Human Resources

Visiting Academics & Researchers, External Visiting Lecturers, External Examiners and Practice Assessors: Prevention of Illegal Working

What do I Need to Do?

Step 1:

You are checking these documents to ensure the visitor is permitted to do the work in question.

Visitors who are coming to the University to do some work must have their Right to Work documents checked. The Home Office describes ‘work’ as paid or unpaid employment, contracting, work experience, internships, selling to public, providing goods & services (i.e. giving guest lectures, invigilate or mark exams etc.). Visitors are allowed to attend meetings, conferences, seminars or interviews, and/or give a short talk or speech at such events without having their right to work documents checked. 

The guidelines below are designed to help the departments understand their legal obligations when inviting visiting academics, external visiting lecturers, external examiners etc. to their department.

If the visitor will be entered onto HR system (i.e. for payroll or ID card purposes) and;

  • If they are working but not being paid at all (e.g. Visiting Lecturers):

- Best practice is to obtain scanned copies, as a minimum, of their right to work documents before they undertake any activities.

  • If they are working for one day only and being paid via a SAL5 or SAL6:

- You must obtain scanned copies, as a minimum, of their right to work documents before they undertake any activities.

  • If they are working for more than one day and being paid via a SAL5 or SAL6:

- You must copy and verify their original right to work documents BEFORE they undertake any activities.

  • If they are working as an Academic Visitor (i.e. they have come to the UK and have an Academic Visit(or) visa):

- You must copy and verify their original right to work documents BEFORE they undertake any activities.

If they will not be entered onto the HR system, but will be paid via Payments:
Best practice is to obtain scanned copies, as a minimum, of their right to work documents before they undertake any activities.

HMRC match up everyone on the monthly PAYE return with Immigration's systems to identify anyone who is being paid but does not have the right to work in the UK. We therefore need to have proof of the individual's right to work before we pay them via payroll. 

We would also want to protect ourselves as best we can by asking every visitor being paid via payments for scanned copies, as a minimum, of their right to work documents - which is why the term 'best practice' is used here.

Using a blanket approach may also make it easier to apply within the departments so that there isn't confusion over whether the documents are required or not. 

To invite a non-EEA visiting academic who does not already have the right to work in the UK please complete all steps.

To invite a UK, EEA national or a non-EEA national who already has the right to work in the UK, please go straight to Step 5 under 'What Do I Need to Do?