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Six outcomes your HR team gets when Jobbatical runs your Sponsorship Management System portal on an ongoing retainer basis.
Jobbatical maintains complete Appendix D records and keeps your sponsored worker register fully up to date, so a UKVI compliance visit never catches your HR team unprepared.
Every reportable event , worker changes, absences, departures , is actioned within the 10-working-day statutory window. Your HR team notifies Jobbatical; Jobbatical handles the portal.
Jobbatical assigns Certificates of Sponsorship for new hires, verifies SOC codes and salary thresholds, and sends the CoS reference to your team , typically within one business day.
Jobbatical tracks every sponsored worker's visa expiry and triggers renewal alerts well in advance, so no sponsored employee is inadvertently allowed to continue working on an expired visa.
Any correspondence from UKVI , audit notices, action letters, compliance queries , is handled by Jobbatical's immigration specialists, with responses prepared and submitted on your behalf.
The April 2026 salary threshold increases and updated right-to-work check requirements are already reflected in Jobbatical's processes , your compliance posture updates automatically.
The Sponsorship Management System (SMS) is the Home Office's mandatory online portal through which every licensed UK employer must manage their sponsor licence obligations , assigning Certificates of Sponsorship (CoS), reporting worker changes, conducting right-to-work checks, and maintaining compliance records. Operating the SMS portal incorrectly or missing statutory reporting windows is one of the leading causes of sponsor licence suspension and revocation.
Jobbatical's SMS Portal Management service takes the day-to-day running of the portal off your HR team's plate entirely. This checklist outlines what Jobbatical needs from you at the point of onboarding, and what your team needs to keep sending us as events occur, so we can keep your licence audit-ready at all times.
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.
Download a simple reference PDF with all 12 item names , useful for briefing your HR team or sharing with a new colleague. For detailed guidance on each item, statutory deadlines, and what happens if something is missing, talk to the Jobbatical team.
Item names only , no compliance detail
Get the full managed service →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.
These are the most common causes of sponsor licence suspension and revocation in the UK. Jobbatical's managed service is designed specifically to eliminate each of them.
| Compliance risk | Severity | How it happens | How Jobbatical prevents it |
|---|---|---|---|
| Missed reportable event window | 🔴 High | 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 |
| Incorrect SOC occupation code | 🔴 High | 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 |
| Salary below going rate threshold | 🔴 High | 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 |
| Level 1 user not updated after staff change | 🟡 Medium | 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 |
| Right-to-work check gap for non-direct employees | 🔴 High | 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 |
| Sponsored worker record not updated after departure | 🟡 Medium | 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 |
| Want to audit your current SMS compliance posture? Book a free 20-minute review with Jobbatical → | |||
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, CoS salary thresholds, and SMS reporting duties are updated regularly by the Home Office , verify against current official UKVI guidance before relying on this checklist for compliance decisions. Jobbatical accepts no liability for 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.
| 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: Jobbatical takes over the day-to-day operation of your Home Office Sponsorship Management System portal on a managed retainer basis. This includes assigning Certificates of Sponsorship (CoS) for every new sponsored hire, reporting all statutory events within the required 10-working-day windows (worker changes, absences, departures), maintaining Appendix D records, monitoring visa expiry dates and triggering renewal alerts, and handling any Home Office correspondence on your behalf. Your HR team provides notifications when events occur — Jobbatical handles everything inside the portal.
A: The sponsor licence is the permission granted by the Home Office that allows your company to hire overseas workers who require a visa. The SMS (Sponsorship Management System) is the online portal through which you exercise that permission — assigning CoS, filing reports, and maintaining records. Having a sponsor licence but failing to manage the SMS portal correctly is one of the most common reasons licences are suspended or revoked. Jobbatical's SMS Portal Management service assumes operational responsibility for the portal while you retain ownership of the licence itself.
A: The onboarding process typically takes 3–5 working days once all required items are provided — including SMS portal access at Level 1 user, your sponsor licence approval letter, the full sponsored worker register, and any outstanding reporting duties. Jobbatical conducts a full compliance audit of the portal during onboarding to identify and resolve any outstanding obligations before the managed service formally begins. For companies with complex records or overdue reporting duties, onboarding may take up to 10 working days.
A: The most common causes are missed reporting windows (failing to report worker changes, absences, or departures within 10 working days), incorrect occupation codes on CoS assignments, salary levels falling below the current going rate threshold, and Level 1 user accounts not being maintained after staff changes. Jobbatical's managed service eliminates each of these by taking over all SMS portal activity: every reportable event is actioned within the statutory window, every CoS assignment is verified against current SOC codes and salary thresholds, and portal user accounts are actively maintained. For companies already at risk, book a compliance review with Jobbatical before the Home Office takes action.
A: Yes — Level 1 access is required for Jobbatical to manage your portal. A Level 1 user is the highest access tier in the SMS portal and is the only user who can assign CoS, manage other user accounts, and take action on compliance tasks. During onboarding, you will grant Jobbatical's named administrator Level 1 access. Your existing Level 1 users remain on the account and retain visibility of all activity — Jobbatical acts as an additional authorised operator, not as a replacement for your internal contacts.
A: Yes — any change to a sponsored worker's salary, job title, work location, or contracted hours that was not already recorded on their Certificate of Sponsorship must be reported to UKVI via the SMS portal within 10 working days of the change taking effect. This applies even to pay increases. Under the April 2026 guidance updates, the going rate salary thresholds for most roles have increased, so a salary change may also require a review of whether the worker still meets the minimum threshold. When managing your SMS portal, Jobbatical will assess every notified change and determine whether an SMS report, a new CoS, or both are required.
A: Appendix D is the Home Office's term for the records every licensed sponsor must maintain for each sponsored worker — including their passport details, CoS reference, right-to-work check evidence, employment contract, payslips, and records of any changes during employment. These records do not get submitted to the Home Office proactively, but they must be made available immediately if UKVI conducts a compliance visit or audit. Sponsors who cannot produce complete Appendix D records during a visit risk a licence downgrade. Jobbatical maintains all Appendix D records as part of the SMS Portal Management service, so your company is audit-ready at all times.
A: Yes — Jobbatical's managed service is designed to integrate with your existing HR team, not replace it. In practice, your HR team continues to handle employment decisions, payroll, and onboarding logistics. Jobbatical handles the immigration compliance layer: CoS assignments, SMS reporting, record-keeping, and Home Office liaison. Your HR team notifies Jobbatical when key events occur (new hires, changes, departures), and Jobbatical takes care of everything inside the portal. Many clients start with a full handover and gradually build internal knowledge through Jobbatical's SMS compliance training service as a complementary offering.
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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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