Financial Support for Immigration Costs

Financial Support for Immigration Costs

Introduction

Northumbria University recognises that immigration costs can be significant. To support colleagues, we provide:

• Financial assistance towards eligible immigration costs for:
  
  • New colleagues who require a right-to-work visa
  • Existing colleagues who are required to extend their visa
  • Colleagues applying for indefinite leave to remain (ILR)
• An interest free loan for additional immigration costs not covered by reimbursement. This can include costs for dependants.

All claims must be supported by valid VAT receipts.

The financial support is a contribution, it is not expected to cover all costs.

Policy detail

Financial Assistance (Reimbursement Scheme)

Eligibility

You can claim reimbursement if you are:

• A newly appointed colleague requiring permission to work in the UK and relocating from inside or outside the UK, with a contract of 6 months or more.
• A current colleague extending a visa required for work at the University (not available if switching voluntarily to a different visa type).
• A colleague applying for indefinite leave to remain (ILR).

Amount Available

• New colleagues: up to £4,000 (this is in in addition to the standard relocation assistance where colleagues are eligible for this. 
• Visa extension or ILR: up to £2,500

Expenses claimed by colleagues relocating from within the UK, or by existing colleagues, are taxable under HMRC Regulations.

How to claim

Follow the steps in the NU People and Finance process guide to make a claim.

Human Resources will verify eligibility and receipts.

Expenses will be paid through the monthly payroll. Submit claims before the payroll deadline for payment that month.

Claim deadlines

Claims for new colleagues must be submitted within one year following the end of the tax year in which employment began to qualify for tax exemption.

Example: Start date 1 October 2024 → Claim deadline March 2026

Claims for visa extensions or indefinite leave to remain applications can be made at the point of application.

Repayment conditions for reimbursement

By making a claim, you agree to repay some or all of the assistance if you leave the University within 3 years of:

• Starting employment, or
• The date of your visa extension or ILR application

Repayment scale

The repayment scale applies to colleagues on fixed-term contracts with a duration of less than three years, where the contract terminates at the planned end date of the fixed-term arrangement.

No repayment is required if employment ends due to redundancy unless it is a fixed term contract that terminates at the planned end date (as above).

If you claim but do not relocate, you must repay the full amount.

Immigration fee loan (Interest-free loan)

The University offers an interest-free loan to support colleagues with immigration costs over and above the reimbursement amount, including immigration fees for dependents.

Eligibility

You may apply if you:

• Hold a permanent contract, or a fixed-term contract lasting at least one year from the application date
• Are not subject to a staff management procedure

Loan Amount

• Up to 10% of gross annual salary, capped at £10,000 per tax year.
• Loan amount must not reduce salary below minimum salary thresholds for sponsored employees issued a Certificate of Sponsorship on or after 9 April 2025
• Other interest-free/beneficial loans (e.g. some salary sacrifice schemes) are included in the total allowed.

How to Apply for a Loan

Submit a loan request via NU People and Finance, confirming that repayments can be deducted from your net monthly salary.

Approval

• Applications are reviewed by the Director of HR or a nominated deputy
• Applications from the University Executive are reviewed by the Chief People Officer and the Chair of Remuneration Committee (or the full Committee if appropriate)

Loan Repayment Terms

The loan will be paid in full in the next month’s salary after approval.

• Standard repayment period: 12 months
• In exceptional cases (e.g. high fees or minimum salary threshold concerns), repayment may be extended to up to 24 months
• First repayment begins the month after the loan is paid

If employment ends during repayment:

• The outstanding balance will be deducted from your final salary
• If repayment exceeds final salary, any remaining amount must be repaid immediately

Misuse of Loan

If evidence shows the loan was not used for immigration costs, the University may require immediate or accelerated repayment.

Application of Policy

This scheme is discretionary, not contractual.

The University may:

• Adjust the support offered in individual cases
• Withdraw the scheme at any time