Visas and immigration

The timescales for obtaining a visa vary considerably depending on the visa route and circumstances.  

For Skilled Worker and Global Talent visa routes, HR colleagues are asked to submit requests to the Staff Immigration Team at least three months before the planned start date.  

A visa application can generally be made up to 3 months in advance of the planned arrival date to the UK subject to individual visa route requirements. 

Once a visa application, biometric information and supporting documents have been provided an application is normally decided in 3 weeks for applications made outside the UK or 8 weeks from inside the UK.

Whilst a visa application submitted in the UK is pending, you must not travel outside the UK common travel area, if you do the visa application will be withdrawn.

Priority services are available for certain visa routes at an additional cost per applicant, reducing the standard processing time to either five working days or a next working day decision.

Individual in the UK on a visit visa or short term student visa are generally not permitted to make an application for a work visa from within the UK.  Details on the specific visa route always needs to be checked.

Download the Skilled Worker Client Care and Conditions Form

Download the Global Talent Client Care and Conditions Form

Eligible family members of Skilled Worker and Global Talent visa holders can apply for a dependant visa at the same time as you or to join you in the UK later.  
 

The visa granted will match the end date of the main applicant’s expiry date. This visa must be obtained before travelling to the UK, unless their personal circumstances mean they have the right to live in the UK without needing a dependant visa. 

A ‘dependant’ is any of the following;

• Your husband, wife, civil partner or unmarried partner
• Your child under 16,
• Your child aged 16-18, as long as they can also provide evidence to demonstrate they are not leading an independent life
• Your child over 18 if they’re currently in the UK as a dependant

Skilled Worker sponsored roles that are classified as ‘medium skilled’ are only permitted to have a dependant join them or stay in the UK, if they have been continually employed in the UK on a Skilled Worker visa before 22 July 2025, applying for a baby born in the UK or are extending their stay.  
 

Eligibility for other visa routes to support dependant applications should be reviewed on the Home Office website. 

For any dependant child applying:

•    both of the child parents must either be lawfully present (other than as a visitor) in the UK, or being granted permission to enter or permission to stay (other than as a visitor) at the same time as the applicant; or
•    one parent must be lawfully present (other than as a visitor) in the UK and the other is being granted permission to enter or permission to stay (other than as a visitor) at the same time as the applicant, unless:

1. The main applicant is the applicant’s sole surviving parent; or
2. The main applicant is the parent that has and has had sole responsibility for the applicant’s upbringing; or
3. there are serious or compelling family or other considerations which would make it desirable not to refuse the application and suitable arrangements have been made in the UK for the applicant’s care.

A dependant child application will be refused if these requirements are not met. 

All arrangements for children’s care and accommodation in the UK must comply with relevant UK legislation and regulations. 
 

Family members wishing to only visit the UK for a short stay of up to six months, can consider the Standard Visitor visa. Further information and application details are available on the Home Office Standard visitor visa website.

•    no recourse to public funds
•    work in most roles, including full-time or self employment, although they are not permitted to work as a sportsperson or sports coach
•    permitted to undertake study (subject to ATAS clearance if applicable)

When submitting their visa applications online  applicants and their dependants have to pay the following:

• Visa fee
• NHS surcharge
• any fees for priority services they decide to use

The cost per applicant, is payable for the main applicant and each dependant (main applicant's partner, spouse or dependant child under 18).

The National Health Service (NHS) Surcharge is paid as a part of the visa application and grants the visa holder access to free health services in the UK.

The NHS surcharge is calculated based on the length of visa being applied for, and costs

• £1,035 per year, or a reduced fee of
• £776 per year, for applicants under the age of 18 at the time of the application
• £776 per year for a student or Youth Mobility Scheme
• If the visa period includes part of a year that is 6 months or less, half the annual amount (for example £517.50) will be payable. If the period includes part of a year that is more than 6 months the full annual amount (£1,035) is payable.

Can the NHS Surcharge be refunded?

If a visa application is refused or rejected the NHS Surcharge will be automatically refunded.

A refund will be made to the applicants account used to make the initial payment.

There is no refund if:

the applicant obtains a visa but decides not to come to the UK
the visa holder resigns and leaves the UK while the visa is still valid* 
the visa is curtailed by the Home Office* 
* even if the visa holder did not use the National Health Service during their period of residence in the UK.

