The Home Office’s high-visibility, low-tolerance stance toward illegal working, combined with the current political climate, has pushed immigration compliance high up the business risk agenda.

UKVI figures show that between April and June 2016, 887 civil penalties for illegal working were issued to UK employers. In just three months, the total value of these fines exceeded £13.7 million. With UKVI actively policing illegal employment across all sectors and types of organisation, and civil penalties providing a welcome income stream for the Home Office, UK employers should be under no illusion – there is no option than to ensure you are doing all you can to meet your duties to prevent illegal working. As a quick temperature check, consider if any of the following statements apply to your organisation’s approach to managing the risk of immigration non-compliance:

1) “Our last immigration audit was over 2 years ago.”

Do you know if your right to work documents and records are up to date? Is the right documentation being recorded? Are your processes working and being implemented correctly and consistently – particularly if your organisation has multiple sites, with decentralised recruitment and onboarding? It is essential your organisation has the required evidence of every employees’ right to work on file, and that your HR systems and processes are compliant.

An immigration audit is highly effective in ensuring your organisation is operating in accordance with its duties.

Areas to evaluate should include:

  • Right to work document checking systems and processes – ‘Obtain, Check, Record’!
  • Avoiding risk of discrimination while complying with duties.
  • Systems addressing immigration requirements such as permitted working hours for students on Tier 4 visas.
  • Systems addressing sponsorship requirements such as minimum skill levels, minimum salary levels and use of Resident Labour Market Test.
  • Systems addressing a sponsor’s duty to report to the Home Office events relating to the sponsored migrants’ employment and circumstances and on certain changes to the organisation itself.

If your organisation has not undertaken any form of review or evaluation of immigration compliance processes and systems in the past 2 years, there is a substantial risk that weaknesses and gaps have developed.

For example, in the past 12 months alone there have been multiple changes to the UK immigration rules. And changes continue to be announced – April this year sees further updates. Have these been accounted for by your organisation? And if so, how effective have any measures been? It is also worth remembering that UKVI are favouring unannounced site inspections. The Home Office is looking for evidence that you are taking your duty to eradicate illegal working seriously. You want to be able to demonstrate a concerted and ongoing commitment to meeting your duties. An up-to-date audit will be favorable when presenting your organisation’s approach to immigration compliance.

2) “We don’t have a proper handle on business travel activity.”

Travelling employees need support that goes beyond obtaining the correct international visa.

There are a number of compliance risks associated with employees who are regularly travelling overseas for short-stay business trips. It is notoriously difficult for multinationals to keep abreast of all business travel. A logistical nightmare, yes. But overlook this cohort at your peril. Avoid issues at border control, employees stranded without necessary documentation or information. And with governments across the globe taking more stringent approaches to business travel to protect their domestic labour markets, there is little-to-no room for error when seeking to gain entry, however short the visit. These scenarios can all be avoided.

You should provide business travelers with all the information they need to safeguard against business travel risks. This should include:

  • Foreign travel advice and country-specific risks
  • Information on local laws, customs, culture and etiquette
  • Procedures to follow in the event of an emergency – contact numbers etc
  • Pre-travel checklists – electronic copy of passport, adequate travel insurance, evidence of accommodation, departure details at hand etc
  • Briefings on health risks and requirements for medical assessments, vaccintations, medical insurance etc

Managing the risks of travelling employees delivers benefits beyond immigration compliance. You will also be able to ensure your employees are safe, and that they are able to make the best of the commercial purpose of the visit.

3) “We don’t really have a process for List B documents.”

Do you have a system in place to effectively manage this high-risk area of compliance? Employees with time-limited permission to work in the UK are required to produce items from UKVIs List B to evidence their identity and temporary employment authorisation.

‘List B Group 1’ documents apply where a person has limited leave to remain or enter the UK, restricting the duration or type of activity permitted.

Original copies of the documents or combination of documents in List B show that a person is allowed to work in the UK for a limited period of time, for example, a biometric resident permit, passport or work permit. Obtain, check and record this documentation to provide you as an employer with a statutory excuse against a civil penalty for up to 12 months from the date on which you carry out the checks.

You are then required to carry out additional checks at least every 12 months on employees relying on List B documentation. Where an individual’s leave expires during the period of 12 months, you should carry out a check at the point of expiry to verify their continued Right to Work. You may at this point be presented with a ‘List A’ document, in which case, you have met your duty for the duration of the person’s employment with you. You are no longer required to carry out annual checks on that employee. Should you be presented with items from List B, the 12-month cycle starts again.

At the point of check, you may be presented with documents from ‘List B Group 2’, or the individual may be unable to present any acceptable document from List 2, because:

  • the individual’s visa is due to expire; or
  • the individual is appealing to extend their stay; or
  • an individual is awaiting an application decision by the Home Office.

In these circumstances you are required to contact the Employer Checking Service to receive a Positive Verification Notice from the Home Office, confirming the continued eligibility of the individual to work for the duration that their application is outstanding and until their visa is approved. List B management is a complex area to navigate, requiring a systematic approach to right to work checks to avoid any potential wrong-doing on your part – however unintentional. Effective approaches include automation and clarity of roles and responsibilities (yours and your employees) in informing of immigration status. Fail to meet your duty, and you may find yourself liable for a civil penalty.

Manage your immigration compliance risk

Effective immigration compliance is an ongoing requirement, part of an organisation’s everyday operations, systems and processes.