UK Immigration Compliance for Remote Teams: HR Guide to Sponsor Duties and Right-to-Work Rules

Remote work has blurred traditional compliance boundaries. For HR teams managing sponsored employees and hybrid work patterns, understanding where work is performed has become as critical as how it’s performed.

Flexible work arrangements offer benefits, but they also introduce immigration and sponsor compliance risks that must be managed proactively.

Important Note: If an employee already received an automatic EAD extension before October 30, 2025, that extension remains valid through its listed end date. The new rule only affects renewal applications filed on or after October 30, 2025.

Why location still matters: remote work and hidden compliance risks

Remote and hybrid work have given employees flexibility, but they have also added new compliance challenges for HR teams. When an employee starts working from another city or even another country without notifying HR, it can lead to issues such as visa breaches, sponsor licence problems, or right-to-work errors.

In the UK, immigration compliance often depends on where the work is actually carried out. HR and global mobility teams must now track employee locations, visa types, and right-to-work status as part of everyday operations. This UK immigration compliance guide for remote teams breaks down the main risks and offers practical steps to help you stay compliant without slowing down flexibility.

UK employers with sponsored employees

Why location matters for sponsored workers

If you employ individuals on visas such as the Skilled Worker or Global Business Mobility routes, their work location is a key compliance factor. Sponsors must know and record where sponsored employees usually work. If a sponsored employee permanently changes location or moves to full-time remote work, you may need to update the Sponsor Management System (SMS).

Reporting changes

When a sponsored employee’s main work location changes, update this in the Sponsor Management System (SMS) within 10 working days. Hybrid patterns no longer need to be reported after the March 2024 Home Office update, but permanent moves or new client sites still do.

Right-to-work checks for remote employees

All employees must have their right to work verified before starting. Digital checks are allowed through Home Office-approved methods, such as Identity Document Validation Technology (IDVT) or the online checking service.

Once you’ve verified employees’ right to work, the next step is embedding these checks into daily HR operations.

Practical steps for HR leaders

• Keep a central record of each employee’s work location, including office, hybrid, or home arrangements.

• Set automated alerts for any changes that might require Home Office reporting.

• Ask managers to flag any request to work abroad or switch to full-time remote work.

• Store right-to-work documents and visa details securely and accessibly.

• Run regular reviews of your sponsored workforce to ensure records are current.

Operational takeaway: Make location tracking and documentation part of your regular HR workflow, not a one-off task.

UK employers with employees working from abroad

If an employee works from outside the UK, then immigration permission is not needed. However, there may still be local tax, payroll, or employment law implications in the country where they are based. HR should always check with local advisors or use internal payroll support before approving overseas work.

If your overseas employee occasionally visits the UK for meetings, make sure their activities align with visitor rules. Regular or productive work in the UK usually requires a visa.

Operational takeaway: Treat every cross-border work request as a compliance checkpoint. Confirm immigration compliance before approval.

Managing contracts and hybrid arrangements

Keep your employment contracts up to date with accurate work location details. If an employee switches to remote or hybrid work, reflect that in writing. Over time, informal arrangements can become implied terms, so it is safer to document approved work locations and any overseas work permissions.

Monitoring sponsored workers

Hybrid and remote work can make it harder to monitor attendance and absences. HR can stay compliant by setting up:

• Regular manager check-ins

• Documented approval processes for remote or overseas work

• Clear policies for reporting changes and unauthorised absences

Additional HR considerations

• Health and safety: Employers still have a duty of care for home-based staff. Conduct remote risk assessments and provide guidance on workspace setup and wellbeing.

• Training managers: Equip managers to handle hybrid and remote teams, including understanding how immigration compliance ties into day-to-day HR operations.

• Long-term flexibility: If temporary remote arrangements become permanent, update employment contracts and SMS records where necessary.

Quick HR Checklist: UK immigration compliance for remote teams

✅ Track work locations for all employees, especially sponsored ones.

✅ Report permanent location changes in SMS within 10 working days.

✅ Use Home Office-approved digital right-to-work checks.

✅ Review overseas work requests for payroll or tax exposure.

✅ Keep contracts updated with accurate work location clauses.

FAQs

1. Can a sponsored employee work remotely from anywhere in the UK?

Not entirely. Sponsored employees can work from home or in a hybrid pattern, but you must keep accurate records of their main work location. If the employee permanently moves to a new address or a different client site, the change must be updated in the Sponsor Management System (SMS) within 10 working days.

2. What if a foreign national employee moves outside the UK and wants to keep working remotely?

That is usually a red flag for sponsorship. The UK sponsorship system assumes that the employee’s main place of work is in the UK. If they relocate abroad, you may need to review whether the sponsorship still applies or if local employment or payroll obligations are triggered.

3. Do hybrid work arrangements need to be reported to the UK Home Office?

No. Hybrid arrangements, where employees split time between home and office, do not need to be reported after the March 2024 Home Office update. However, permanent changes in location or full-time remote work still require reporting.

4. How do we handle right-to-work checks for remote hires?

You can use digital right-to-work checks through Home Office-approved tools such as Identity Document Validation Technology (IDVT) or the online checking service. Make sure your chosen method meets Home Office standards and that those records are stored securely.

5. Can we hire someone currently working outside the UK to work remotely for our UK entity?

Yes, but not under a UK visa. They would be considered an overseas worker and not subject to UK immigration rules. You may need to review local employment, tax, or data laws, but they would not count toward your UK sponsor licence obligations.

6. How early should we start the visa process for a new hire?

Ideally, you should begin discussions as soon as an offer is made, particularly for roles under the Skilled Worker or Global Business Mobility routes. Early planning helps align start dates with visa timelines and ensures the employee can begin work without delays.

7. What are the risks if we do not report location changes or complete proper checks?

Missing updates or checks can put your sponsor licence at risk. Even simple administrative errors, such as not recording where someone works, can count as a compliance failure. Regular internal audits and clear processes can help avoid this.

How WayLit Helps

WayLit automates the repetitive parts of immigration compliance so HR can stay focused on people, not paperwork.

• Track work locations, visa expiries, and right-to-work records in one system.

• Get automatic alerts for renewals and SMS reporting deadlines.

• Conduct secure digital right-to-work checks.

• Generate audit-ready reports for inspections.

Looking ahead: Compliance as part of workforce design

Remote work is here to stay, and so are the compliance responsibilities that come with it. Embedding clear policies, automated alerts, and centralised tracking into HR systems helps UK employers stay compliant without limiting flexibility.

With the right tools, HR leaders can make immigration compliance a seamless part of everyday operations. It becomes simple, transparent, and scalable.