Which sponsored worker changes must we report to the Home Office?

Report the worker changes listed in the current sponsor guidance, using the Sponsor Management System and the deadline that applies to that event. The list includes delayed starts, specified absences, relevant salary changes, role or location changes and the end of sponsorship. Keep a separate register showing the trigger, decision, submission and confirmation.

Start with the general reporting duty

Sponsor Guidance Part 3, paragraph C1.13 states the general duty to report specified changes to the Home Office. It says reports must normally be made within 10 working days of the relevant event unless a different period is stated.

Do not use that sentence as the only rule. Each event has its own conditions. The sponsor must identify the event, read the linked provision and calculate the deadline from the correct trigger date.

Record delayed starts correctly

Part 3, paragraph C1.15 links delayed starts to section S3 of Part 2. Part 2, paragraphs S3.15 to S3.17 say a worker should normally start within the defined 28-day period. If they do not, the sponsor must report the new start date and reason or stop sponsoring them, by the end of 10 working days after that period.

Monitor absence and reduced pay

Part 3, paragraph C1.19 requires a report where a sponsored worker is absent without permission for more than 10 consecutive working days. The report is due by no later than 10 working days after the tenth day of absence.

Paragraphs C1.15 and C1.26 also cover specified unpaid or reduced-pay absence and circumstances in which sponsorship stops. Check the permitted absence and salary rules in Part 2 before deciding whether the event is reportable.

Review pay, role and duties

Part 3, paragraph C1.15 includes relevant reductions in salary or pay. Paragraphs C1.43 to C1.47 require the role in practice to remain consistent with the occupation code and job description used for sponsorship. Paragraph C1.46 requires a report within 10 working days for a permitted role change that does not require a change-of-employment application.

Do not report a role change as a substitute for checking whether the new role is permitted. If a fresh application is required, follow the relevant route guidance before the worker undertakes the changed role.

Check work-location changes

Part 3, paragraphs C1.21 to C1.25 distinguish changes to normal or regular work location from day-to-day changes. A care worker attending different client addresses does not automatically create the same reporting requirement as a permanent move to another branch or a new regular client site.

Record the worker's normal pattern and the reason for any change. This lets the sponsor explain why it did or did not make a report.

Report when sponsorship ends

Part 3, paragraph C1.26 lists circumstances in which the sponsor must report that it has stopped sponsoring a worker. These include the end of the contract, resignation, dismissal, redundancy and other specified events.

The end-of-sponsorship process should link HR, payroll, right-to-work management, the SMS report and removal of access. Keep the report confirmation in the worker's file.

Maintain a reporting register

For every potential event, record the worker, event date, date identified, rule checked, reporting deadline, decision, approver, SMS submission date and reference. Record a reason where the decision is not to report.

The register should be reviewed regularly, but a monthly review cannot rescue a deadline that has already expired. Operational teams must raise changes when they happen.

This article provides general information, not legal advice.

Related questions

Are all worker changes due within 10 working days?

Many are, but not all triggers are calculated in the same way. Read the provision for the particular event. Delayed starts, for example, use the 28-day period and reporting point in Part 2, S3.15 to S3.17.

When must unauthorised absence be reported?

Part 3, paragraph C1.19 applies after more than 10 consecutive working days of unauthorised absence. The report is due no later than 10 working days after the tenth day.

Do we report every change of client address in domiciliary care?

Not automatically. Part 3 distinguishes day-to-day changes from changes to the worker's normal or regular working pattern. Record the pattern and apply C1.21 to C1.25.

What evidence should we keep after making a report?

Keep the event evidence, the rule considered, the decision, any approval, the SMS submission and confirmation, and the updated underlying record.