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Key TakeAways
• The SMS is the Home Office portal all licensed UK sponsors must use - for CoS, reporting, and compliance records.
• Worker changes (role, salary, location, absences >4 weeks) must be reported within 10 working days.
• Physical BRPs are phased out. All right-to-work checks must use eVisa share codes from 31 December 2026.
• Non-compliance risks range from B-rating downgrade to licence revocation and £60,000 civil penalties.
• Managing 10+ sponsored workers? See our dedicated guide on Managing multiple sponsored workers.
The UK Sponsor Management System - the SMS - is the Home Office's online portal that every licensed employer must use to run their sponsorship programme. It is where you issue Certificates of Sponsorship (CoS), report changes in worker circumstances, and maintain the compliance records UKVI can inspect at any time. With nearly 2,000 licences revoked in 2024–25, the stakes for getting it right are higher than ever.
SMS user roles: Who does what
Every SMS user needs their own login -sharing credentials is a compliance violation the Home Office actively checks for.
Remove SMS access immediately when a user leaves or changes role. Dormant accounts with active permissions are flagged during compliance audits.
Reporting deadlines for SMS
Missed deadlines are the single most common cause of licence downgrade. There is no grace period.
Set HRIS alerts that fire automatically when a sponsored worker's record is changed - do not rely on manual tracking.
Issuing a Certificate of Sponsorship
A CoS formally links a worker to their visa application. Errors here are a leading cause of visa refusals
Before assigning any CoS, confirm: The job maps to an eligible SOC code, salary meets the 2026 threshold (£41,700 for most Skilled Worker roles, or the going rate if higher), and the role meets RQF Level 6 requirements.
The eVisa deadline: What must change by 31 December 2026
Physical Biometric Residence Permits (BRPs) are being phased out entirely. From 31 December 2026, all right-to-work checks must be carried out via eVisa share codes through UKVI online accounts.
- Help every sponsored worker set up their UKVI online account at onboarding - not at visa renewal time.
- eVisa share codes expire after 90 days. Build a recurring re-verification schedule.
- Train all Level 1 Users on the online right-to-work checking service before the year-end deadline.
- For new visa applications from January 2026 onwards, only eVisas are issued - no BRP cards.
What Happens If Employer Breach Sponsor Licence Rules?
Conclusion
By implementing best practices-leveraging technology, conducting audits, training staff, and preparing for the eVisa transition-teams can ensure compliance, avoid penalties, and support seamless international hiring. Proactive SMS management aligns with stricter 2025 regulations, safeguarding operations and enabling workforce mobility.
Disclaimer
Immigration laws and policies change frequently and may vary by country or nationality. While we strive to provide accurate and up-to-date information, we recommend doing your own due diligence or consulting official sources. You are also welcome to contact us directly for the latest guidance. Jobbatical is not responsible for decisions made based on the information provided.
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