Do I still need to pay the NHS Surcharge if I have private medical insurance? 

Yes. The NHS Surcharge must still be paid as a part of the visa application even if you have, or take out, private medical insurance.

Why did my dependants pay more in NHS Surcharge than me when our visas are the same length? Will this be refunded? 

Dependant visas should be issued for the same length of time as the main applicant's visa.

However, where the validity of the visa is shorter than the maximum period permitted under the visa category in question (up to 3 years or up to 5 years), an NHS Surcharge for the maximum period may be charged for dependants.

In this circumstance, a partial refund should automatically be paid of the charge for the additional years over the main applicant's visa length.

For example, an application for 2 years under the Skilled Worker visa 'up to 3 years' category would attract an NHS Surcharge of £2,070 for the main applicant, however, an adult dependant may be charged £3,105 (£1,035 x 3 years) with the extra £1,035 refunded after the applications have been decided.

University departments and faculty will reimburse the Skilled Worker or Global Talent visa fee and associated NHS Surcharge costs for international staff, recruited from 1 January 2025 onwards.

This applies to international staff who are new to the University, or existing international staff commencing a new role, with start dates from 1 January 2025 onwards.

The reimbursement of the NHS surcharge should not exceed the length of employment contract.

Costs will be reimbursed via their departmental or faculty expenses process, following commencement of employment.

Please note that reimbursement of the visa fee and NHS surcharge cost is regarded as a taxable benefit unless it is a new employee applying for their visa outside the UK. Where a tax liability is created these costs will sit with the department or faculty.

Reimbursing other visa costs and visa extensions

• Departments may decide to pay Skilled Worker and Global Talent visa extensions.
• Departments may decide to pay the premium appointment fee for new and extensions visas in order to ensure that the employee’s work related travel plans are not interrupted.
• Visa and other fees should be paid for out of grant funding where allowed. We would encourage visa and NHS fees to be considered and included in grant costings where permitted by the funder.

It is recommended that departments should not pay for Tier 5 visas, Indefinite Leave to Remain visas, any NHS Surcharges for visa extensions, applications for British citizenship and any dependant related visa costs. 

Where costs are being reimbursed please contact your department/ faculty finance team, who will provide guidance on how to claim these back through expenses.

The University of Oxford is able to provide an interest free loan facility to assist current or prospective employees and their dependants with payment of UK visa fees, Immigration Health Surcharge (IHS) costs, fees for Indefinite Leave to Remain (ILR) applications, and/or fees for British citizenship applications. 

Since the employing department or faculty will be required to underwrite the loan, all loans are subject to the approval of the employee’s department or faculty. Departments are under no obligation to support visa loan requests.

The scheme is not, unfortunately, available for ‘college only’ appointments.

The maximum loan allowed under this scheme is set at £8,500.

If the department is reimbursing visa costs it is not possible to also apply for a visa loan for these costs.

What the visa Loan Scheme Covers

The loan scheme can be used to cover any or all of the following costs for the employee and their dependants:

• UK visa fees, including non-sponsored visa applications like Ancestry or Spousal visas
• Immigration Health Surcharge (IHS) fees
• Indefinite Leave to Remain applications
• Applications to Naturalise as a British citizen
• Applications to Register a child (under 18) born in the UK as a British citizen

The loan scheme cannot be used to cover the cost of:

• Any Tier 5 (Government Authorised Exchange) application and associated IHS fees
• Any visa costs that the department/ faculty have agreed to reimburse
• Any legal fees
• Enrolling Biometrics details
• English Language tests or UK NARIC verification
• Tuberculosis certificates
• Travel to and from visa application centres
• Premium appointments or extra fees to speed up application approval times
• Visas for dependants who are not spouse/partner or child of the applicant

Conditions of the Loan

The loan will be recovered over a maximum 24 month period unless the duration of the contract, contract extension, or visa applied for is shorter, or if a shorter period is specified by the applicant; in which case the loan will be recovered over the period of the contract, contract extension, visa, or the period specified by the applicant.

If the employee leaves University of Oxford’s employment before the loan is repaid the outstanding debt will be deducted from their final payment, or, if this is insufficient, the applicant will have to repay the outstanding balance within 14 days of the last day of employment.

