For any UK employer holding a Sponsor Licence, using the Sponsorship Management System (SMS) correctly is vital. This online platform plays a central role in your interactions with the Home Office, from issuing Certificates of Sponsorship to managing changes in your workforce. Staying on top of these tasks is not just good practice; it’s essential for avoiding penalties and maintaining your licence status.
Mistakes or delays in using the SMS can lead to significant consequences, including fines, a downgraded licence, or even the revocation of your ability to hire skilled overseas workers. To help you navigate the system with confidence, we’ve put together a detailed checklist. This guide covers the essential actions you need to take, ensuring your organisation remains compliant and prepared for any Home Office review.
Use this checklist as a practical resource to manage your responsibilities effectively and safeguard your business operations.
1. Setting Up Your SMS Account
- Assign Key Personnel:
- Designate an Authorising Officer, a Key Contact, and at least one Level 1 User.
- Ensure that your Level 1 User is registered and has access to the SMS system.
- Access Credentials:
- Confirm that all Level 1 and Level 2 Users have their login credentials.
- Update your contact details immediately if there are changes to your personnel or organisation.
2. Regular Use and Maintenance of SMS
- Log in Regularly:
- Ensure that all assigned users log into the SMS regularly to check for updates, notifications, or requests from the Home Office.
- Monitor Notifications:
- Check the SMS message board frequently for any messages or requests from the Home Office.
- Respond to all Home Office communications promptly.
3. Reporting Duties Using SMS
- Report Changes in Worker Circumstances:
- Report any changes in your sponsored workers’ details, including:
- Changes in job title, role, or salary
- Changes in work location (e.g., moving to remote or hybrid working arrangements)
- Absences over 10 consecutive days without permission
- Changes in employment status (e.g., resignation, dismissal)
- Report any changes in your sponsored workers’ details, including:
- Report Organisational Changes:
- Notify the Home Office within 20 working days of any changes to your organisation, such as:
- Change in company name or address
- Changes in key personnel (e.g., Authorising Officer, Key Contact)
- Mergers, acquisitions, or changes in ownership
- Insolvency events (e.g., administration, liquidation)
- Notify the Home Office within 20 working days of any changes to your organisation, such as:
- Update Certificate of Sponsorship (CoS) Details:
- Assign a CoS to a new sponsored worker or update details of an existing CoS if necessary.
- Ensure that each CoS issued matches the genuine vacancy requirements.
4. Manage Sponsorship Allocations
- Apply for a CoS Allocation Increase:
- If your organisation needs to sponsor additional workers, request an increase in your CoS allocation through the SMS.
- If your organisation needs to sponsor additional workers, request an increase in your CoS allocation through the SMS.
- Track CoS Usage:
- Regularly review your current CoS allocation and usage to ensure you have enough available for future sponsorship needs.
5. Level 1 and Level 2 User Management
- Assign Level 1 and Level 2 Users:
- Ensure there is always at least one active Level 1 User who can manage the SMS account.
- Assign Level 2 Users as needed for specific duties (e.g., reporting changes or issuing CoS).
- Update User Details:
- Promptly update the details of any Level 1 or Level 2 Users if they leave the organisation or their roles change.
6. Reporting Technical Issues
- Report SMS Access Issues:
- If there are any issues with accessing the SMS or if a Level 1 User cannot log in, contact the UKVI Business Helpdesk immediately.
7. Respond to Compliance Actions
- Respond to Downgrade Notifications:
- If notified of a downgrade in your licence rating, respond by following the instructions provided in the SMS.
- Develop and submit a sponsorship action plan if required by the Home Office.
8. Prepare for Licence Renewal
- Renew Your Sponsor Licence:
- Use the SMS to apply for licence renewal before the expiration date.
- Ensure all required documents and information are up to date and submitted through the SMS.
9. Monitor and Manage Alerts
- Set Alerts and Reminders:
- Set reminders for key activities, such as CoS expiry dates, licence renewal dates, and deadlines for reporting changes.
- Regularly review any alerts or notifications in the SMS system.
10. Maintain Data Security and Compliance
- Ensure Data Security:
- Protect login credentials for all users and ensure they are not shared.
- Regularly update passwords and review user access to maintain data security and compliance.
- Audit Trail:
- Maintain a clear audit trail of all actions taken in the SMS, including who made changes, what changes were made, and when they occurred.
By following this checklist, your organisation can ensure effective use of the Sponsorship Management System (SMS) to meet all compliance requirements and maintain your sponsor licence in good standing.
Useful Links
SMS Manual:
This manual provides comprehensive guidance on using the Sponsorship Management System (SMS) for managing your sponsor licence, including logging in, managing users, and handling certificates of sponsorship.
https://www.gov.uk/government/publications/use-the-sponsorship-management-system-sms-user-manual
SMS Manual Guide 2:
This guide explains how to manage your sponsorship licence using the SMS, including steps for replacing the authorising officer, managing key contacts, and making other necessary changes.
https://www.gov.uk/government/publications/manage-your-sponsorship-licence-sms-user-manual
