Visa Reimbursement Scheme

Introduction

Durham University offers Visa Reimbursement Schemes for employees who require a Skilled Worker/Global Talent/Graduate visa to allow them to live and work in the UK, while working at Durham University. The purpose of the Scheme is to support new and current employees towards their visa costs and to provide a contribution (where eligible) toward their immigration health surcharge costs.

Eligibility 

Applicable to new employees who start their role or current staff who extend their visa on or before 30th November 2023 as outlined below:

• new employees who are appointed on an open-ended contract, or on a fixed-term contract of employment of 2 years or more
• new employees who have successfully obtained a Skilled Worker visa or Global Talent visa to enable them to take up the role to which they will be employed at Durham University.
• current employees who are extending their Skilled Worker visa or Global Talent visa to enable them to continue in their employment at Durham University
• new employees switching from another visa category into the Skilled Worker visa or Global Talent visa route to enable them to take up the role to which they will be employed at Durham University (e.g. those on a Student/Graduate Route visa or a dependent visa) and meet the minimum years of service as required above

All claims must be made on the Visa Reimbursement Application Form

 

Eligibility - Enhanced Visa Reimbursement Scheme

Applicable to new employees who start their role on or after 1st December 2023 and current staff already in post as outlined below:

There are two levels of reimbursement for eligible employees as outlined below:

1.  All new employees who start their role on or after 1st December 2023, regardless of contract length, who have successfully obtained a Skilled Worker/Global Talent/Graduate visa to enable them to take up the role to which they will be employed at Durham University, will be eligible to claim for the cost of their visa and their full immigration health surcharge cost for year 1. 

In subsequent years, in the anniversary month* of their start date, employees will be eligible for a £500 payment each year for as long as they hold this visa.  This payment is a contribution towards the immigration health surcharge and will be paid automatically via Payroll. 

2. From 1st December 2023, in the anniversary month* of their start date, current employees, who have successfully obtained a Skilled Worker/Global Talent/Graduate visa to enable them to take up the role to which they will be employed at Durham University will be eligible to claim** for an annual contribution of £500 toward the immigration health surcharge. They will receive this in the anniversary month for each year they hold the visa.

Employees will not be entitled to any back-payments relating to immigration health surcharge payments prior to the enhanced Scheme starting on 1 December 2023.

When current employees extend their visas, they will be eligible for the reimbursement of the visa costs and the £500 contribution toward the immigration health surcharge will be scheduled for the duration of the renewed visa. FAQs for current employees 

Notes:

*Subject to payroll deadlines, so may be received the following month.

** Employees must make a claim on the appropriate form and submit with proof of payment to hr.ukvi@durham.ac.uk using the process outlined. 

 

FAQs for new employees starting in role on or after 1 December 2023

What is included in the Visa Reimbursement Scheme for new employees?

How much you will pay for a Skilled Worker/Global Talent/Graduate visa depends on your situation, where you are and how you apply. The maximum amount that you can claim depends on the length of your visa, whether you are applying within the UK or outside the UK and whether you are applying for a new or extension visa.

For current fees please visit here

You will also receive the reimbursement cost of 1 year of the immigration health surcharge (this is currently £624 per year and subject to increase in January 2024) when you join the University.

In subsequent years that you are covered by a visa, you will be eligible for a £500 annual contribution towards your immigration health surcharge.  Provided you remain employed by the University, you will receive this automatically via Payroll, in the anniversary month of your *start date.

What is not included in the Visa Reimbursement Scheme for new employees?

Only standard visa costs are eligible for reimbursement. Additional fees for the premium/priority service options will be the responsibility of the applicant. Additional fees under the UK Visa Citizenship Application Service or VFS Global will also be the responsibility of the applicant.

Costs incurred for the biometric appointment fee or the additional costs for English Language Tests or NARIC statements cannot be claimed under the visa reimbursement scheme.

If a Head of Department considers that there is a sound business reason why the University should pay for a quicker service, they should submit their rationale to Nic Johnston, Deputy Director of HR nicola.johnston@durham.ac.uk This will be reviewed on a case-by-case basis.

Visa fees will only be reimbursed for University employees.  An interest free loan scheme is available to cover other immigration fees, including fees for family members. This can be made available to you following your start date. For more information please contact hr.ukvi@durham.ac.uk 

Is there anyone who is not eligible/cannot make a claim?

Where employees can receive visa and immigration health surcharge reimbursement through a research grant, they will not be eligible to be reimbursed the matching amounts by the University.

The Scheme only applies to those who have successfully obtained a visa to enable them to take up the role to which they will be employed at Durham University, eg. If you already held a Global Talent visa prior to commencing the role you are not eligible to claim unless your visa is to be extended.

Those who work on a casual basis in the University and hold a visa via the Student route, will not be eligible for any contribution or reimbursement via this Scheme.  If you switch into the Skilled Worker route to commence a role you will become eligible once you have obtained your Skilled Worker visa

Will my reimbursement be subject to tax?

The University will cover the amount of any tax which is applicable to your reimbursement for your visa and immigration health surcharge.  You will therefore receive the amounts in full.

When can I make a claim?

You are required to pay UKVI directly for any expense incurred at the time of making a visa application.

For new employees, once you have commenced employment with Durham University and completed all the required Right to Work checks you can submit your claim on the appropriate reimbursement application form along with the supporting receipts and the appropriate fee will be reimbursed with your salary.

You will receive the further £500 annual contribution toward your immigration health surcharge automatically in the anniversary month of your start date for each subsequent year you are covered by a visa.  This will be paid via Payroll.

All claims must be submitted to hr.ukvi@durham.ac.uk on the appropriate reimbursement claim form, link below, along with the official receipts received from the UKVI that confirms the payment made (email confirmation is acceptable). We are unable to reimburse fees if no receipts are provided.

Application form for reimbursement of visa and IHS fees - Claims from 1st December 2023