The Government Authorised Exchange (GAE) visa is a Temporary Work route under the UK Immigration Rules (Appendix Temporary Work). It is designed for short-term work experience, training, academic research, and fellowship opportunities delivered through approved, structured programmes. It is not a route to permanent employment or settlement.
For UK employers and HR professionals, understanding the scope and limits of this visa is critical when hosting international talent on a temporary basis. The GAE route can support internships, secondments, professional training schemes, and collaborative research projects. While licensed scheme operators act as the formal sponsors, host employers still carry important compliance responsibilities, including right to work checks and cooperation with the sponsoring body on monitoring and reporting.
What this article is about: This guide explains how the Government Authorised Exchange visa works from a UK employer’s perspective. It covers the route’s purpose and categories, the sponsorship and application process, visa conditions and limits (including maximum durations of 12 or 24 months depending on scheme type), and the employer compliance duties involved. It concludes with practical considerations for planning placements and how the GAE route compares with other visas.
Section A: Overview of the Government Authorised Exchange Visa
The Government Authorised Exchange (GAE) visa forms part of the UK’s Temporary Work routes under Appendix Temporary Work. It facilitates short-term professional, academic, or training opportunities through structured programmes. Unlike long‑term work routes such as Skilled Worker, the GAE is expressly temporary and limited in scope.
The route promotes international collaboration, knowledge transfer, and cultural exchange. Universities, research institutions, and approved training organisations commonly operate GAE schemes, and UK businesses can host participants via these approved operators. Crucially, applicants are sponsored by a Home Office‑licensed GAE scheme operator, not by the host employer directly.
1. What is the GAE visa?
The GAE visa permits overseas nationals to come to the UK for temporary activities, including:
- Work experience placements and internships
- Structured professional training schemes
- Research programmes, often in collaboration with UK universities
- Fellowship opportunities in academia or specialist sectors
Maximum permission depends on the scheme type: most work experience/training schemes permit up to 12 months, while research and fellowship programmes may allow up to 24 months. The route is not a pathway to settlement and prohibits taking up permanent employment.
2. Who can apply?
Applicants must be sponsored by an approved GAE scheme operator (for example, an educational institution, professional training body, or government‑backed organisation). Core eligibility typically includes holding a valid Certificate of Sponsorship (CoS), meeting maintenance (financial) requirements or having sponsor‑certified maintenance, and satisfying TB testing where applicable. There is no English language requirement for GAE visas.
Individuals cannot apply independently of a registered scheme. Employers wishing to host a participant must therefore engage with an authorised scheme operator that will assess suitability and assign the CoS.
3. Role of sponsors
Licensed GAE sponsors design and run the programmes, assign Certificates of Sponsorship, and oversee compliance with visa conditions. Host employers are not usually the formal sponsor but must cooperate with the sponsoring body, including providing placement details, reporting relevant changes, and ensuring the participant’s activities align with the sponsored programme.
For HR teams, this means understanding the boundary of responsibilities: while formal reporting rests with the scheme operator, hosts should maintain accurate records and promptly share information needed for the sponsor’s duties. Non‑compliance can create risk for both sponsor and host.
Section B: Application Process and Requirements
The Government Authorised Exchange (GAE) visa process begins with sponsorship. Only licensed scheme operators can sponsor applicants under this route. Employers host participants by working with these approved sponsors, rather than assigning Certificates of Sponsorship themselves. For HR teams, understanding the application process helps manage timelines and expectations.
1. Sponsorship and Certificate of Sponsorship
The Certificate of Sponsorship (CoS) is central to a GAE visa application. It is an electronic record issued by a licensed scheme operator and contains details of the participant, the programme, and permitted activities.
- A CoS must be used within three months of issue.
- Employers provide programme details to the scheme operator so the CoS reflects the correct placement.
- Without a valid CoS, a GAE application cannot proceed.