Prospective Employees

The loan also extends to prospective employees and their dependants and if a loan is needed at the point that the visa fees and/or IHS is paid, this can be arranged. However, the prospective employee must have been issued with an offer of employment, and have already met any conditions such as providing satisfactory references. If a prospective employee then decides not to take up the employment offered, they will have to repay the loan within 14 days of the notification of the decision not to take up employment. A prospective employee can also wait until starting work and then apply for a loan for the visa costs just incurred.

Procedure

Step 1:
The applicant completes Section 1 of the Visa Loan application form and emails this to their HR contact.

In uncommon cases where different types of applications are being submitted by the main applicant and their dependants, a separate Visa Loan application form will need to be completed and submitted for each type of application.

Step 2:
The departmental/faculty Head of Department or delegated authority completes Section 2 of this form and the form is emailed to the Staff Immigration Team.

Step 3:
The team will check the application, inform the applicant that the loan has been approved, and arrange for Payroll to make the required update to their record and for the payment to be made via the Payments Team. The application form covers the arrangements for making payments and gives authority to make deductions in salary.

The Staff Immigration Team process applications and pass on the information to Payroll each week on Tuesday afternoon.

Where the loan is being paid into a UK bank account the applicant should receive confirmation of the planned payment from the Payments team on Friday, and the money should reach their account on the following Wednesday.

Where the loan is being paid into an Overseas bank account the Payments team will process the payment the following Monday, and the money should reach their account sometime in that week. If the money has not arrived by the end of the week the applicant should contact SIT

The Academic Technology Approval Scheme (ATAS) is for security clearance from the UK Foreign, Commonwealth and Development Office for studies and research where an individuals knowledge could be used in programmes to develop Advanced Conventional Military Technology (ACMT), weapons of mass destruction (WMDs) or their means of delivery. 

An Academic Technology Approval Scheme (ATAS) certificate is required when undertaking an element of research at PhD level or above in certain sensitive subjects, including science, engineering, medicine and technology and the individual is

• applying for an initial or extension Skilled Worker or Tier 5 (GAE) Sponsored Researcher visa
• visiting to undertake research under the Standard Visitor route

Graduate students or students on undergraduate course which leads to a postgraduate exit qualification studying in sensitive subjects may also require ATAS. For Department, Faculty and College staff please refer to the student websitefor advice specific to making a student ATAS application.

Exempt Nationalities

The following nationalities are exempt from the ATAS requirement:

• UK, EU/EEA and Swiss nationals
• Nationals of Australia, Canada, Japan, New Zealand, Singapore, South Korea, or the United States of America.

Dual nationals who hold one of the listed nationalities above will also be exempt.

This is not based on place of residence, but nationality only.

Process

The ATAS certificate must be obtained from the UK Foreign Commonwealth and Development Office (FCDO):

• before the Staff Immigration Team (SIT) can issue the Skilled Worker or Tier 5 (GAE) Sponsored Researcher Certificate of Sponsorship
• before commencing their research if visiting under the Standard Visitor route

ATAS Refusal

The Staff Immigration Team will offer support and guidance when an ATAS application is refused by the FCDO.

The Home Office provides a list of academic subjects that require an ATAS Certificate in the immigration rules. These are referred to as CAH3 codes. 

A project plan may fall under several CAH codes due to its interdisciplinary nature, for example medical research but involving artificial intelligence - computer science. All relevant CAH codes must be identified and if an aspect requires ATAS clearance, an ATAS application must be progressed. You are not looking for the 'best fit' under one CAH code.

The identification of the CAH code(s) applicable to the research project  is taken with the upmost diligence, and with input from the Principle Investigator/Supervisor directly involved with the research project working with HR and the Staff Immigration Team colleagues.

The Department, Faculty or College will need to provide details on the employment/visit, including the start date, short research title, and research statement and confirm the appropriate CAH3 code. 

It is essential that the information provided is accurate and used by the individual when completing the online application to the Foreign, Commonwealth and Development Office.

The ATAS application is free, submitted online and takes at least 30 working days (6 weeks) to be decided, some cases can take longer. 

To complete the application, information on the correct CAH3 code, approved research statement and details of the research arrangements must be provided by the Department, Faculty or college to the individual using the template letter provided by the Staff Immigration Team.

