Visa reimbursements and loans

Visa reimbursement scheme

What visa costs does the University reimburse?

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

• Skilled Worker visa: when required to take up or continue an appointment at the University of Sheffield.
• Global Talent visa: when required to take up or continue an appointment at the University of Sheffield. 
  • Please ensure that you apply for a visa that will cover the full length of your appointment.  If you apply for a visa for a shorter period, you cannot submit a further visa reimbursement claim during this appointment.
  • If you hold a Global Talent visa and are intending to apply for Indefinite Leave to Remain, please ensure you only apply for the length of visa required for you to be able to then submit your application for ILR.
• Immigration Health Surcharge (IHS): for the main applicant of a Global Talent or Skilled Worker visa.  For the Global Talent visa, the University will reimburse the IHS applicable for the duration of the main applicant's contract.
• Indefinite Leave to Remain (ILR) visa applications for existing Tier 2, Skilled Worker or Global Talent visa holders who need ILR to continue to work for the University for at least 6 months after the end date of their current visa.

What visa costs are not included?

• All other visa costs including priority/premium service, biometric enrolment and appointment fees are excluded.
• Visa costs for dependents are not included.  However, 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 below.
• If you already have right to work in the UK but require a Skilled Worker or Global Talent visa to continue your employment, the University will only reimburse the IHS for the period after your current visa end date.
• If you already have the right to work in the UK for your appointment period, you are not eligible for reimbursement.
• Unsuccessful visa applications (including IHS and unsuccessful Global Talent endorsements) are not eligible.

Claiming your reimbursement

You must submit your claim within:

• 2 months of visa approval if applied from within the UK
• 2 months of starting your role if applied from outside the UK

How to Claim:

Once your visa is approved and you have started in your role you should complete a visa reimbursement claim form.  If the claim meets the criteria of the scheme, the reimbursement will be paid with your next salary payment (subject to payroll deadlines).  New staff will receive the reimbursement once they have started in their role.

Tax: Due to HMRC regulations, the payment is subject to tax and National Insurance contributions.  The taxable deduction will be visible on your payslip.

Right to work check

Before you start in your role your department will need to complete an online right to work check.  Please provide your share code which you can obtain from the UK government prove your right to work to an employer web pages

What happens if I leave the University earlier than anticipated?

If you leave employment earlier than anticipated you will be liable to pay back a proportion of visa/Immigration Health Surcharge (IHS) costs previously reimbursed to you and the University will seek repayment of these costs.

Human Resources will contact you to arrange repayment to the University of the relevant proportion of visa and IHS reimbursement costs you have claimed.

Previously reimbursed costs must be repaid to the University by you before leaving the University's employment as follows:

Skilled Worker/Global Talent visa

• If you leave the University earlier than planned, the amount will be based on the length of your visa compared to how many months you worked for the University during that period (up to a maximum of 36 months).
• If your visa is longer than your contract of employment, for example, a fixed-term appointment, and you leave the University before the end of your contract, the amount will be based on the length of your contract compared to how many months you worked for the University.

Indefinite Leave to Remain (ILR)

• If you leave the University earlier than planned, the amount will be based on the percentage of a 36 month period you worked for the University from when ILR was granted.
• If your fixed-term contract ends within the 36 month period from the date ILR was granted, the amount will be based on the length of your contract compared to how many months you worked from the date ILR was granted.

Examples

Scenario	% of visa period/contract worked	Proportion of visa/IHS costs to be repaid
A staff member started working for the University on 1 January 2023 with an 18-month Skilled Worker visa.  They resign and leave the University after 12 months.	67%	33%
A staff member had a 24-month Skilled Worker visa extension from 1 June 2023.  They resign and leave the University after 18 months.	75%	25%
A staff member started working for the University on 1 January 2023 with a 36-month Global Talent visa.  They resign after working 12 months of a 24 month fixed-term contract.	50%	50%
A staff member with a permanent contract  is granted Indefinite Leave to Remain on 1 May 2024. They resign and leave the University after 6 months.  The repayment amount will be based on the number of months worked within the 36-month period from when ILR was granted.	17%	83%
A staff member is granted Indefinite leave to remain on 1 January 2024. Their fixed-term contract is due to end on 30 June 2025.  They resign and leave the University after working 9 months.	50%	50%

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Visa Loan Scheme

The University provides an interest-free loan scheme to employees applying for Global Talent, Skilled Worker and ILR (for existing Skilled Worker/Global Talent) to help reduce the financial impact of visa and IHS costs for their dependents.

How much can be borrowed?

You must only request the amount you actually need and you will be required to provide evidence of the actual amount paid to UKVI/Home Office and so you should retain a copy of your payment receipts.

You can borrow up to £10,000 or a lesser amount depending on a repayment affordability assessment (see below). The loan can be made without tax and NI consequences to the employee.

When will I receive the loan?

Once approved, the loan will be paid into your bank account with your next salary payment (or your first salary if you are a new member of staff).  This is subject to payroll deadlines.

How will I repay the loan?

You can choose a repayment period of either 6, 12 or 24 months. The repayment period must end before your contract.

Repayments will be deducted from your monthly salary in equal amounts, starting the month after the loan has been paid. 

If your employment at the University ends before the loan has been fully repaid, any remaining balance will be recovered from your salary payments during your notice period.

If the final balance of your loan is greater than your salary in your notice period, you will be expected to repay the total outstanding balance before your contractual end date.

How do I apply for a loan?

When you begin employment at the University, full instructions on how to apply for a visa loan will be provided to you.  The process includes completing an application form and submitting copies of your payment receipts.

An affordability assessment will be made and you should choose a repayment schedule that ensures the monthly repayment amount does not exceed 20% of your monthly take home salary.