Visitor visa application

The guidance in this section provides an overview of the visa application process, the costs involved and some of the visa conditions connected to UK visitor visas.

Please note that the Staff Immigration Team cannot guarantee the successful outcome of any visitor visa application since this decision is made by the Home Office and not by the University.

It is the visa applicant’s responsibility to ensure that they enter the correct information in their visa application and provide the required supporting documents when submitting their visa application. Should the applicant submit the wrong visa application, or fail to provide the correct supporting documents, the visa application is likely to be refused by the Home Office. Any visa refusals will need to be included in any UK visa application made in the future. If the visa application is refused, the applicant is required to contact their hosting University department or college.

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Who needs to apply for a visa before coming to the UK?

1. Visa nationals

The Home Office separates visitors into visa nationals and non-visa nationals depending on their nationality.

Visa nationals are required to apply for (and obtain) a visa before travelling to the UK. A list of the countries can be found in the visa national list on the Home Office Immigration Rules Appendix Visitor: Visa national list.

If a visitor is from a country which is not on the visa nationals list, they are classed as a 'Non-visa national'. They are able to travel to the UK without holding a UK visa, but must instead present the documents at the border to an immigration officer. If they satisfy the conditions of the visa they are applying for, the immigration officer will permit entry under that visa route. They may or may not receive an entry stamp in their passport. If they receive an entry stamp this should show their entry date and the length of their permission to be in the UK, if they do not receive an entry stamp they will need to retain their boarding pass (or other evidence of when they entered the UK) so they know their entry date and from this the date they will must leave the UK six months later, if not before.

2. Academic visitors (and dependants) coming to the UK for over 6 months

Academic visitors who are coming to the UK for a period of over 6 months will need to apply for a visa before travelling to the UK. This also applies to nationals who are not on the visa national list.

If an Academic visitor is bringing dependants, each dependant will also need to apply for a visa before travelling to the UK (even if they are also classed as a non-visa national)

When to apply for a Visitor visa

Those who need to apply for a visa before travelling to the UK can submit the visa application up to 3 months before the visit is due to commence.

Dependants can apply at the same time as the main applicant, though each dependant will need to submit a separate application. Dependants cannot apply before the main applicant: they must either submit their application at the same time as the main applicant, or after the main applicant has submitted their application, or after the main applicant’s visa has been granted.

Please note the Home Office advise against booking any flights before the visitor visa has been obtained.

How and when to apply for a Visitor visa

All visa applications are submitted online on the UK Government website. This is the case for residents of all countries except North Korea. Applicants should ensure they check the Home Office eligibility requirements before applying. In addition, applicants can refer to the Staff Immigration Team's overview of the different UK visa routes.

Step 1: Apply online

The applicant will need to complete an online application form. Guidance and a link to the online application can be found on the Home Office Standard visitor website. Dependants must apply separately and submit an individual application.

The online application forms are intuitive and only ask for information relevant to the application being made. The Staff Immigration Team is happy to provide guidance on the completion of the application.

Once an online application has been submitted, the applicant will need to pay the combined visa application and biometric enrolment fee. When the visa application and biometric enrolment application has been paid for, the system will generate two PDF forms: Copy of the visa application and a document checklist.

Step 2: Book a biometrics appointment

Once an application has been submitted, the applicants should be automatically directed to book a biometrics appointment at a UK visa application centre in their country of residence. At this appointment, the applicant will enrol their biometrics (photographs and fingerprints) and submit their documents.

The exact process may differ depending on country, so applicants are encouraged to check the Home Office guidance on how to apply for a UK visa in their country of residence.

Costs and how long it takes

Non-visa nationals coming for up to 6 months and gaining entry clearance at the UK border, do not need to pay a fee.

Visa nationals applying for a visitor visa valid up to 6 months must pay a visa fee.

For up-to-date information on visitor visa fees, please see the gov.uk webpages.

Applicants and each of their dependents will incur a visa application fee, biometric enrolment fee, and any additional fees for priority services. The Priority service is paid in addition to the visa application fee, and Priority service fees may vary according to country. Applications for a Standard (Visitor ) visa are not subject to the NHS Immigration Surcharge, even where they are issued for longer than 6 months.

How long it takes

A Standard visa application should be decided within 3 weeks of the application being submitted online. It may take longer to receive a decision if the applicant has had a prior visa refusal, or if the Home Office needs to request more information.

A Priority service visa application should be decided within 5 working days of the biometrics appointment.

Please note that the Home Office generally does not recommend that applicants with previous visa refusals use the Priority service.

After the Visitor visa application has been granted

Entry clearance vignette

Once the visa application has been granted, the Home Office will notify the applicant of this. The applicant will then receive an entry clearance vignette (visa sticker) in their passport as well as a decision letter. This vignette contains details of the visa applicant, the type of visit and a 'valid from' and 'expiry date'. It is important to make arrangement to enter the UK before the expiry date of the vignette.

The validity of the vignette depends on the duration of the visit:

Coming for
6 months

(or less):

Where a visitor is coming to the UK up to 6 months, the vignette should be valid for the whole period.

Coming for over 6 months

Where a visitor is coming to the UK for a period of over 6 months, they will receive an entry vignette valid for 30 days.

In this case the visitor should receive a letter stating the full dates for which the visa has been granted, as well as the address of the Post Office from which their Biometric Residence Permit (BRP) can be collected, and the date from which their BRP should be available for collection. This will be based on the applicant’s work location and intended travel date listed in their visa application.

Visa holders coming for over 6 months need to present their passport, visa sticker, and decision letter when collecting their BRP. An applicant must collect their BRP within 10 days, and could face a financial penalty and/or have their visa curtailed if they do not.

