Access to Work
About this factsheet
This factsheet outlines the Access to Work scheme and how it can assist a blind or partially sighted employee in their job. Full details are given on the process of making a claim and what can be expected at each stage of the process. Contact details for Access to Work can be found in section 3.
This factsheet is part of a series of factsheets for employers and employment professionals. At the end you will find the full list, and details of where to find them.
Contents:
- What is Access to Work?
- Making a claim
- Contact details
- Sources of help and further information
1. What is Access to Work?
Access to Work (AtW) is a scheme run by Jobcentre Plus. The scheme provides financial support for employers to make reasonable adjustments for new or existing employees, as well as provide advice and practical support to disabled people in or seeking work.
1.1 How does it do this?
AtW pays a grant through Jobcentre Plus towards additional costs that result from an employee's disability.
1.2 Is your employee eligible for help through Access
to Work?
If a person has a disability and they are in a job, about to start in a job, or are self-employed (and registered with HMRC), they could be eligible for Access to Work funding. It applies to any paid job, part-time or full-time, permanent or temporary. There is no minimum number of hours for eligibility for support under the scheme.
If a person's disability or health condition affects the type of work they do, and it is likely to last for 12 months or longer, they should contact Access to Work to check their eligibility for the scheme.
Unemployed or employed disabled people needing help with a communicator at a job interview can also get help through AtW.
1.3 What type of help is provided through Access to
Work?
Access to Work can help in a number of ways. For example, it can help pay for:
· adaptations to premises and equipment
· special aids and equipment
· support workers
· travel to work where there is no practical public transport alternative, and travel within work
· awareness training for their colleagues.
1.4 How will their needs be assessed?
An AtW Adviser will normally phone the person at their place of work, or on the number they have provided. They will need to know more about the employee’s situation and needs. The Adviser may also need to discuss the application with the employer to enable them to arrive at the most effective provision.
It is essential that specialist or technical advice is obtained. The AtW Adviser can arrange for a contracted, specialist provider, such as RNIB or Action for Blind People, to visit the person at work to complete an assessment and recommend appropriate support. A written and confidential report will be sent to the AtW Adviser, who will use the information to help them to decide on the level of support that can be approved. The person being assessed does not have the right to see this report.
In some cases, if the person knows what equipment they want, they can apply for it over the phone. However, in most cases we would strongly recommend a formal assessment, as a qualified assessor might be able to identify solutions that they are not aware of. A formal assessment should always be done in person, rather than over the phone.
Before the assessment the person should think about their job, what tasks they are required to do and how their disability impacts upon them. This should ensure that they can fully input into the process of assessing their needs at work.
1.5 How long will it take to get the help needed?
Access to Work aims to arrange the help needed in the shortest possible time. The length of time taken for the process varies depending on individual circumstance. However, if there is any delay the AtW Adviser should explore temporary alternatives, for example a support worker.
All applications have to be completed within 40 working days, and assessment reports have to be returned to AtW within 10 days of the contractor receiving the referral.
1.6 Who will buy the help needed?
Once the assessment process has been completed the AtW Adviser will discuss what is needed with both employee and employer to agree what help can be provided through Access to Work. The AtW Adviser may ask the employer to obtain quotes in order to arrive at the approved cost.
It is the employer's (or self-employed person’s) responsibility to purchase and provide the support required and then to reclaim the cost from AtW.
Please note that the employer should not purchase any items until AtW has notified both employee and employer that they have approved the agreed support.
1.7 How much is the Access to Work grant?
AtW pays a percentage of the total cost of approved support depending on how long the person has been employed, what support is needed, whether or not there is any business benefit (or whether they are self-employed).
Access to Work pays up to 100 per cent of the approved costs for:
· unemployed people starting a job
· all self-employed people
· employers with less than 10 staff
· people working for an employer with more than 10 staff but who have been in the job for less than 6 weeks
· people changing jobs with a new employer.
Whatever the employment status of the applicant, Access to Work pays up to 100 per cent of the approved costs of help with:
· support workers
· communicator support at an interview
· travel to work (above the normal costs).
For people working for an employer who have been in the job for 6 weeks or more and who need special equipment or adaptations to premises, AtW pays a proportion of the costs of support, as follows:
· Less than 50 staff - AtW can pay up to 100 per cent of costs
· 50 to 249 staff - AtW can pay up to 80 per cent of costs above the first £500 up to £10,000
· 250 staff plus - AtW can pay up to 80 per cent of costs above the first £1000 up to £10,000
· AtW currently cover all additional costs over £10,000 but from 1 October 2015 Access to Work grants will be capped at £40,800 per year:
- on 1 October 2015 for all new grants given after that date
- on 1 April 2018 for all grants given before 1 October 2015
In all cases, AtW may seek more than the minimum contribution where there is general benefit to the employer and/or individual seeking help.
If a person is changing jobs but staying with the same employer they should contact the Operational Support Unit to discuss whether the employer has to pay a contribution or not.
