regarding the roles and responsibilities of each Director, as well as for any relevant documents to be provided.
When providing contact details for each Director, it is essential that you keep these updated and inform the UKVI immediately if there are any changes to them. This is because the UKVI will use these details to contact the Directors of your company in relation to the sponsor licence application, and for ongoing monitoring visits. It is therefore essential that you provide the correct contact information for each Director.
A written statement outlining the nature and purpose of your business
When applying for a UK sponsor licence, you are required to provide a written statement outlining the nature and purpose of your business. This statement should be comprehensive and should include information such as:
- Â The type of business you run
- Â The services or products you offer
- Â Your target market
- Â Your core values and goals
-  An overview of your operations, such as staffing levels and key locations • An explanation of why the role you are recruiting for is necessary and how it fits into your company’s overall operations.
By providing this information, the UKVI will gain an understanding of how the role you are sponsoring fits into your wider organisation. This statement will also help demonstrate your ability to comply with the points-based system and the relevant immigration rules.
If applying for a licence for a skilled worker: a job description and person specification for the role you are looking to fill.
When applying for a UK sponsor licence, it is important to provide the UK Visas and Immigration (UKVI) with a job description and person specification for the role you are looking to fill. The job description should include information such as the job title, main duties, responsibilities, qualifications and experience required, and any additional requirements.
The person specification should outline the skills and experience that the successful candidate must possess in order to fill the position. This should include qualifications and any other relevant certifications they may need, such as a valid work permit or visa.
It is also important to include any key competencies that the candidate needs to demonstrate in order to be suitable for the role, as well as any other criteria you wish to use when assessing their suitability. Providing these details will ensure that your application meets all of the UKVI’s requirements for a skilled worker licence and that it can be processed quickly and efficiently.
Accreditation certificate – for tier 4 sponsor licence
If applying for a Tier 4 sponsor licence: a copy of your education provider’s accreditation certificate, details of your course curriculum, and any relevant qualifications or experience of your teaching staff.
If you are applying for a Tier 4 sponsor licence, you will need to provide a copy of your education provider’s accreditation certificate, as well as details of your course curriculum and any relevant qualifications or experience of your teaching staff. The accreditation certificate should be issued by a UK body or organisation that is officially recognised by the Home Office.
It is important to provide comprehensive details of your course curriculum so that the Home Office can verify that it meets all the criteria and standards set by the Education Inspectorate. In addition, the qualifications and experience of your teaching staff must meet the minimum requirements stated in the sponsor guidance, including an enhanced Disclosure and Barring Service (DBS) check for all staff with contact with students.
A copy of your business’s health and safety policy, if applicable
When applying for a UK sponsor licence, you may need to provide a copy of your business’s health and safety policy. This document outlines the measures your business has taken to ensure the safety of your employees, clients and customers.
Your health and safety policy should address how your business deals with any potential hazards in the workplace, and outline the systems in place for monitoring safety and for reporting any incidents or accidents. It should also explain how any concerns or complaints about health and safety are reported and addressed.
This document is an essential part of any sponsor licence application, so it’s important that you provide a comprehensive version that demonstrates your commitment to the health and safety of everyone who works or visits your premises.
A copy of your business insurance – employers liability insurance If you are applying for a UK sponsor licence, it is essential that you have adequate business insurance in place. You must provide a copy of your business insurance as part of your application, showing that you have employers liability insurance which meets the minimum requirements as set out by the Health and Safety Executive (HSE).
Your employers liability insurance should cover all staff working in the UK, including any subcontractors you may use. It should also cover any claims from employees in the event of injury, disease or death arising from their work.
It is important to ensure that the insurance is up to date and valid for the duration of your licence. You should also provide evidence that your insurance policy is compliant with the Health and Safety at Work Act 1974. If you are unsure about what is required, it is best to speak to an experienced broker or insurer who can advise on the best coverage for your business.
Evidence of your company’s policies and procedures for preventing illegal working, such as a copy of your company’s right to work checks policy
Employers have a legal responsibility to check that any potential employee they hire has the right to work in the UK. This includes ensuring that all prospective employees are legally allowed to work in the UK, as well as carrying out right to work checks. As part of the application for a sponsor licence, employers must provide evidence that their policies and procedures for preventing illegal working are up to date and in line with UKVI guidelines.
This may include providing a copy of your company’s right to work checks policy. This document should outline the processes and procedures that your organisation follows to ensure that all new hires have the correct documentation and permission to work in the UK. It should also explain how you carry out follow-up checks, such as verifying documents, for all existing staff members.
