Mastering the Certificate of Sponsorship
The ultimate step-by-step guide for UK Sponsor Licence Holders to seamlessly assign a CoS.
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The IRS HR Advantage
Welcome to the ultimate CoS Masterclass. Assigning a CoS can be complex, but you don't have to navigate it alone. IRS HR is at the forefront of helping sponsor licence holders with smart tech, automation, and a panel of expert solicitors with immigration advice that no one else in the UK is doing.
Success Stories
Ignite Care
"Overcame a 0 CoS allocation crisis. The IRS HR panel of solicitors expertly requested an increase and managed our batch assignments flawlessly through their automated portal."
Mecrews Ltd
"Reduced CoS assignment time by 80% using IRS HR's smart tech platform, allowing us to secure 18 crucial overseas workers in record time without compliance risks."
In this interactive course, we will walk you through everything you need to know about navigating the Sponsorship Management System (SMS), avoiding common pitfalls, and assigning a CoS perfectly every time. Click "Next Module" below to begin.
What is a Certificate of Sponsorship (CoS)?
A Certificate of Sponsorship (CoS) is not a physical paper certificate. It is a virtual document, represented by a unique reference number, which an employer (sponsor) assigns to a foreign worker they intend to employ in the UK.
Key Facts:
- The worker must have this unique number to apply for their UK visa.
- A CoS is valid for 3 months from the date it is assigned.
- Once a CoS is used in a visa application, or if it expires, it cannot be used again.
There are two main types of CoS for the Skilled Worker route: Defined CoS (for workers applying from outside the UK) and Undefined CoS (for workers applying from within the UK, and all other visa routes). This guide primarily focuses on the creation and assignment process within the Sponsorship Management System (SMS).
Before You Begin
Before logging into the Sponsorship Management System (SMS) to assign a CoS, ensure you have the following prepared:
System Access
You must be a registered Level 1 User on your organisation's SMS account to create and assign a CoS.
Allocation
Check that you have an unused CoS allocation. If your limit is 0, you must request an increase from the Home Office first.
Worker Details
Passport details, full name, nationality, date of birth, and current address of the migrant.
Job Details
Job title, Standard Occupational Classification (SOC) code, salary, start date, and end date.
How to Assign a Single CoS
Follow these steps within the SMS (based on the official SMS Manual 8):
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1
Navigate to 'Create and Assign'
From the 'Workers' screen, select 'Create and assign'. Choose the relevant visa route (e.g., Skilled Worker) and category.
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2
Create New Certificate
Select the radio button for 'Create new single certificate' and click Next.
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3
Enter Details & Save
Complete all mandatory fields (*). This includes personal information, passport details, and employment details. Click 'Save'. The status will now be READY TO GO.
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4
Confirm & Declare
Select 'Assign'. Review all details carefully. Tick the declaration box agreeing to the terms and conditions (including informing the worker if they need an overseas criminal record check).
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5
Pay Fees via Worldpay
Pay the CoS fee and the Immigration Skills Charge (ISC) if applicable. Once paid, the CoS is ASSIGNED and a unique reference number is generated to give to the worker.
Efficiency Features in SMS
1. Creating a CoS based on an existing one
If you are extending a migrant's employment, you don't need to type everything again. Select 'Create new single certificate based on an existing certificate'. Search for their previous CoS. The system will pre-populate their personal details, saving you time.
2. Creating and Assigning a Batch of CoS
If you are hiring multiple people for the same role (e.g., graduate schemes), use batches.
- Select 'Create new batch of certificate(s)' and give it a memorable name.
- Add individuals to the batch. A batch can hold up to 50 CoS records.
- Use the 'Add pre-populated CoS' button to duplicate the job-related details from the previous CoS in the batch.
- You can assign and pay for the entire batch in a single transaction.
Common Pitfalls & How to Overcome Them
Pitfall: Incorrect SOC Code or Salary
Assigning a CoS with an occupational code that doesn't match the job duties, or a salary below the threshold, will lead to visa refusal.
Solution: Double-check the current Home Office going rates and eligible SOC codes before creating the CoS.
Pitfall: Forgetting the Criminal Record Check Warning
Certain sectors (healthcare, education) require an overseas criminal record certificate. If you don't inform the applicant when assigning the CoS, their visa application may be delayed.
Solution: The SMS declaration explicitly asks you to confirm you have informed the worker. Do this before assigning.
Pitfall: Mistakes on an 'Assigned' CoS
Once a CoS is ASSIGNED and paid for, it cannot be edited directly.
Solution: For minor errors (e.g., slight typo in address), use the 'Sponsor Notes' feature to add a correction. For major errors (wrong name, wrong route), you must Withdraw the CoS and assign a new one (and pay the fee again).
Pitfall: Failing to pay the ISC
If your company is liable for the Immigration Skills Charge and you fail to pay it during the assignment, the visa will be delayed or refused.
Solution: The SMS will calculate the ISC at the Worldpay checkout stage. Ensure the full amount is paid simultaneously with the CoS fee.
Final Knowledge Check
Test your understanding of the CoS assignment process.
How IRS HR Protects You
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The Golden Record
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Monthly Mock Audits
Why wait for the Home Office? We stress-test your systems monthly. We find the gaps—missing docs, visa expiries—so you fix them before they become a fine. Smart Tech that keeps you compliant 24X7
Direct Solicitor Access
Home Office Compliance is a legal minefield. Your subscription includes access to our panel of solicitors. Don't Google complex issues—get expert legal guidance immediately. We don’t take introductory fees and thus remain impartial.