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The Sponsorship Management System (SMS) is the critical Home Office portal that UK employers use to assign Certificates of Sponsorship (CoS), report sponsored worker updates, and ensure total compliance with UK visa rules.
Provide these once at the start of the engagement so we can take over your SMS portal.
Notify Jobbatical as these events occur. Statutory reporting windows are tight , late notification may cause compliance breach.
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Full portal management · CoS · Reporting · Compliance
The UK Sponsorship Management System requires HR teams to report worker changes, absences, and departures within tight 10-working-day windows, with no grace period. A single missed report can trigger a compliance visit, licence downgrade, or suspension. Jobbatical takes over the entire portal so your HR team never has to track a statutory deadline again.
1. Your HR team faces the ongoing requirement to log reportable events (salary changes, absences, role updates) within tight 10-working-day windows via the SMS portal.
2. Any missed deadlines, incorrect SOC codes, or right-to-work check gaps can trigger a UKVI compliance visit, leading to sponsor licence downgrades or suspensions.
3. Jobbatical takes over the entire portal management, ensuring 100% compliance with UKVI requirements without your team ever needing to log in.
Book a 20-minute call to start.
| Severity | Compliance risk | How it happens | How Jobbatical prevents it |
|---|---|---|---|
| 🔴 High | Missed reportable event window | HR teams unaware that a salary change, role change, or worker absence must be reported within 10 working days via the SMS portal. | Jobbatical receives notifications directly and actions all reportable events within the statutory window, no HR intervention needed. |
| 🔴 High | Incorrect SOC occupation code | Wrong occupational classification on the CoS causes visa refusals and UKVI compliance queries. | Jobbatical verifies the SOC code against the job description before every CoS assignment. |
| 🔴 High | Salary below going rate threshold | April 2026 salary thresholds have changed, offers that were compliant in 2024 may now fall below the required going rate. | Jobbatical cross-checks every new hire and salary change against current going rate tables before assignment. |
| 🔴 High | Right-to-work check gap | April 2026 guidance now requires RTW checks on sponsored workers who are not on the direct payroll, a requirement many HR teams have missed. | Jobbatical ensures RTW verification (eVisa share code check) is completed and recorded for all sponsored workers regardless of employment structure. |
| 🟡 Medium | Level 1 user not updated | The HR staff member registered as Level 1 user leaves the company and no replacement is added, access gaps follow. | Jobbatical maintains active Level 1 access and monitors user account status as part of the ongoing retainer. |
| 🟡 Medium | Worker record not updated | Worker leaves but CoS is not withdrawn in the SMS portal, the record remains active and triggers compliance queries. | Jobbatical processes all worker departures in the portal within 10 working days and withdraws the CoS automatically upon notification. |
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Want to audit your current SMS compliance posture?
Book a free 20-minute review with Jobbatical →
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Our managed SMS service covers the full lifecycle of your sponsored workers, from initial setup to visa renewals and compliance tracking.
If you are sponsoring workers, you will likely need these alongside your SMS portal management service.
Disclaimer: This checklist is for general guidance only and does not constitute legal or immigration advice; requirements may change without notice. UK sponsor licence obligations, Certificate of Sponsorship (CoS) salary thresholds, and Sponsor Management System (SMS) reporting duties are updated regularly by the UK Home Office. Verify against current official UK Visas and Immigration (UKVI) guidance before relying on this checklist for compliance decisions. Jobbatical accepts no liability for sponsor licence suspensions, revocations, visa refusals, or compliance penalties arising from reliance on this checklist. For a complete, case-specific compliance review and professional guidance, consult the Jobbatical immigration team.