Your company’s right to work checks policy should be kept up to date with any changes to immigration legislation, and should be provided as part of your application for a sponsor licence. Having a robust policy in place will demonstrate that you are committed to following UK immigration laws, and that your organisation is taking appropriate steps to protect against illegal working.
A copy of your company’s equal opportunities policy
When applying for a UK sponsor licence, it is important to include a copy of your company’s equal opportunities policy. This document should outline the principles and processes your business follows to ensure equal opportunity for all employees and potential employees regardless of race, gender, age, disability, sexual orientation, religious belief or political opinion.
Your equal opportunities policy should set out how you will ensure compliance with relevant legislation such as the Equality Act 2010. This includes ensuring that your recruitment process is free from discrimination, providing equal access to training and development opportunities, making reasonable adjustments for disabled employees and preventing unlawful harassment and victimisation in the workplace.
Your policy should also detail how you will respond to any allegations of unlawful discrimination and provide details of the procedure for addressing grievances.
By including a copy of your equal opportunities policy with your sponsor licence application, you are demonstrating your commitment to promoting an inclusive work environment and abiding by the law. This will be taken into account when assessing your application.
A copy of your company’s policies and procedures for safeguarding children and vulnerable adults, if applicable
If you’re applying for a UK sponsor licence, you may be required to provide evidence of your company’s policies and procedures for safeguarding children and vulnerable adults. These policies and procedures are designed to protect the rights of vulnerable individuals and ensure their safety. If you work with or employ any individuals who are under the age of 18, or those who are vulnerable due to physical, mental or social difficulties, you must have comprehensive policies and procedures in place to protect them.
These policies should outline how you identify potential risks, how you respond to safeguarding concerns, how you work with other organisations (e.g. social services) to protect vulnerable individuals, and the types of training and support you provide for your staff in this area. It is also important to ensure that all of your staff are aware of your safeguarding policies and procedures and that these are regularly reviewed and updated as needed.
Having a clear set of safeguarding policies and procedures in place can help demonstrate to the UKVI that you take your responsibilities seriously when it comes to protecting vulnerable individuals. Therefore, if applicable, make sure to include a copy of these policies and procedures as part of your sponsor licence application.
Any additional documentation requested by the UKVI in relation to your specific application
When you submit your sponsor licence application, the UKVI may require additional documentation to confirm your company’s ability to meet the requirements of a sponsor licence. This documentation can vary depending on the type of sponsor licence being applied for and the specific circumstances of the organisation.
For example, if applying for a Tier 4 sponsor licence, the UKVI may ask for additional evidence of your educational institution’s accreditation, details of your course curriculum, and any relevant qualifications or experience of your teaching staff.
If applying for a licence to sponsor skilled workers, they may ask for additional evidence such as a job description and person specification for the role you are looking to fill.
It is important to note that this list is not exhaustive, and the UKVI may request additional documents or information at any time during the application process. It is therefore important to ensure you are prepared for any additional documentation requests that may come up during your application process.
If you are required to be registered with and/or inspected/monitored by a regulatory body to operate lawfully in the UK, evidence of your registration
If you are required to be registered with and/or inspected/monitored by a regulatory body to operate lawfully in the UK, you must provide evidence of your registration. This may include a copy of your registration certificate or any other relevant documents issued by the regulating body.
It is important to ensure that all of the information you provide is accurate and up-to-date, as UKVI may request additional documents or proof at any stage of the application process. Failure to provide adequate documentation can lead to a delay or refusal of your sponsor licence application.
Sponsor licence application fee
Applying for a sponsorship licence is a crucial step for UK employers who wish to hire non-UK workers. The application process can be complex, and there are several requirements that must be met to receive approval. One important consideration is the sponsorship licence application fee.
The current sponsor licence fee for a small or charitable organization is £536, while larger companies are charged £1,476. This fee covers the cost of processing the application, which includes checks of the sponsor management system and other records.
In addition to the initial sponsorship licence application fee, companies must also budget for sponsor licence renewals. These renewals occur every four years and are priced at the same rate as the initial application fee. Failing to renew the sponsorship licence on time can result in a lapse of the company’s ability to sponsor workers, potentially resulting in lost productivity and revenue.
It’s essential that companies fully understand the application process and the requirements for maintaining their sponsorship licence. The Sponsor Management System (SMS) is the online platform used to manage the sponsorship process, and companies must be proficient in its use. It’s crucial to keep accurate records of sponsored workers, including their visa information, so they can be tracked throughout their employment with the company.
