Visa reimbursement scheme guidance

Temporary arrangements due to COVID-19

Due to the UKVI changes in light of the current situation, you can now submit a claim for your visa reimbursement as soon as you have made your visa application. Please provide proof of application and evidence of payment when sending your Visa Reimbursement Claim form.

What visa costs are reimbursed by the University?

The University of Sheffield reimburses the visa application cost for the main applicant for the following visa applications;

  • Tier 2/Skilled Worker extension applications
  • Tier 2/Skilled Worker switching to Skilled Worker applications
  • Tier 4 switching to Skilled Worker applications
  • Skilled Worker out of country applications
  • Global Talent visa applications
  • Indefinite Leave to Remain (ILR) visa applications for existing employees

Please note that this excludes the priority/premium service and postage costs and does not include costs for dependents. The University operates a loan scheme that can be accessed by employees to help to spread the costs of these fees. Information about the interest free loan scheme can be found here.

Will the University reimburse the Immigration Health Surcharge?

The University will reimburse the Immigration Health Surcharge for the main applicant of a Global Talent or Skilled Worker visa. For the Global Talent visa, the University will reimburse the Immigration Health Surcharge applicable to the duration of the main applicant's contract.

Once your visa is approved and your department has taken copies of the original documents, you should complete a Visa Reimbursement Claim Form.

We can accept electronic copies of the Visa Reimbursement Claim Form. Please send your claim form along with the evidence you have paid for the Immigration Health Surcharge to internationalstaff@sheffield.ac.uk. If you have recently sent paper copies to Human Resources, Arts Tower, Western Bank, Sheffield, S10 2TN, please send an additional electronic copy to the email address stated. 

Please note that due to HMRC regulations, the payment is subject to tax and National Insurance contributions. The taxable deduction will be visible on your payslip.

We will endeavour that these will be paid as part of a standard expenses claim through payroll as soon as practical.

Please note that this excludes reimbursement of the Immigration Health Surcharge for dependents. The University operates a loan scheme that can be accessed by employees to help spread the costs of these fees. Information about the interest free visa application loan scheme can be found here.

How do I claim reimbursement for an in country Global Talent or Skilled Worker visa application?

Once your visa is approved and your department has taken copies of the original documents, you should complete a Visa Reimbursement Claim Form which can be found here.

We can accept electronic copies of the Visa Reimbursement Claim Form. Please send your claim form along with the evidence you have paid for your visa (this could be a print out of the confirmation email you receive from the UKVI) to internationalstaff@sheffield.ac.uk. If you have recently sent paper copies to Human Resources, Arts Tower, Western Bank, Sheffield, S10 2TN, please send an additional electronic copy to the email address stated.

Please note that this excludes the priority/premium service and postage costs and does not include the costs for dependents. The University operates a loan scheme that can be accessed by employees to help to spread the costs of these fees. Information about the interest free loan scheme can be found here.

How will the reimbursement be paid?

The reimbursement will be paid into your bank account alongside your next salary payment (subject to payroll deadline).

Please note that due to HMRC regulations, the payment is subject to tax and National Insurance contributions. The taxable deduction will be visible on your payslip.

How do I claim reimbursement for an out of country Global Talent or Skilled Worker visa application?

Once your visa is approved and your department has taken copies of the original documents, you should complete a Visa Reimbursement Claim Form which can be found here.

We can accept electronic copies of the Visa Reimbursement Claim Form. Please send your claim form along with the evidence you have paid for your visa (this could be a print out of the confirmation email you receive from the UKVI) to internationalstaff@sheffield.ac.uk. If you have recently sent paper copies to Human Resources, Arts Tower, Western Bank, Sheffield, S10 2TN, please send an additional electronic copy to the email address stated.

Please note that this excludes the priority/premium service and postage costs and does not include the costs for dependents. The University operates a loan scheme that can be accessed by employees to help to spread the costs of these fees. Information about the interest free loan scheme can be found here.

How will the reimbursement be paid?

The reimbursement will be paid into your bank account alongside your next salary payment (subject to payroll deadline).

How do I claim reimbursement for Indefinite Leave to Remain application costs?

If you have applied for Indefinite Leave to Remain (ILR) whilst an existing employee and are required to apply for ILR to continue to work for the University you will be reimbursed the cost of the application.

Once your visa is approved and your department has taken copies of the original documents, you should complete a Visa Reimbursement Claim Form which can be found here.

We can accept electronic copies of the Visa Reimbursement Claim Form. Please send your claim form along with the evidence you have paid for your visa (this could be a print out of the confirmation email you receive from the UKVI) to internationalstaff@sheffield.ac.uk. If you have recently sent paper copies to Human Resources, Arts Tower, Western Bank, Sheffield, S10 2TN, please send an additional electronic copy to the email address stated.

Please note that this excludes the priority/premium service and postage costs and does not include the costs for dependents. The University operates a loan scheme that can be accessed by employees to help to spread the costs of these fees. Information about the interest free loan scheme can be found here.

How will the reimbursement be paid?

The reimbursement will be paid into your bank account alongside your next salary payment (subject to payroll deadline).

Due to the HMRC regulations the amount we reimburse will be subject to tax and national insurance contributions at your usual rate.

What happens if I leave the university earlier than anticipated?

If you leave the University earlier than anticipated, we will seek repayment of visa costs previously reimbursed to you as follows:

Departure date % reimbursement to be repaid
Within a year of the reimbursement 100%
Within the second year of the reimbursement 75%
Within the third year of the reimbursement 50%