The online application has 10 sections which request information on;

1. Research
2. Personal details
3. Spouse
4. Contact details
5. Education
6. Other education
7. Published Papers
8. Employment history
9. Referees
10. Sponsors

Guidance on the ATAS application from the Foreign Commonwealth and Development Office should be read carefully, alongside the information provided by the Department, Faculty or College.

The ATAS certificate must match the details entered onto the Skilled Worker/Tier 5 (GAE) Sponsored Researcher Certificate of Sponsorship or for the research visit. Any errors will lead to delays in the visa application, the visa application being refused, or the planned visit being unable to go ahead.

There is no option for a priority application.

The University and the applicant are notified of the outcome of the application via email. For the University the notification is sent to a generic email address for which the Student Visa Compliance Office and Staff Immigration Team has access. 

If the application is successful, an ATAS certificate is provided, which is valid for 6 months during which time the Skilled Worker or Tier 5 (GAE) Sponsored Researcher visa must be applied for. Department, Faculty and Colleges will be notified immediately of any unsuccessful application (which are rare).

An individual can begin their research up to 2 weeks before or any time after the start date stated on their certificate.

Skilled Worker/ Tier 5 (GAE) Sponsored Researchers

• The ATAS certificate is checked to ensure the details are correct
• The Certificate of Sponsorship will be issued stating the ATAS certificate reference number
• A copy of the ATAS certificate must be included with the visa application supporting documents

Failure to include a copy of the ATAS certificate with the visa application is likely to lead to a visa refusal.

Visiting Researcher

The ATAS certificate is not required for any Standard Visitor Visa application (where applicable) but will need to be presented to the hosting Department, Faculty or College and checked prior to visit commencing.

Failure to obtain the ATAS certificate or errors on the certificate will stop the visit from being able to commence. It is therefore strong recommended that the ATAS certificate is applied for and obtained before travelling to the UK. 

Research Institute

The ATAS certificate is applicable to one Higher Education Institute or Research Institute only. Conducting research at more than 1 institute will require an ATAS application for each. Changing employer or moving research to another Institute will also require a new ATAS application.

Changes to research project

The ATAS certificate must accurately reflect the research project, the Staff Immigration Team should be contacted as soon as possible to discuss the changes and determine whether a new ATAS certificate will need to be obtained.

Extending a Skilled Worker or Tier 5 (GAE) Sponsored Researcher visa

A new ATAS application must be made prior to extending a Skilled Worker (or Tier 2) or Tier 5 (GAE) Sponsored visa. An application should be submitted in good time to allow time for the new ATAS certificate to be issued. The Foreign Commonwealth and Development Office recommends applying at least 4 months before the current permission expires.

Most visa’s once granted are issued as an online, digital record only.  This is called an eVisa which is accessed through a UKVI Account.

UKVI provide a short video to explain eVisas.

Full details can be found on accessing your eVisa and a short video explains the steps to be undertaken.

You will receive an email when your eVisa is ready to view on the UKVI account. This can take a few days.

Your eVisa will be linked to the identity document you used to create the UKVI account. Before travelling you must ensure your current travel document(s) is linked to your eVisa. This ensures the smoothest journey when boarding to return to the UK. You can do this by using the Update your UKVI account details.

A parent, guardian or responsible adult should create a UKVI account on behalf of a child.

It is strongly recommended not to book travel to the UK before a visa is issued.

Even for those who have travelled to the UK before may find the government’s Guide to faster travel through the UK border useful.

Once a visa has been granted, you must not travel to the UK ahead of the ‘valid from’ or ‘issue date’.  Entering the UK as a visitor, will invalidate the work visa.

A share code, obtained via the UKVI account needs to be provided to the department or college to allow them to complete a check if your right to work in the UK. 

A Skilled Worker visa holder cannot be delayed more than 28 days (4 weeks). 

Unless there is some serious and unavoidable reason for a delay beyond 28 days, sponsorship would have to be withdrawn which would result in the Skilled Worker visa being cancelled. 

The 28 days are counted from either the Skilled Worker sponsorship start date or the date the Skilled Worker visa is issued, whichever is later.  

The Staff Immigration Team provides free and impartial advice on immigration matters to current and prospective University employees, visitors and their accompanying dependants.