The importance of maintaining compliance with UK immigration law cannot be overstated. In addition to the fees associated with the sponsorship process, noncompliance can result in penalties and potentially irreparable damage to the company’s reputation. As such, it’s essential to ensure all necessary documentation is in place and regularly reviewed.
Lastly, the sponsor licence application fee is a necessary cost for UK employers who wish to sponsor non-UK workers. This fee covers the cost of processing the application and ensuring compliance with UK immigration law. Companies should budget for the initial application fee as well as the renewal fee, and ensure they are proficient in the use of the Sponsor Management System. Maintaining accurate records and compliance with UK immigration law is crucial for avoiding penalties and protecting the company’s reputation.
Authorising officer
One of the key requirements for a sponsor licence application is the designation of an authorising officer. This is an individual who is responsible for managing the sponsorship of migrants at your organisation.
The authorising officer must be a senior member of your organisation, such as a director or CEO. They must also be able to demonstrate that they have the authority to make decisions on behalf of the business.
To designate an authorising officer, you’ll need to provide their contact details as part of your sponsor licence application. This includes their name, job title, and contact information.
Key contact
As part of your sponsor licence application, you’ll need to provide the details of a key contact at your organisation. This should be someone who is able to assist the Home Office with any queries or requests for information related to your sponsorship.
The key contact should be a senior member of your organisation, such as a director or manager. They should also be familiar with your sponsorship duties and be able to provide information on your sponsored workers if requested.
It’s important to keep your key contact details up to date, as this is the main point of contact between your business and the Home Office.
Sponsor duties
As a sponsor, you’ll have a range of duties and responsibilities towards your sponsored workers. These are known as sponsorship duties.
Some of the key sponsorship duties that you’ll need to be aware of include:
- Ensuring that sponsored workers have the right to work in the UK
- Keeping accurate and up-to-date records of sponsored workers
- Reporting any changes to sponsored workers’ circumstances
- Cooperating with the Home Office if they request information or an inspection
It’s important to understand your sponsorship duties before applying for a sponsor licence, as you’ll need to demonstrate that you’re able to meet these obligations.
Sponsorship management system
To help you meet your sponsorship duties, you’ll need to have a sponsorship management system in place. This should be a system that allows you to track and manage sponsored workers, as well as ensure that you’re meeting your obligations as a sponsor.
There are a range of sponsorship management systems available, so it’s worth doing some research to find one that’s suitable for your business.
Global business mobility
If your business is involved in global business mobility, you may need to provide additional documents as part of your sponsor licence application. This could include evidence of your business’ international operations, such as contracts or invoices.
It’s worth noting that the sponsor licence requirements for global business mobility are more stringent than for other types of sponsorship. This is because the UK government wants to ensure that sponsored workers are not being used to fill roles that could be filled by UK workers.
Conclusion
Applying for a sponsor licence in the UK requires a range of mandatory and supporting documents. These include proof of your business’ legal status, financial standing, and ability to support and accommodate sponsored workers, as well as identification for yourself and any key personnel at your business. You may also need to provide additional supporting documents depending on your specific circumstances.
To submit your documents, you’ll need to use the online sponsor licence application system. You’ll also need to designate an authorising officer, have a sponsorship management system in place, and be aware of your sponsorship duties. There is a fee associated with applying for a sponsor licence, which is non-refundable.
If your business is involved in global business mobility, you may need to provide additional documents as part of your application. It’s also important to keep your key contact details up to date, as this is the main point of contact between your business and the Home Office.
By gathering all of the necessary documents and understanding the sponsor licence requirements, you’ll be well-prepared to submit a complete and accurate sponsor licence application. This will increase your chances of success and allow you to start sponsoring workers in the UK.
To apply for a sponsor licence in the UK, you’ll need to provide a range of mandatory and supporting documents. The skilled worker sponsor licence application process requires that you provide proof of your business’ legal status, financial standing, and ability to support and accommodate sponsored workers. In addition to these mandatory documents, you’ll also need to provide supporting documents such as identification for yourself and any key personnel at your business, as well as documents related to your business’ history and operations. It’s important to make sure you have all of the necessary supporting documents ready before starting your application, as a valid sponsor licence is essential for businesses that wish to sponsor workers in the UK. To maintain a valid sponsor licence, it’s also important to keep your key contact details up to date.
How we can help
CGM App is an end-to-end immigration app, designed to make the immigration and global mobility process more seamless and compliant; specifically for expats, sponsoring companies, and immigration consultants globally.
Visit cgmpartners.org.uk/register for more information.
Frequently asked questions
[faq-schema id=”2655″]