Either the person or the employer may be asked by AtW for an additional voluntary contribution to the cost of equipment. This is voluntary, and their entitlement to support will not be changed should they (or the employer) choose not to pay it.
1.8 How long is Access to Work funding available
for?
Access to Work funding is available for up to three years. At the end of this period your employee’s needs will be reviewed to assess if continued or further funding is required. As long as they need the funding, they should continue to get it.
1.9 How to apply for Access to Work?
Applications are made initially, usually by phone, to the centralised Operational Support Unit. Your employee should contact the Operational Support Unit directly as soon as they have a confirmed start date. Details of the application process and contact details for the Operational Support Unit are covered in section 2 and 3 of this factsheet, respectively.
Access to Work is delivered through advisers mainly based in Jobcentres. Access to Work advisers can offer advice to customers and employers.
1.10 What will the AtW Adviser need to know?
There are actions that the employee can take to help the AtW Adviser deal with their application quickly. They should not wait until they have started their new job before asking for help. The sooner AtW knows about the request for support, the more time they will have to get help ready for when the employee starts. Employees can make an application 6 weeks before their start date.
The AtW Adviser will need some detailed information and it will help if they provide the following details (which the employer will need to assist with):
· A job description for the new job.
· Their expected start date.
· Contact details for their line manager.
· Contact details for the employer’s Information Technology specialist.
· Contact details for the person who will authorise the purchase and cost sharing.
2. Making a claim
2.1 Starting the process
The employees should contact the AtW Operational Support Unit. The Operational Support Unit will take an initial application over the phone and advise the employee that they will pass their application on to an Access to Work adviser.
The Operational Support Unit will need:
· to check the employee’s eligibility
· their National Insurance number
· their workplace address, including their postcode
· their name, email address and work phone number of a workplace contact, eg their manager
· their unique tax reference number (if they are self-employed)
· the name of their New Enterprise Allowance mentor (if they have one)
· brief details of their application.
The employee will be contacted by an Access to Work Adviser within 7 working days.
2.2 Assessment
An assessor will come out to the workplace in order to determine exactly what is required for the employee to access their work - this can be an AtW Officer, an external contractor or an RNIB/Action employment specialist.
In order to get the most out of any assessment an employee should think about all the aspects of their job beforehand. They should try to identify all the areas where their disability affects their work. This can be hard if they are starting a new job, but if their needs change they can always go back to AtW to ask for further help.
2.3 Report
This needs to be sent to AtW outlining the results of the assessment. The assessor can produce a formal document, or the employee can supply a letter containing the necessary information (that is, what they require, who manufacturers it and how much it costs). There should always be a formal report as a result of an assessment.
2.4 Agreeing support and costs
The AtW Adviser will present a final figure of necessary costs to the employer and then the split of costs between the two agencies will be agreed. (Maximum coverage of costs by AtW is up to 100 per cent).
2.5 Authority to proceed and purchase
AtW will send the employee a declaration that needs to be signed and returned confirming their agreement to Access to Work and approval to proceed. They will also send written permission to you, the employer, which will include their final agreed contribution.
2.6 Purchasing
The employer is free to purchase the equipment as soon as permission has been granted. They can then apply for reimbursement of AtW’s agreed contribution with supplied documentation. Either the employee or the employer may be asked by AtW for an additional voluntary contribution to the cost of equipment. This is voluntary, and entitlement to support will not be changed should either choose not to pay it.
The employee will be required to finance the costs of travel to work and support workers upfront, and then claim this money back from AtW.
2.7 Set up, installation and training
The costs of these elements will have been outlined in the report, and the employer can apply for reimbursement of the AtW contribution to these through supplied documentation.
2.8 Ownership, repairs and insurance
The equipment that the employee uses is the responsibility of, and is owned by, the employer. Agreements will be made between all involved parties if the employee wishes to purchase the equipment, or move it to their next place of employment. Access to Work will not pay for repairs or insurance under any circumstances.
2.9 Does it really work?
There are many blind and partially sighted people working in a range of jobs throughout the UK, some of which may not have been as easy or even possible to do without the support available through the Access to Work scheme. You can read examples of success stories, and hear from both employees and employers in our 'This IS Working' documents, listed in section 4 below, and available from our website.
Case study
Steve is a HR Manager and he is responsible for all the activities involved in supporting a network of employees. By applying for and successfully receiving AtW support, his employer supplied him with a computer screen reader, a mobile phone with speech software, a braille display, a scanner and a braille embosser.
Steve says: “The support from Access to Work takes the financial worries away from the employer, and it means that your skills and abilities are enhanced through the additional support that is available.”
Case study
Margaret is a lecturer at a further education college where she works part time teaching students to sing, accompanying them on the piano. Margaret, who is partially sighted, initially contacted Access to Work because she needed to improve her access to the sheet music she needs to read while playing the piano.
Access to Work, through a workplace assessment, was able to help put in place adjustments to working practice and use task specific lighting to help Margaret access an important part of her job.