The Immigration Costs Support Scheme has been put in place from January 2021 to provide support to help all its international staff who are required to apply and pay for visas, to enable them to work, or continue to work, at Warwick. There is information on the latest UK visa fees charged by UKVI.
The aim of the scheme is to reduce some of the financial burdens associated with obtaining visas for our employees and their family to come to, and remain in the UK by providing financial support.
In January 2021, those requiring a visa to work will now include European nationals entering the UK from 1 January 2021. They join other staff from outside of Europe (who are not already settled in the UK) who need a visa to enter to the UK or continue to work.
- The scheme applies to all international staff (both non-European and European nationals) who may have to pay for a visa to work at Warwick.
- The scheme allows staff to make a claim for reimbursement of visa, Immigration Health Surcharge (IHS) and other visa related costs for them and their family members up to a capped amount.
The capped amount paid by the University for each claim will be a maximum cost to the University of £5,000 including Employer’s NI.Therefore the actual amount paid to the individual will be less than £5,000 if tax or other disbursements are required to be deducted. For those travelling from outside of the UK, tax exemptions may apply if the HMRC criteria is met.
- The scheme is intended to cover many of the costs that may be incurred, but is not a commitment to meeting all visa costs.
- If the person is new starter and entitled to claim relocation expenses they may be able to include the cost of the visa fees and IHS surcharge fees for them and their family with the relocation claim. However where these exceed the relocation claim limit, the Immigration Support Scheme will be additional to the amount of relocation assistance being offered.
- For those not eligible for relocation assistance, they will be entitled to apply for reimbursement of visa related immigration costs through this scheme.
- The amount to be reimbursed will be paid through the University payroll in the next available pay run once approved and processed. For new starters this will normally be the next available pay run after they have commenced employment.
- A claim for reimbursement can only be made once by an employee. Any subsequent visa applications that are made will not be eligible for reimbursement.
- The employee will not need to pay back the amount unless they leave the University upon resignation, either before the end of their fixed term contract or within three years of the amount reimbursed, whichever is the shorter period. The employee will be required to pay back a proportion of the monies paid, on a pro-rata basis should this be the case.
- The scheme is not contractual and the University reserves the right to amend or withdraw the scheme. It will be reviewed in July 2022.
What is not covered by the scheme
- Costs paid for priority or fast track visa services will not normally be reimbursed.
- The scheme does not provide support for the costs of applying for Indefinite Leave to Remain, (also known as Settlement) or the costs of applying for British Citizenship.
- The scheme does not allow for subsequent claims for further or repeat visa costs. Only one claim up to the capped amount is permitted.
- The scheme cannot be used to retrospectively claim for visa costs that may have been paid before the launch of the scheme in January 2021.
- The scheme is not applicable to students, volunteers, contractors or agency staff and is only applicable to all salaried employees of the University.
How to claim
Please complete the ISS Claim Form and send to your Department for approval. The form should then be sent to the HR Immigration team who will check the visa fees submitted and forward to the Payroll Expenses team for this to be paid.
Other forms of support
The Immigration Health Surcharge Loan scheme is another form of support for immigration related costs. Staff can make use of the loan scheme alongside Immigration Support Scheme.