University of Bath

Claiming expenses for Registration Certificates and Permanent Residence Documents

How University employees can pursue a Registration Certificate or Permanent Residence Document in the UK and have the University reimburse the cost.

Registration Certificates and Permanent Residence Documents

While it is unclear at the moment what, if any, alternative free movement rights may be negotiated as part of the arrangements for the UK leaving the EU, these rights are unlikely to remain in their current form. As an EEA or Swiss citizen, or the family member of an EEA or Swiss citizen, you may want to consider applying for a Registration Certificate or Permanent Residence Document if you are eligible and have not already done so in order to protect your qualifying Treaty rights.

Although you do not need either of these documents to live in the UK currently, the advice from the Home Office is that these documents may make it easier for you to claim certain benefits and services and prove you have a right to live in the UK.

The following procedure has therefore been developed to assist employees who wish to pursue either of these options and recompense them for the cost of doing so.

Applying for a Registration Certificate

You may wish to apply for a Registration Certificate if you’ve lived in the UK for less than 5 years.

There is generally no requirement for EEA citizens to obtain a Registration Certificate to live and work in the UK. However, there may be circumstances in which having the Certificate may be useful for proving your immigration status and applying for subsequent confirmation of permanent residence.

You can apply as a ‘qualified person’ if you’re a citizen of an EEA country or Switzerland and you’re one of the following:

  • working
  • studying (and have comprehensive sickness insurance in place)
  • self-employed
  • self-sufficient (and have comprehensive sickness insurance in place)
  • looking for work

An application for a Registration Certificate can be made either online (as a ‘qualified person’) or by downloading and completing the EEA (QP) Form. The application fee is £65 and the University will reimburse you for the cost of this. Reimbursement is subject to tax and National Insurance deductions so your payment will be adjusted as the University has agreed to cover the cost of these for employees as well.

Supporting documents must be submitted together with the application form. Please read the guidance notes on what supporting documents you may need in your situation.

If you are not a ‘qualified person’, you can apply for a Registration Certificate as a close or extended family member of someone from the EEA or Switzerland. If the ‘qualified person’ can’t apply online and add you to their application or you are applying separately, you will need to download and complete the following forms:

Applying for a Permanent Residence Document

You may wish to apply for a Permanent Residence Document if you’ve lived in the UK for 5 years or more.

There is generally no requirement for EEA citizens to obtain a Permanent Residence Document to live and work in the UK as you automatically have permanent residence status if you’ve lived in the UK for 5 years as a ‘qualified person’. However, there may be circumstances in which having the Document may be useful for proving your immigration status. A Permanent Residence Document is also an essential requirement should you wish to subsequently apply for British Citizenship.

You can apply as a ‘qualified person’ if you’re a citizen of an EEA country or Switzerland and you’re one of the following:

  • working
  • studying (and have comprehensive sickness insurance in place)
  • self-employed
  • self-sufficient (and have comprehensive sickness insurance in place)
  • looking for work

An application for a Permanent Residence Document can be made either online (as a ‘qualified person’) or by downloading and completing the EEA (PR) Form. The application fee is £65 and the University will reimburse you for the cost of this. This payment will be made through Payroll and will be grossed-up to take into account tax and National Insurance deductions.

Supporting documents must be submitted together with the application form. Please read the guidance notes on what supporting documents you may need in your situation.

If you are not a ‘qualified person’, you can apply for a Permanent Residence Document as a close or extended family member of someone from the EEA or Switzerland. If the ‘qualified person’ can’t apply online and add you to their application or you are applying separately, you will need to download and complete the EEA (PR) Form.

Eligibility criteria

This procedure applies to employees who are non-UK citizens whose right to live and work in the UK arises either as a result of their EEA or Swiss citizenship or because they are a family member of an EEA or Swiss citizen.

You will need to have a minimum of 6 months’ continuous service at the University at the point you submit your claim in order for it to be accepted.

If you have already applied for a Registration Certificate/Permanent Residence Document since 23 June 2016 and would like to be reimbursed for the £65 fee, this expense will be accepted subject to you meeting the 6 month eligibility criteria above.

Application process

The following guidelines should be followed when making a claim for reimbursement:

  • Applications must be made using the EEA Registration Certificate & Permanent Residence Claim Form.
  • Applications must be submitted to the Payroll Team.
  • Claims must be accompanied by receipts for payments made, in the name of the employee.
  • Claims cannot be made in advance of you attaining 6 months' continuous service at the University and no advances will be made.
  • No payments will be made for claims submitted after an employee has given notice of resignation.
  • It will be a condition for receiving assistance that all the terms of this procedure are accepted by the employee.

Please contact HR Visas if you need any documents to support your application, including employment confirmation letters.

If you need copies of your payslips and P60s, these can be accessed via Employee Self-Service. Should you need to get these documents signed and dated, you can either bring them in person to the Payroll Office which is based in the Virgil Building, Manvers Street or send them in the internal mail. For any payroll-related queries, please email Payroll.

Legal disclaimer

Please note that this procedure is non-contractual and the University reserves the right to amend or withdraw it at any point.

The information contained in this procedure is not a substitute for legal advice. We would advise that you seek independent legal advice on your personal circumstances if required as the University is unable to provide this.

Please contact hr-visas@bath.ac.uk if you have any further suggestions on what further support we can provide to our EEA staff.

Date created: 20 February 2017.