Student Visa Compliance – S4labour

What is Student Visa Compliance

Student Visa Compliance in S4labour helps managers ensure employees working under UK student visa restrictions remain compliant with Home Office regulations.

It allows visa information to be recorded, supporting documents uploaded, and automatically restricts rota hours for eligible employees. The system also sends reminders before visa expiry dates to help both employees and managers stay compliant without manual tracking.

How Student Visa Compliance Works

When a new employee is created with a non-British nationality, the Student Visa option becomes available under Right to Work in the employee profile.

Managers can:

Enter visa details such as start and end dates, university name, and CAS (Confirmation of Acceptance for Studies)
Upload student visa and CAS documents as part of the Right to Work process
Add multiple academic years and term dates to reflect study periods

Once saved, S4labour automatically enforces a 20-hour weekly rota limit for that employee during term time.

If a rota exceeds this limit, the employee will be highlighted in red, and a warning message will appear when attempting to lock or publish the rota. The system blocks the action until the rota complies with visa restrictions.

Automated reminder emails are sent to both the employee and their manager ahead of the visa expiry date, helping renewals stay on time.

Availability for Customers

The feature is available to all UK S4labour customers employing international students. It is automatically enabled when an employee’s nationality is set to non-British.

Student Visa Compliance can be managed through:

Web: in the Right to Work section under Student Visa
Mobile app: through the self-serve upload workflow

Requirements

To use this feature effectively:

The employee’s nationality must be set as non-British
All required fields (university name, visa dates, passport, and CAS details) must be completed
Term dates must fall within the visa start and end date range
Visa and CAS documents must be uploaded in supported formats and within size limits

Access level

The Student Visa Compliance feature is available to:

Managers and administrators with permission to manage Right to Work records
Employees through the app, allowing them to upload visa and CAS documentation using self-serve

Using Student Visa Compliance

1.Go to Employees,

2.Select the employee you wish to edit

3.Select the ‘Right to Work’ tab

4.Under ‘Acceptable Documents’ use the checkbox to select Student Visa

5.Fill in the required information

6.Upload supporting visa and CAS documents

7.Add academic terms and years as needed

8.Save the record

Why Use Student Visa Compliance

Stay compliant with Home Office rules on student working hours
Reduce manual checks and remove the need for separate visa-tracking spreadsheets
Prevent scheduling errors by automatically restricting rota hours
Avoid penalties for visa breaches with accurate records and reminders
Keep documentation stored securely within S4labour for audits

Frequently Asked Questions

Q: Does this apply to all employees?
A: No. It only applies to employees marked as non-British nationality in their Right to Work profile.
Q: What happens if I try to lock or publish a rota with more than 20 hours for a student?
A: The rota will be blocked, the employee highlighted, and a warning message shown.
Q: Can I schedule a student for more than 20 hours during holidays?
A: Yes. Outside of term time, the 20-hour restriction does not apply.
Q: How are visa expiry reminders sent?
A: Automatic reminder emails are sent to both the employee and their manager before the expiry date.
Q: Can employees upload their own documents?
A: Yes. Employees can upload visa and CAS documents through the S4labour app using self-serve.
Q: What file types are supported for uploads?
A: Standard document and image file types such as PDF, JPG, and PNG are supported within file size limits.