Managing Multiple Sponsored Workers: SMS Tips for Large Companies

Introduction

For HR Information Systems (HRIS) teams and process improvement specialists at large companies, managing multiple sponsored workers under a UK Sponsor Licence is a complex task requiring efficient use of the Sponsor Management System (SMS). The SMS is the UK Visas and Immigration (UKVI) platform for handling Certificates of Sponsorship (CoS), reporting duties, and compliance for visas like Skilled Worker or Global Business Mobility (GBM). With stricter 2025 regulations from the May 2025 Immigration White Paper, Restoring Control over the Immigration System, and the eVisa transition by 31 December 2026, streamlined processes are critical to avoid penalties. This guide provides SMS tips, compliance strategies, and best practices tailored for large companies managing high volumes of sponsored workers.

Challenges of Managing Multiple Sponsored Workers

Large companies sponsoring dozens or hundreds of workers face unique challenges:

• Volume Overload: Tracking CoS, visa statuses, and reporting deadlines for multiple workers.
• Compliance Complexity: Ensuring adherence to 2025 rules (e.g., RQF Level 6, salary thresholds) across diverse roles.
• Audit Risks: Increased Home Office inspections (1,948 licence revocations from July 2024 to June 2025) demand robust systems.
• eVisa Transition: Verifying statuses via UKVI accounts by 2026 adds administrative burden.
• Penalties: Non-compliance risks fines (£20,000 per illegal worker), licence suspension, or revocation.

HRIS Action: Develop scalable SMS workflows to manage volume and mitigate risks.

SMS Tips for Effective Management

The SMS enables CoS issuance, reporting, and licence maintenance. These tips optimize its use for large companies:

1. Centralize SMS Administration

• Assign Dedicated Teams: Designate multiple Level 1 Users (UK-based, no criminal/immigration issues) to handle SMS tasks, with Level 2 Users for support.
• Define Roles: Ensure Authorising Officer oversees compliance, Key Contact manages UKVI communications, and Level 1 Users handle daily SMS operations (e.g., CoS issuance, reporting).
• Use Access Controls: Limit SMS access to trained personnel, securing credentials with two-factor authentication.

Process Improvement Action: Create a centralized SMS team structure, documented in an HRIS workflow manual.

2. Automate CoS Allocation and Assignment

• Forecast CoS Needs: Use HRIS data to predict annual CoS requirements based on hiring plans (e.g., 50 Skilled Worker, 20 GBM visas).
• Bulk Allocation Requests: Apply for defined (out-of-country) and undefined (in-country) CoS via SMS, budgeting £525 per CoS.
• Automate Assignment: Integrate SMS with HRIS tools (e.g., Workday, SAP SuccessFactors) to auto-populate worker details (name, passport, role, salary) for CoS creation.
• Verify Compliance: Ensure roles meet RQF Level 6 or Temporary Shortage List and salaries align (£41,700 Skilled Worker, £48,500 GBM Senior/Specialist).

HRIS Action: Implement API integrations or scripts to automate CoS data entry, reducing errors and saving time.

3. Streamline Reporting Duties

• Worker Changes (10 working days): Report role, salary, location changes (e.g., hybrid work), absences over 4 weeks, or terminations via SMS.
• Organisational Changes (20 working days): Update company size, address, or key personnel changes.
• Automation Tools: Use HRIS alerts to track deadlines, syncing with SMS for real-time reporting.
• Batch Reporting: For large worker groups, use SMS bulk upload features to report multiple changes efficiently.

Process Improvement Action: Set automated SMS reminders and use batch reporting to manage high-volume updates.

4. Enhance Record-Keeping

• Mandatory Records: Retain CoS, payslips, contracts, and right-to-work documents (BRPs until 2026, then eVisa share codes) for sponsorship duration plus 1 year.
• Digital Storage: Store records in a secure HRIS module, ensuring accessibility for audits.
• Audit Trails: Log all SMS actions (e.g., CoS issuance, reports) to track compliance history.

HRIS Action: Configure HRIS for secure, cloud-based storage with audit-ready access controls.

5. Prepare for eVisa Transition

• Deadline: By 31 December 2026, all workers must use eVisas via UKVI accounts for status verification.
• Support Workers: Assist employees with UKVI account setup, providing IT support for technical issues.
• Update Processes: Shift right-to-work checks to eVisa share codes, phasing out BRP reliance by Q1 2026.