2. Visa application procedure
Once the CoS has been assigned, applicants apply online via the Home Office website. The process involves:
- Completing the application form
- Paying the visa fee and Immigration Health Surcharge (IHS)
- Attending a biometric appointment
- Submitting supporting documents, including:
- Valid passport or travel document
- Certificate of Sponsorship reference number
- Evidence of personal savings (unless maintenance is certified)
- TB test results if required
Applications made outside the UK are usually processed within three weeks, though timescales can vary depending on location and demand.
3. Conditions of stay
Permission is granted for the length of the programme, capped at 12 months for training and work experience and 24 months for research or fellowships. Visa conditions include:
- Work restricted to the activities described in the CoS
- No permanent employment
- No access to public funds
- Study may be allowed alongside the placement
- Dependants can apply, provided financial requirements are met
The GAE visa does not count towards settlement. Switching into other immigration categories from inside the UK is heavily restricted; in most cases, applicants must leave the UK and apply from overseas if they wish to move onto another route. Employers should manage expectations around extensions and progression beyond the GAE scheme.
Section C: Employer and HR Compliance Duties
Although host employers are not the formal visa sponsors under the Government Authorised Exchange (GAE) route, they carry important compliance responsibilities. The Home Office requires sponsors and hosts to cooperate to ensure participants only undertake permitted activities. HR teams must treat these placements with the same diligence as other sponsored worker arrangements.
1. Right to work checks
Employers must complete statutory right to work checks before a participant begins. This involves verifying the individual’s biometric residence permit, digital status via the Home Office online system, or other approved documentation, and keeping a record of the check.
The check must confirm that the individual’s permission allows the activity they will be doing. Employers who fail to carry out correct checks risk civil penalties and, in some cases, criminal liability.
2. Monitoring and record-keeping
While the sponsor has the primary duty to report to the Home Office, employers are expected to support monitoring. This may involve:
- Confirming attendance and engagement in the programme
- Notifying the sponsor if the participant leaves early or fails to attend
- Providing updated placement details to ensure CoS accuracy
- Retaining copies of passports and BRPs in line with data protection law
HR should maintain strong communication with the sponsoring body to ensure reporting obligations are met without delay.
3. Risks of non-compliance
Failure to meet compliance duties can result in:
- Civil penalties for illegal working if checks are missed or carried out incorrectly
- Deterioration of relationships with scheme sponsors, reducing future placement opportunities
- Reputational damage if linked to immigration breaches
- Scrutiny from the Home Office that may affect an organisation’s future sponsor licence applications under other categories
Employers should approach GAE placements with the same compliance framework as other sponsored visas, even if they are not the formal sponsor of record.
Section D: Practical Considerations for Businesses
The Government Authorised Exchange (GAE) visa offers employers a flexible way to host international participants on a temporary basis. While not intended for long-term staffing, it can deliver significant value when used strategically. HR professionals should assess how this route fits into workforce planning and ensure placements are managed effectively.
1. Strategic use of GAE route
The GAE visa is especially useful for:
- Graduate internship or training programmes
- Short-term secondments from overseas offices
- Specialist training schemes for professional development
- Collaborative research and fellowship initiatives
These placements allow businesses to strengthen global links, support knowledge transfer, and access diverse perspectives. For sectors such as education, research, and professional services, the GAE route is a cost-effective way to engage international talent on a temporary basis.
2. Comparison with other visas
The GAE route differs in purpose and scope from other immigration categories:
- Skilled Worker visa: For long-term roles meeting salary and skill thresholds, with a path to settlement. GAE is capped at 12–24 months and not a settlement route.
- Graduate visa: For international students completing eligible UK degrees, allowing unrestricted work. Unlike GAE, it does not require sponsorship but is limited to those already in the UK as graduates.
- Youth Mobility Scheme: Offers broader work rights to certain nationalities aged 18–30 (or 35 depending on nationality). GAE is different in being tied to structured training or exchange programmes.
Employers must choose the route that aligns with their operational needs and the intended nature of the role or placement.
3. Planning international placements
HR and management teams should plan carefully when engaging participants through the GAE route. Considerations include:
- Timelines: Visa applications and CoS allocation require advance planning, especially for overseas applicants.
