Immigration Fee Assistance
There are two types of support currently in place, the Interest Free Loan and Visa Fee Reimbursement.
The University offers financial assistance with fees you incur in relation to an application for an eligible visa route and associated costs. The eligible routes are set out in the Immigration Fee Assistance Guidelines below. You can apply for a loan and then reimbursement of the fees.
You can apply for a pre-application loan to cover costs for both your own and your dependants’ applications on an eligible visa route. Loans can be taken to assist with UK Visas and Immigration (UKVI) application fees, immigration healthcare surcharges, UK legal fees (associated to immigration queries) and the cost of using the UK ENIC/ECCTIS service.
Please note, you may also be able to apply for reimbursement of fees post-application and need to be aware that there may be tax implications on the total that is reimbursed. It is also important to know that you can claim reimbursement for the cost of standard fees only, therefore if you have taken a loan to cover an enhanced UKVI Service or the UK ENIC/ECCTIS Fast Track service, these amounts will not be reimbursed. You cannot apply for a loan if you have already submitted an application through the University's Visa Fee Reimbursement procedure for the same application.
A calculator has been produced to assist you to work out how much you may need, depending on your own personal circumstances:
Please note you must only request the amount you actually need and the money should be used for the payment of your visa or UK residency application and associated costs as outlined above.
How will I receive the money?
If you have not yet started employment with the University a lump sum will be paid into your specified bank account.
If you are already employed by the University, the loan will be processed by Payroll. To receive the visa loan payment you need to submit your completed request form below to HR (by raising a service request using category “Visa Loan”) by the 10th of each month for it to be paid with your salary on the 28th of that month. Any submissions after this date will not be paid until the following month’s salary.
How do I apply?
Applications for a University loan are made by completing a form.
If you are a prospective member of staff who is applying/ has applied for the Skilled Worker visa , the form is available through the University’s People and Money system. You will be allocated a task by your School/Department which will ask you to confirm you accept the terms and conditions of the loan. Once you have accepted these you will be provided with the loan form.
If you are a prospective member of staff who is applying/has applied for one of the other eligible visa routes, or a current member of staff, the form and the terms and conditions are available below for you to download.
Please refer to the Guidance Notes below which provide more information and will assist you in completing the form. Please note, if you are requesting a loan to pay for legal fees you will be required to submit a Letter of Engagement from the solicitor with your application form.
Reimbursement of Visa fees
When you are a current employee you can claim reimbursement for your visa fees for an application to an eligible visa route. This includes the cost of the UKVI standard service, but not any enhanced UKVI Service fees.
If you have made an application for one of the following visa routes:
- Global Talent
- Skilled Worker
- British National Overseas
- Indefinite Leave to Remain (ILR) for applications made on/after 1 May 2023
Please see the Immigration Fee Financial Assistance Guidelines, at the top of this page, which contains information regarding what you can claim for in respect to your visa route.
When can I make a claim?
The UK tax authority classifies the reimbursement of visa fees as earnings so you have to be on the University’s payroll for payment to be made.
If you are about to join the University, you should submit the claim form when you take up your post, your fees will be reimbursed with your salary. You should aim to submit your claim within three months of taking up your post with the University.
If you are already ‘on the payroll’, you can submit the claim form as soon as you can evidence payment of the fees to UKVI; once approved for payment, your fees will be reimbursed with your next monthly salary. You should aim to submit your claim within three months of having paid your visa fee.
How do I make a claim?
You make a claim by completing the Visa Fee Reimbursement Form, check to ensure you have completed all parts of Section one then submit the form by email to your local School/Department Administrator or Line Manager, attaching scanned copies of receipts/evidence of payment.
Further information on how to complete and submit the necessary documentation is available in the Guidance Notes
How and when will I receive payment?
You will receive payment with your monthly salary.
You will be reimbursed in pound sterling in accordance with UKVI fees published on their website.
Will I have to pay tax on the reimbursement?
As the reimbursement of visa fees is classed as earnings by the UK tax authority, the University must deduct tax and national insurance contributions (NICs), where appropriate.
You will be asked to self-declare whether you were present and resident in the UK in the two years prior to arriving in the UK. The University will use this self-declaration to assess whether or not to deduct tax and NICs from the payment made.
Whilst the visa fee reimbursement form does explain the tax rules, the University is unable to provide individual tax advice. For further information please visit HMRC's guidance/checker for UK tax residence webpage below. If you are in any doubt about your tax status, you should contact the UK tax authority, HMRC, on 0300 200 3300.