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| Onboarding time | 3–5 working days once all onboarding items are provided. Up to 10 working days for companies with complex records or outstanding reporting duties requiring resolution before the managed service begins. |
| Statutory reporting window | 10 working days from the date of occurrence for most reportable events (worker changes, absences, departures). Home Office correspondence must be forwarded to Jobbatical on the same day it is received. |
| CoS assignment turnaround | Under 24 hours for standard assignments where all required information is provided. New hire requests should be submitted at least 10 working days before the worker's start date to allow time for CoS assignment and visa application preparation. |
| April 2026 salary threshold changes | Going rate thresholds for most Skilled Worker roles increased in April 2026. Jobbatical verifies every new CoS against current thresholds and will alert you if an existing sponsored worker's salary no longer meets the updated requirements. |
| Right-to-work check requirement (2026) | Updated April 2026 UKVI guidance now requires right-to-work checks on sponsored workers who are not on the direct payroll (e.g. contractors supplied through an agency). Jobbatical ensures this is covered for all workers under the sponsored worker register. |
| Licence types covered | Worker licence (covering Skilled Worker, Senior or Specialist Worker, and related routes) and Temporary Worker licence. Jobbatical manages both types under the same retainer if applicable. |
| CoS allocation management | Jobbatical monitors your remaining CoS allocation and requests additional allocation from UKVI in advance of it running out, so you are never in a position where a new hire is delayed due to no available CoS. |
| Want to discuss your current sponsor licence obligations? Email us at [email protected] or book a free 20-minute call → | |
Key facts verified May 2026. Salary thresholds, SOC code requirements, and UKVI guidance are subject to change. Verify against current Home Office guidance before making compliance decisions.
Need support beyond this calculator? Our experts handle the full process, from eligibility checks to application and compliance.
Explore UK Sponsor Management System ServiceA: To begin onboarding, employers should provide their sponsor licence approval letter, sponsor licence number, SMS portal access details for the designated Level 1 user, current sponsored worker register, existing Certificates of Sponsorship (CoS) records, and any documentation relating to recent UKVI correspondence or compliance actions. Providing these documents upfront allows Jobbatical to conduct a full compliance review before taking over SMS management.
A: Yes. The sponsor licence approval letter is one of the most important compliance documents because it confirms the licence rating, licence number, and key personnel registered with UKVI. Jobbatical uses this document to verify sponsor licence details against the information held within the SMS portal and identify any discrepancies that may require updating.
A: Employers should prepare a complete file for every sponsored worker, including passport copies, BRP or eVisa evidence, right-to-work check records, employment contracts, CoS details, salary records, contact information, and any documents relating to job title, salary, or work location changes. These records form part of the evidence UKVI may request during a compliance audit.
A: Employers must retain evidence of all right-to-work checks conducted before employment begins and, where applicable, follow-up checks. This typically includes copies of passports, immigration status evidence, online right-to-work check results, date-stamped verification records, and proof of the individual’s ongoing permission to work in the UK. Missing right-to-work documentation is a common compliance issue identified during UKVI audits.
A: Yes. Employers should maintain signed employment contracts for all sponsored workers, together with any contract amendments. The contract should clearly reflect the role, salary, working hours, and employment terms that correspond with the information reported on the worker's Certificate of Sponsorship. UKVI may compare these documents during a compliance inspection.
A: Employers should maintain payroll records, payslips, bank payment evidence, salary review documentation, and records confirming that sponsored workers are being paid at or above the salary level stated on their CoS. These documents help demonstrate compliance with sponsor licence salary requirements and are frequently requested during UKVI compliance visits.
A: Employers should retain supporting evidence for every reportable change, including salary adjustment letters, promotion or job title change documentation, updated employment contracts, relocation records, absence records, resignation letters, and termination documentation. Maintaining supporting evidence is essential because UKVI may request proof that reported changes were accurate and submitted within the required timeframe.
A: Appendix D records should be stored in a secure and easily accessible format, either digitally or in physical files. Each sponsored worker should have a dedicated file containing their identity documents, right-to-work evidence, employment contract, CoS records, payroll documents, contact details, and any records of reportable changes. Employers should be able to produce these records immediately if requested during a UKVI compliance audit or site visit.
Complete UK Sponsorship Management System handover checklist for 2026 , 12 onboarding and ongoing items, statutory reporting duties, and CoS requirements. Free download for UK HR and Employer teams.
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