The SIT remit includes:

•    Advice and assistance related to the following UK work visa routes: Global Talent, Skilled Worker and the Government Authorised Exchange visa
•    Information about sponsorship by the University of Oxford, documents and requirements for this process
•    Visa renewals
•    Changing visa status (switching from one visa category to another; change of sponsors)
•    Assistance and tailored advice about refused applications, lost documents, issues and complications during visa applications
•    Advice on visa terms and conditions
•    Advice on right to work issues for different visa categories
•    Guidance on the requirements and application process for Indefinite Leave to Remain/settlement
•    Guidance on the requirements and application process for EEA Registration Certificates and Permanent Residence
•    Any other immigration and/or nationality related guidance, advice or assistance

Where assistance is required which is outside the SIT current remit, they will provide links to sources of relevant information: the Home Office and/or external legal advice.
Advice and assistance is provided in good faith, based on information provided by the visa applicants and the employing/host department or college. It is therefore essential to provide all information and documents which are or might be relevant.  Responsibility cannot be accepted for any negative decisions made on the basis of information not disclosed.

The Staff Immigration Team are permitted to provide immigration advice and services under a Ministerial Exemption Order. They are authorised and regulated by the Immigration Advice Authority (IAA) who issues a Code of Standards the University is obliged to follow.

The IAA may inspect the Staff Immigration Team and client records at any time.

The advice and assistance provided is free of charge.

Visa application fees, Immigration Health Surcharge and other costs related to visa applications are to be met by the individuals applying for a visa. The employing/host department or college may reimburse visa fees to the applicant at their discretion. Information about this can be found in the Reimbursement Policy.
 

The cost of issuing a Certificate of Sponsorship (CoS), as well as cost of the Immigration Skills Charge (ISC), if applicable, is born by the department/college requesting the CoS.

In some circumstances it may be appropriate to discuss a case with external organisations such as the Home Office or the University’s external legal advisor. The Staff Immigration Team aims to discuss cases anonymously with other external organisations, however when special assistance is required, the individual may need to disclose certain personal information (such as name, date of birth, nationality, passport number, etc.). When this is required, SIT must comply with the GDPR and related UK data protection legislation and will therefore seek written agreement from the individual before taking any action.

The Staff Immigration Team are employees of the University of Oxford. The Staff Immigration Team will not be able to advise or act for you (the client) where there is a real or potential conflict of interest between you and the University. In these circumstances, we will notify you in writing.

If at any stage you have any concerns regarding the conduct of your case, please raise them with your advisor in writing. If you are not satisfied with the response from your advisor you may contact the Team Leader of the Staff Immigration Team ([email protected]) who will provide an initial written response within a reasonable timeframe.

If we are unable to resolve the matter to your satisfaction or you wish to pursue your complaint through other channels, you are entitled to raise it through the IAA Complaints Scheme. Their address is IAA Complaints Team, PO Box 567, Dartford, DA1 9WX.

The Staff Immigration Team are required under IAA regulations to keep all records copies of correspondence, application forms and other documents relating to your case for at least six years following the conclusion of your case/sponsorship. After this six year period the Staff Immigration Team will destroy all physical records and delete all electronic records unless we are satisfied that there is a good reason for retaining them.

We act in accordance with the GDPR and related UK data protection legislation to ensure that your personal information is:

• processed fairly, lawfully and in a transparent manner;
• used only for limited, specified stated purposes and not used or disclosed in any way incompatible with those purposes;
• adequate, relevant and limited to what is necessary;
• accurate and, where necessary, up-to-date;
• not kept for longer than necessary; and
• kept safe and secure.

We will not pass your personal information to external organisations except:

• Where we have your written consent
• Where we are required to do so under the terms of our Home Office sponsor licence
• Where we are doing so in the course of providing immigration services to you
• Where we are required to do so by law
• Where we believe you or others may be in danger

The records we hold may be viewed at any time by external organisations such as auditors, the Home Office and the IAA. All records are held securely in compliance with the GDPR and related UK data protection legislation and IAA regulations. More information on how long records for University employees are held is found on Retention periods for University personnel records.

For more information on the Universities policies on privacy and data protection, please see the Job applicant privacy policy, Staff privacy policy, and the Compliance and Data protection webpages.