- Integration: Participants may be young professionals or students; induction and support help maximise the placement’s value.
- Compliance: Internal processes should ensure attendance is tracked and duties align with visa conditions.
- Exit planning: As the GAE visa cannot be extended beyond scheme limits or count toward settlement, HR should plan for departure or explore other immigration routes if appropriate.
With structured planning, businesses can minimise risks and maximise the benefits of hosting international participants under the GAE scheme.
FAQs
How long does the GAE visa last?
The duration depends on the scheme. Work experience and training placements are usually capped at 12 months, while research and fellowship schemes can allow up to 24 months. The visa is always temporary and cannot lead to settlement.
Can GAE visa holders switch to another visa in the UK?
Switching options are very limited. In most cases, GAE visa holders cannot switch into other work routes from inside the UK and must leave the UK to apply for a new visa. Employers should not assume a participant can transition directly into another route without legal advice.
What are the costs for employers?
Visa fees and the Immigration Health Surcharge (IHS) are typically paid by the applicant. Employers may face indirect costs, such as contributing to programme fees, providing documentation to the sponsor, or offering financial support to meet maintenance requirements.
Is the GAE visa a route to settlement?
No. The GAE route is expressly temporary. Time spent under this visa does not count toward indefinite leave to remain (ILR). Participants must either leave the UK at the end of their visa or apply under a different route if eligible.
What happens if a participant leaves the placement early?
If a participant ends their placement before their visa expiry, the sponsoring organisation must report this to the Home Office. The visa may then be curtailed. Employers must notify the sponsor promptly if a participant leaves early or fails to complete the programme.
Conclusion
The Government Authorised Exchange (GAE) visa provides UK employers with an effective route to host international participants on short-term placements for training, research, or fellowships. It supports cultural exchange and global collaboration, but it is not a route to permanent work or settlement.
For HR teams, the route carries clear responsibilities. While the licensed scheme operator is the formal sponsor, host employers must carry out right to work checks, monitor participation, and share relevant information with the sponsor. Failing to do so risks penalties, reputational harm, and scrutiny from the Home Office.
Used strategically, the GAE visa offers businesses valuable opportunities to engage with international talent and support skills development. With careful planning and robust compliance processes, organisations can benefit from global knowledge transfer while ensuring they remain fully compliant with UK immigration law.
Glossary
| Term | Definition |
|---|---|
| GAE visa | The Government Authorised Exchange visa, a Temporary Work route allowing structured short-term training, research, work experience, or fellowships. |
| Certificate of Sponsorship (CoS) | An electronic record issued by a licensed GAE sponsor containing details of the applicant and the placement, required to support the visa application. |
| Sponsor | An organisation licensed by the Home Office to operate GAE schemes and assign Certificates of Sponsorship. Employers host participants but are not usually the formal sponsor. |
| Right to work check | A statutory check employers must conduct to verify an individual’s immigration status and permission to work in the UK. |
| Immigration Health Surcharge (IHS) | A mandatory fee payable by most visa applicants to access NHS healthcare during their stay in the UK. |
Useful Links
| Resource | Link |
|---|---|
| GOV.UK – Government Authorised Exchange visa guidance | https://www.gov.uk/temporary-worker-government-authorised-exchange |
| GOV.UK – Sponsor guidance for temporary workers | https://www.gov.uk/government/collections/sponsorship-information-for-employers-and-educators |
| DavidsonMorris – Government Authorised Exchange visa | https://www.davidsonmorris.com/government-authorised-exchange-visa/ |
| Xpats.io – Government Authorised Exchange visa | https://www.xpats.io/government-authorised-exchange-visa/ |
Author
Gill Laing is a qualified Legal Researcher & Analyst with niche specialisms in Law, Tax, Human Resources, Immigration & Employment Law.
Gill is a Multiple Business Owner and the Managing Director of Prof Services - a Marketing & Content Agency for the Professional Services Sector.