To avoid potential cancellations, it is recommended to book flights to the UK (or make other travel arrangements) after the visa has been obtained

Supporting documents

STANDARD VISITOR VISA (VALID UP TO 6 MONTHS)

Those applying for a Visitor visa under the Standard Visitor visa route for up to 6 months must provide the following documents in support of their visa application, whether applying before travelling to the UK or at their UK port of entry:

current passport or other valid travel identification
an invitation letter from the host department/ college within the university
proof that they can support themselves during their trip
details of where they intend to stay and their travel plans
(for Academic researchers) proof that they are highly qualified in their own field of expertise and currently working in that field at an academic or higher education institution overseas, for example a letter from their employer

More information of other relevant documents can be found on the Home Office's Guide to supporting documents for visitor visas

ACADEMIC VISITORS (coming for over 6 months)

Those applying for an Academic Visitor (up to 12 month) visa must submit the following documents in support of their visa application before travelling to the UK:

current passport or other valid travel identification
an invitation letter from the host department/ college within the university
proof that they are highly qualified in their own field of expertise and currently working in that field at an academic or higher education institution overseas, for example a letter from their employer
proof that they can support themselves during their trip
details of where they intend to stay and their travel plans
Tuberculosis screening certificate issued by a Home Office approved medical practitioner confirming that they have undergone screening for, and have been diagnosed as being free from active pulmonary tuberculosis (TB) - if applying from specified countries. More information can be found on our Tuberculosis screening page.

PERMITTED PAID ENGAGEMENT (PPE) VISITORS

Those applying for a PPE Visitor visa must submit the following documents in support of their visa application if applying if advance of travelling to the UK, or to the Immigration Office at their UK port of entry if applying for ‘leave to enter’:

current passport or other valid travel identification
an invitation letter from the host department/ college within the university
proof that the paid engagement relates to their expertise, qualifications and main job in their home country, for example a letter from their employer
proof that they can support themselves during their trip
details of where they intend to stay and their travel plans

PPE activities must be completed within the first 30 days after the visitor arrives in the UK.

More information of other relevant documents can be found on the Home Office's Guide to supporting documents for visitor visas

Frequently Asked Questions

Q. I'm a non-visa national and used the 'Check if you need a UK visa' on the Home Office website. Is it correct that I do not need a visa to enter the UK?

A. When the Home Office website states that you do not need a visa to come to the UK, it means you do not need to apply for and be granted a visa before coming to the UK.

All visa and non-visa nationals need a visa to enter the UK. However, the visas they obtain look a bit different from one another.

A visa national receives a entry vignette in their passport which is stamped by UK border control. Non-visa nationals, on the other hand, can travel to the UK without a entry vignette and should instead present their documents to UK border control. If the Immigration Officers are satisfied that the main purpose of your visit complies with the visitor visa category you are wishing to enter as, you will be permitted to enter the UK under this Visitor visa route. You may or may not receive an entry stamp in your passport. If you receive an entry stamp this acts as your visa, if you don't receive an entry stamp you will have to keep your boarding pass (or other document showing when you entered the UK) so you know when you entered and when you will have to leave six months later, if not before.

If you're a non-visa national who enters the UK as a tourist visa, you will be expected to undertake only tourist activities and cannot have any involvement with the University. This will not permit you to undertake any activities classified under any of the other visitor visa categories. In order to change the visitor visa category, the individual would need to leave and re-enter the UK under the correct visitor visa route.

Q. Are letters of invitation from the University always required?

A. Visitors to the University who are coming as an Academic or Business visitor or as a Permitted Paid Engagement (PPE) visitor will always require a letter of invitation from the HR team in the host department or college to present with their visa application (for visa nationals) or to Immigration Officers at their UK port of entry (for non-visa nationals).

Those who are visiting only open access areas of the University, such as public areas of Museums and Libraries, would not require a letter of invitation. Letters of invitation are not required for dependants who are accompanying Visitors, nor do they need to be listed in the Visitor’s letter of invitation.

The Staff Immigration Team has produced template for Business Visitor template letter of invitation and Academic Visitor template letter of invitation and a PPE Visitor letter of invitation that the HR team in the host department or college will use to draft and issue the invitation letter to the visitor. Please note that a letter of invitation will not guarantee a successful visa application/successful entry to the UK. This decision is made solely by Home Office caseworkers (if a visa application had to be submitted) and/or by Immigration Officers at the UK port of entry.

Q. If I hold a UK visitor visa, can I apply for a Skilled Worker or a Tier 5 within the UK?

A. No, it is not possible to switch to any other UK visa route from within the UK. If you are eligible to apply under a different UK visa route you will have to leave and apply from outside the UK.

Q. Can the University pay travel and subsistence expenses to Visitors?

A. Visitors are not permitted to receive pay from a UK source (except PPE Visitors who must be paid), however, payment of reasonable expenses to cover the cost of travel and subsistence is permitted. The Home Office do not define ‘reasonable’ so please ensure any payments can be justified. If unsure on this point please go our 'Contact us' page and speak to your key contact within the Staff Immigration Team to discuss prior to the invitation letter being issued.

Q. Does the NHS Surcharge apply when applying for a Visitor visa?

A: No, the NHS Surcharge does not apply to the Visitor visa categories, even where the visa is issued for more than 6 months. Visitor visa holders are charged for any NHS treatment they receive (at a rate of 150% of the cost of treatment) and are advised to ensure they have adequate insurance for their visit.

If someone applying for a Visitor visa has failed to pay charges for NHS treatment on a previous visit to the UK their application will normally be refused.