These instructions demonstrate how to complete an online Workplace Modifications Scheme (WMS) application. It assumes that you have logged on to the secure JobAccess site as a Vocational Rehabilitation Services provider.
Step 1
After you have logged on to the secure site, a 'Welcome' page will appear. Select the 'Workplace Modifications Scheme application form' using the hyperlink on the 'Welcome' page.
Step 2
You will be presented with a 'Workplace Modifications Scheme application list'. You can use this list to track the progress of all the applications that you create. You are the only one who can view, print or update the forms that you create.
Step 3
Select ‘Create new application’ to start a new application form.
Step 4
Using the arrow on the drop down menu, select how you will be lodging this application. You can apply for your own staff (as an employer) or for a client (as a Vocational Rehabilitation Services provider). Select ‘Create’ to create a new application.
Step 5
The first page of the application form, the 'Terms and conditions', will appear. Read the 'Terms and conditions'.
Step 6
If you wish to continue, check the box to confirm that you have read, understood and agreed to all statements made in the 'Terms and conditions'. Click on the 'Next' button. Click 'Cancel' if you do not wish to proceed.
Step 7
The ‘Service provider details’ screen will appear. Complete the screen by entering details in the relevant fields, using the drop down menus or check boxes where appropriate.
A required field will have the work 'Required' beside it. You must enter information in a required field.
Select ‘Next’ to move to the next screen. Any data that you have entered will automatically be saved when you move to the next screen. If you miss a required field, a message will appear when you click ‘Next’ reminding you to enter the missing information.
Step 8
You will now be presented with the ‘Employee Details’ screen. Complete the screen by entering details in the relevant fields, using the drop down menus or check boxes where appropriate. Select ‘Next’ to progress to the next screen.
Step 9
You will now be presented with the question: ‘Does the employee have a nominee acting on their behalf?’ A nominee is a person nominated to receive and send correspondence and enquiries on behalf of another person. Answer the question by selecting ‘Yes’ or ‘No’. You must answer the question to continue.
Step 10
If you answered ‘No’ to the nominee question, go to step 11. If you answered ‘Yes’ to the nominee question, the nominee details screen will appear.
Enter the nominee details as required using the drop down menus where appropriate and select ‘Next’ to continue.
Hint: If you selected ‘Yes’ to the nominee question in error, select ‘No’ to progress to the next screen.
Step 11
The ‘Employer details’ screen will now appear. Enter the employer details as required using the drop down menus where appropriate and select ‘Next’ to continue.
Step 12
The ‘Modification, assistive equipment’ screen will now appear. This screen allows you to request items for approval by the JobAccess Adviser. You may submit the form without filling in this table but it is recommended that you talk to the JobAccess Adviser before doing so. For items over $2,500, you will need to submit a quotation to the JobAccess Adviser. If you know what you wish to purchase, select ‘Add item’.
Step 13
Enter a description of the item and estimated cost in the appropriate fields. If you do not know the cost, leave the cost field blank.
Step 14
Select who will own the item after the purchase is complete using the drop down menu.
Select ‘Save item’.
Step 15
If more than one item is required, continue to add items by selecting ‘Add item’. You can add up to ten items for each application. Once all items have been added, select ‘Next’.
Step 16
The ‘Application requirements’ screen will now appear asking you to indicate whether or not you wish to discuss a workplace assessment. You can ask for a workplace assessment if you spend under $10,000 by selecting ‘Yes’ at this question. A workplace assessment will automatically be required if you are requesting over $10,000 worth of equipment. Using the arrow on the drop down menu, select who will be paid the reimbursement.
Step 17
The ‘Certification screen’ will now appear. Read the certification and, if you agree, select the box at the end of the certification statements to confirm that you have read, understood and agreed to the certification statements. If you do not select the certification agreement box, you will not be able to proceed with the application.
Step 18
This is the end of the form. If you wish to submit the form, select ‘Submit’. A message will appear confirming that the form has been successfully submitted. You will be given an application ID number. You should remember this application number for future use – please make a record of it. If you forget the application number check the 'Workplace Modifications Scheme application list'.
Step 19
Your application is now complete. A JobAccess Adviser will contact you to discuss your application.
The JobAccess Adviser will approve or decline your application. You will be notified either by phone or email confirming the outcome of your application. You can then go back into the application form to view the approved list of items and make your purchases as required. It is recommended that you print the form or save it to your hard drive (see instructions for 'Using the Workplace Modifications Screen application list') as once an application is reimbursed, it is removed from the list.