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What is the best way to manage visa sponsorship for international employees?

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Hiring and retaining international employees can be a great way to diversify your workforce, access new markets, and leverage global talent. However, it also comes with some challenges, especially when it comes to visa sponsorship. How can you manage the visa process effectively and efficiently, while ensuring compliance and employee satisfaction? Here are some tips to help you navigate the visa sponsorship landscape.

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Kareem Saleh

Senior Regional Payroll at Majid Al Futtaim - ( Global Solutions )
Ahmed Al Salman

HR Strategists, People & Organization Partner, Experienced in Regulations, Policies & Cultures in North America
Vedansh Dubey

Senior Executive HRBP | LinkedIn Top HR - Leadership Voice | Top 10 B-School Leader Unstop India, Rank-1 XIMB | Nat’l…

1 Know the visa options

Depending on the country of origin and destination of your international employees, there are different types of visas available, each with its own requirements, benefits, and limitations. For example, some visas are temporary and require periodic renewals, while others are permanent and lead to citizenship. Some visas are tied to a specific employer or job role, while others allow more flexibility and mobility. Some visas have quotas and caps, while others are unlimited. You need to research and understand the visa options that suit your business needs and your employees' preferences, and consult with immigration experts if needed.

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Kareem Saleh

Senior Regional Payroll at Majid Al Futtaim - ( Global Solutions )
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- Identify the type and duration of visa that best suits the employee's role and qualifications. For example, some visas allow the employee to work for any employer in the country, while others are tied to a specific employer or project. - Submit the visa application and pay the fees. The processing time and cost of visa applications vary depending on the country, visa type and demand. Some countries offer expedited or priority services for an additional fee. The employer should keep track of the application status and communicate with the employee throughout the process.

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Ahmed Al Salman

HR Strategists, People & Organization Partner, Experienced in Regulations, Policies & Cultures in North America
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It’s important to establish a strong foundation by having a clear and consistent policies, guidelines and process that meets the country standards, market and regulatory standards as appropriate as possible and stay updated on immigration laws, work closely with legal experts, and provide comprehensive support throughout the entire visa application and transition period. Regularly review and improve processes to streamline efficiency and prioritize compliance.

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Mohammad Khalid Hasan

Director (Business Development) at World View International
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An employee sponsor is an organization that helps an employee from another country acquire a visa by paying fees and supporting them in the application process. Employee sponsorships are available to both foreign employees seeking temporary rights to work. To sponsor employees, companies identify the type of work visa they can sponsor an employee for and assist employees during the application and relocation processes. Sponsorship continues after an employee starts work in the United States with the sponsor continuing to pay the visa holder the wage promised and in the location included on the application. If there are any changes in the business needs, the law may require the sponsor to complete an amendment to the original application.

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Subhagi Arora

Associate Vice President - People and Culture @ PeopleStrong | LinkedIn Top Voice | DEI Champion | Winner of 40 Under 40 | 10% Club Finalist in the 1000 Women Leaders Program
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Begin by staying informed about immigration regulations, ensuring compliance with the laws of the host country, and partnering with experienced immigration attorneys if possible. Establish clear communication channels with international employees to address their concerns and provide guidance throughout the visa application process. Develop a streamlined internal process for handling visa applications, keeping track of key deadlines and required documentation. Cultivate a supportive workplace culture that recognizes the unique challenges faced by international employees, and regularly assess and update visa policies to adapt to changing regulations and meet the evolving needs of both the employees and the organization.

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2 Plan ahead and budget accordingly

Visa sponsorship can be a lengthy and costly process, involving various fees, forms, documents, and deadlines. You need to plan ahead and budget accordingly, taking into account the time and resources needed to obtain and maintain the visa status of your international employees. You also need to anticipate and prepare for any potential delays, changes, or complications that may arise due to factors such as visa availability, policy updates, or employee circumstances. You should communicate clearly and regularly with your employees about the visa process, expectations, and responsibilities, and provide them with any support or assistance they may need.

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Vedansh Dubey

Senior Executive HRBP | LinkedIn Top HR - Leadership Voice | Top 10 B-School Leader Unstop India, Rank-1 XIMB | Nat’l Winner TATA Steel-a-thon | XIMB-HR'23 | Nat’l Runner up Capgemini WOrkathon | Wipro(PPO) | Ex-TCS
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Even during the onboarding journey, it is important to clear the timelines along with the restrictions in order to show them the realistic frame. Also, there should me materials that can help them to resolve their issues apart from timely one on one connects. It is important to be in touch during that phase since it’s a phase of anxiety and even uncertainty for a lot of people. The best is to share them the experiences and updates in order to keep them comfortable maintain a healthy relationship.

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3 Streamline and automate the visa process

To manage the visa process efficiently and effectively, you should leverage technology and tools that can help you streamline and automate the visa workflow. For example, you can use software or platforms that can help you track the visa status, expiration dates, and renewals of your international employees, as well as send alerts and reminders for any actions or tasks that need to be completed. You can also use online services or portals that can help you submit and manage the visa applications and documents electronically, reducing the need for paper forms and physical mailings.

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4 Comply with the visa rules and regulations

Visa sponsorship comes with various rules and regulations that you and your employees need to comply with, such as reporting changes in employment, income, or address, maintaining health insurance, or paying taxes. You need to be aware of and follow the visa rules and regulations that apply to your situation, and ensure that your employees do the same. You should also keep up to date with any changes or updates in the visa policies or procedures that may affect your visa status or eligibility. You should consult with immigration experts or lawyers if you have any questions or concerns about the visa compliance.

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5 Foster a positive and inclusive culture

Visa sponsorship can be a stressful and challenging experience for your international employees, who may face uncertainty, isolation, or discrimination in their new environment. You should foster a positive and inclusive culture that values and supports your international employees, and helps them integrate and thrive in your organization. You can do this by providing them with orientation and training, mentoring and coaching, feedback and recognition, and opportunities for growth and development. You can also encourage them to network and socialize with their colleagues, and celebrate their cultural diversity and contributions.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What is the best way to manage visa sponsorship for international employees?

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1 Know the visa options

2 Plan ahead and budget accordingly

3 Streamline and automate the visa process

4 Comply with the visa rules and regulations

5 Foster a positive and inclusive culture

6 Here’s what else to consider

Human Resources

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What is the best way to manage visa sponsorship for international employees?

1

2

3

4

5

6

1 Know the visa options

2 Plan ahead and budget accordingly

3 Streamline and automate the visa process

4 Comply with the visa rules and regulations

5 Foster a positive and inclusive culture

6 Here’s what else to consider

Human Resources

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