Sponsored worker records: the six groups of documents to keep

The six groups

Appendix D describes the records a sponsor must keep for each sponsored worker. In plain terms they fall into six groups.

• Right to work checks: evidence that you checked the worker can work in the UK and do the job.
• Date of entry: where permission came from an entry clearance visa you sponsored, proof of when the worker entered the UK, such as passport stamps or travel tickets.
• Recruitment: how you recruited the worker. Some routes need advertising evidence and records of applicants and shortlisting; others need a lighter record of how you chose the person.
• Salary: payslips, records of payments, the employment contract or written particulars, and valuations of any allowances such as housing.
• Skill level: a detailed job description, copies of relevant qualifications, and any professional registration the role requires.
• Other supporting records: National Insurance number where required, a history of the worker’s contact details, DBS checks where the role needs one, a record of absences, and any route-specific documents.

How long to keep them

Keep the records for the whole period you sponsor the worker. After that, keep them until the earlier of two dates: one year after sponsorship ends, or the date a compliance officer examines and approves them if that is less than a year after sponsorship ends. Some records have longer periods, and other laws may also apply, so check the guidance for your route.

Check your route

Some routes, such as sports and creative workers, have extra requirements, and some are exempt from parts of the salary evidence. Appendix D is the source for your route; this post is only an overview.

Sources

• GOV.UK: Sponsor guidance, Appendix D record keeping duties