Guidance on Visa Reimbursement/Loan Scheme

The Visa Fees Reimbursement / Loan Scheme is a key component of the university’s enhanced relocation support, as part of the People Strategy. It aims to support the recruitment and retention of current and prospective non-UK settled staff and their dependants by covering the costs associated with Skilled Worker and Global Talent visas, as well as certain related expenses. The university will cover the visa application fees for all sponsored staff and prospective academic staff applying through the Skilled Worker route and Global Talent route. In exceptional circumstances (see appendix 1), SOAS may agree to pay for Professional Services staff where it is justifiable to secure them from outside the UK.   

All payments will be reimbursed at the standard application fee (as opposed to any higher priority service rate). All other associated costs (including NHS Surcharge costs, English Language tests and TB tests where relevant) for the individual and any dependants can be covered by an interest-free loan of up to £10,000 to be repaid in instalments over the duration of the contract in the case of individuals on a Fixed Term Contract (of less than two years) and over a three-year maximum period for permanent staff. 

For the most current visa fee information, please refer to the Home Office page. The loan will also be available to staff applying for any other non-sponsored visa types, or immigration application (such as Settlement/ILR, Spouse/Dependant visa, or Citizenship)

Employees who receive sponsorship or have their application fees covered under the Skilled Worker or Global Talent visa routes will be required to remain in employment with the university for a minimum of three years, unless they are appointed on a fixed-term contract of less than three years. If they leave before completing this period, they will be required to repay the visa costs incurred by the university on a pro-rata basis. 

The scheme is open to all non-UK settled university employees who are making an application for a Skilled Worker visa sponsored by SOAS University of London or a Global Talent visa, and/or a dependant visa/visa for their family members, subject to their eligibility within the Immigration Rules,¹ and who either:

• have received a written offer of a university role and have confirmed their acceptance in writing, or 
• have an existing contract of employment with the university

However, employees will be unable to take out a visa loan in the following circumstances: 

• To cover visa costs that have already been paid and for which the visa has been received (no retrospective claims).
• If the employee has a contract of less than 12 months at the point that the loan is applied for.
• If they have served their notice of resignation to the university.
• If they have received notice of dismissal.
• If they are subject to disciplinary proceedings which may result in dismissal.
• If they have previously been declared bankrupt.

[1] As defined within section SW 26 and section GT 1.1 of the Immigration Rules.

Eligible employees may apply for a loan of up to £10,000 to cover costs associated with making a Skilled Worker, Global Talent, or other visa application. This includes, but is not limited to, applications for:

• Settlement (ILR)
• Dependant visa
• Spousal/Partner visas
• High Potential Individual visa

 Associated costs covered under the scheme are limited to: 

• visa fees
• Immigration Health Surcharge fees 
• Priority/Super Priority processing fees 
• fees associated with meeting the English language requirements for the Skilled Worker visa (including Ecctis service or approved English language tests)²
• Biometric Enrolment appointment 

The loan cannot be used for any other means, including for any other cost associated with making the visa application, such as legal fees.   

Employees are not permitted to hold loans from the university that exceed a total of £10,000 across all loan schemes, including the Season Ticket Travel Loan Scheme. Any misuse of this scheme may result in an investigation under the university’s disciplinary procedure, which could lead to formal action.

For a loan totalling £3,000 or less, the repayment schedule will take place over 10 months. Other loans can be repaid over a longer period as stated above. 

The university will have full discretion in deciding whether to grant a loan to an employee and the amount of the loan to be provided. Each application will undergo a credit worthiness assessment to determine affordability. In exceptional circumstances, this may include a credit check. 

The university has a loan calculator that allows the employee to check whether their net monthly pay will cover the monthly repayments for the loan amount they have requested. A copy of the loan calculator can be found below. 

Please note: from April 2025, if we deduct money from an employee’s pay to repay a visa loan, that deduction cannot be counted as part of the salary we report for Skilled Worker visa sponsorship.

[2] The full list of approved English language tests for the Skilled Worker visa can be found at GOV.UK: Prove English language abilities with a SELT.

Where they are a new employee, the process will be managed by the Recruitment Team. The Recruitment Team will send the visa fee loan application form to the new employee via email either when they are assigned their Certificate of Sponsorship or upon receiving confirmation of their Global Talent Stage 1 endorsement approval. 

Where an employee has already commenced employment and wishes to apply for a loan (subject to eligibility, as outlined above), they can download the loan application form and submit it to the HR Operations Team via the HR Service Portal.

Step 1

The employee must complete and sign the Visa fee loan application form. 

Step 2

The employee must send the completed application form to their Head of Department or delegated authorised person, who must complete the declaration section. 

Step 3

New employees should submit the completed form along with a copy of their bank details to the Recruitment team via the HR Service Portal. Current employees should send the completed form directly to the HR Operations team via the portal.  

Step 4

The Recruitment or HR Operations team will review the application, carry out relevant checks and process the application normally within 5 working days. The team will endeavour to inform the employee of the decision within this timeframe.

If the application is successful, the relevant HR Team will notify the Payroll & Pensions Team and the Finance Department who will endeavour to make payment of the loan into the employee’s bank account within the next 10 working days. The employee must submit copies of the UKVI payment receipts related to their visa application(s) to the Recruitment or HR Operations team within 10 working days of making the payment to the UKVI.

Employees will need to pay for the cost of the visa at the point of making their application. All fee reimbursement should be submitted within 3 months of receipt of the visa and following resumption at SOAS for new employees.

Step 1

Complete the Visa reimbursement claim form and share this with the Recruitment team. 

Step 2

Once verified by the Recruitment team. Submit the visa reimbursement form and all relevant documentation, including receipts, via Unit4 ERP (previously Agresso). If additional costs are being covered by your department or a specific grant, you must include supporting documentation that confirms this, along with the applicable cost code.

Step 3

The reimbursement claim will be reviewed and processed by HR. 

Step 4

Notification will be sent when application has been approved. 

Please note that reimbursement of visa fees for existing employees is considered a taxable benefit and will be reported to HMRC.

The operation of this scheme will be reviewed after 2 years of operation by the UKVI and Global Mobility Manager. For any clarification of the scheme, please contact the Recruitment (New employees) and the HR Operations (current employees) team using the HR Service Portal.