Process Improvement Action: Integrate eVisa verification into HRIS workflows, creating employee self-service portals for UKVI account management.

Compliance Requirements in 2025

• Right-to-Work Checks: Conduct pre-employment and annual checks, verifying BRPs or eVisa share codes.
• Job Compliance: Ensure roles meet RQF Level 6 or Temporary Shortage List, with salaries at £41,700 (Skilled Worker) or £48,500 (GBM).
• Audits: Prepare for unannounced Home Office visits, with 2025 inspections focusing on hybrid work reporting and eVisa readiness.
• Penalties:
  
  • Licence downgrade: £1,476 action plan, halting new CoS.
  • Suspension: Stops sponsorship activities.
  • Revocation: 12-month reapplication ban, £525/CoS losses.
  • Civil fines: £20,000 per illegal worker.

HRIS Action: Build compliance dashboards in HRIS to monitor job roles, salaries, and audit readiness.

Costs to Consider

• Sponsor Licence: £1,579 (large sponsors).
• CoS Fee: £525 per worker.
• Immigration Skills Charge (ISC): £1,000/year (Skilled Worker, large sponsors), not applicable to GBM.
• Visa Fees: £625–£1,423 per worker.
• Immigration Health Surcharge (IHS): £1,035/year.
• Example (10 Skilled Workers, 3 years): £1,579 (licence) + £5,250 (10 CoS) + £30,000 (ISC) + £14,230 (visa fees) + £31,050 (IHS) = £82,109.
• Priority Processing: £500 (licence, 10 days) or £500–£1,000 (visa, 5–1 days).

Process Improvement Action: Forecast costs in HRIS budgets, prioritizing ISC for Skilled Worker roles and exploring small sponsor status if eligible.

Best Practices for Large Companies

1. Integrate HRIS with SMS:
   
   • Use APIs or custom scripts to sync worker data, reducing manual entry errors.
   • Example: Automate CoS creation with pre-filled fields from HRIS.
2. Conduct Regular Audits:
   
   • Perform quarterly internal audits to verify CoS, salaries, and right-to-work compliance.
   • Simulate Home Office visits to test readiness.
3. Train HR Teams:
   
   • Provide annual training on SMS, 2025 rules, and eVisa processes (£1,000–£2,000 for external training).
   • Engage immigration advisors for complex cases (£2,000–£5,000).
4. Scale Reporting Processes:
   
   • Use bulk SMS uploads for high-volume reporting.
   • Assign dedicated Level 1 Users per department or region.
5. Leverage Analytics:
   
   • Use HRIS dashboards to track CoS usage, visa expiries, and compliance metrics.
   • Forecast CoS needs to avoid shortages.
6. Prepare for Audits:
   
   • Maintain a centralized compliance hub with templates, records, and audit protocols.
   • Document hybrid work arrangements to meet 2025 reporting rules.

HRIS Action: Build a scalable SMS module in HRIS, integrating analytics, automation, and compliance tools.

Challenges and Mitigation Strategies

• High Volume Management: Manual SMS entry for hundreds of workers is error-prone. Mitigate with HRIS automation and bulk uploads.
• Missed Deadlines: Late reporting risks penalties. Use automated alerts for 10- and 20-day deadlines.
• eVisa Complexity: UKVI account issues may disrupt verification. Provide IT support and early setup guidance.
• Audit Failures: Non-compliant roles or records risk revocation. Conduct mock audits and verify RQF Level 6 compliance.

Process Improvement Action: Address challenges in HRIS workflows, prioritizing automation and training.

Conclusion

Managing multiple sponsored workers in 2025 requires HRIS teams and process improvement specialists to optimize SMS use through automation, training, and robust compliance systems. By centralizing administration, streamlining reporting, and preparing for audits and the eVisa transition, large companies can minimize risks and support global talent mobility. Strategic HRIS integration ensures cost-effective, compliant management of high-volume sponsorship.

Disclaimer‍

Immigration laws and policies change frequently and may vary by country or nationality. While we strive to provide accurate and up-to-date information, we recommend doing your own due diligence or consulting official sources. You are also welcome to contact us directly for the latest guidance. Jobbatical is not responsible for decisions made based on the information provided.

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