UKVI Compliant HR Software for Sponsor Licence Holders

Why UKVI Compliance Demands More Than a Standard HR System

Not all HR systems are built the same way, and for UK businesses that hold a sponsor licence, using a generic HR platform can be a serious compliance risk. The Home Office requires licensed sponsors to maintain specific records, conduct right-to-work checks in a defined way, and report changes to sponsored workers within strict deadlines. A standard HR tool that was not designed with the Immigration Rules in mind will not flag the tasks you need to complete, will not alert you when a worker's visa is about to expire, and will not organise your records in a way that a UKVI compliance officer expects to find them.

Work Permit Cloud's WpcHR software is built specifically for sponsor licence holders. It aligns every feature with the Home Office's compliance framework, so you always know where you stand, and so does a UKVI compliance officer who arrives at your door, announced or not.

The eVisa Transition: Why Your HR System Must Adapt

Since the end of 2024, the UK has moved to a fully digital immigration status system. Physical Biometric Residence Permits (BRPs) are no longer valid evidence for right-to-work purposes. Sponsored workers and all employees with time-limited permission must now demonstrate their immigration status using an eVisa, a digital record accessed via a share code.

This change has significant implications for how your HR team conducts right-to-work checks. Employers must use the Home Office's online checking service and record the outcome of each check digitally. HR systems designed to track BRP expiry dates or retain scanned BRP copies are no longer fit for purpose. WpcHR has been updated to support eVisa-based right-to-work verification, share code recording, and digital status monitoring for all workers with time-limited leave.

The Home Office sets out the records that every sponsor must maintain in Appendix D of the sponsor guidance. In March 2026, this guidance was significantly updated, introducing new obligations that include retaining evidence that you have informed each sponsored worker of their employment rights under UK law. The following are the key records and capabilities your HR system must support:

• Worker identity records: Copies of each sponsored worker's current passport and valid immigration permission, accessed via share code using the Home Office online checking service, not a physical BRP.
• Right-to-work check records: Documentation of each check, including the date it was performed, the method used (online checking service), and the outcome.
• Contact details: Current UK address, phone number, and email for each sponsored worker, kept up to date at all times.
• Absence records: Records of absences, annual leave, unpaid leave, sick leave, and any unauthorised absence. Particular attention is needed for absences of 10 or more consecutive working days, which trigger a reporting obligation.
• Role and salary records: Evidence that the worker's actual job duties, salary, and work location match what was stated on their Certificate of Sponsorship (CoS) at all times.
• Employment rights notification: From March 2026, evidence must be retained showing that each sponsored worker was informed of their UK employment rights, as required by guidance version 03/26.
• Recruitment records: Where required, evidence of any recruitment activity undertaken to fill the sponsored role.

All records must be retained for the duration of the worker's sponsorship plus one year after sponsorship ends. They must be accessible for inspection and must comply with UK data protection law.

View the full Appendix D requirements in the Home Office sponsor guidance (Part 3).

The Home Office revoked 1,948 sponsor licences in the year to June 2025, more than double the previous year's figure. Enforcement has continued to intensify through 2026, with HMRC payroll data now being shared directly with UKVI, meaning discrepancies between what you report and what your payroll shows are flagged automatically. In this environment, maintaining paper-based or ad hoc compliance systems carries real risk.

The consequences of revocation are severe: all existing Certificates of Sponsorship are cancelled immediately, sponsored workers receive just 60 days to find a new sponsor or leave the UK, and the organisation cannot reapply for a licence for at least 12 months.

WpcHR is not simply a record-keeping tool. It is a compliance risk management platform that helps sponsor licence holders understand their obligations, meet their deadlines, and demonstrate to UKVI that their systems and processes are of the standard the Home Office expects.