Job Access>Home>Instructions>How to apply for the Workplace Modifications Scheme>Creating a new Workplace Modification Scheme application (Disability Employment Network and Job Network members)

Creating a new Workplace Modifications Scheme application (Disability Employment Network and Job Network members)

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 Disability Employment Network member or a Job Network member.

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.
Image shows Welcome page with Apply for workplace modification link

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 can view, print or update the forms that you or others in your organisation create. Only one person in your organisation can update an individual form at a time.
Image shows Workplace Modification Scheme application list

Step 3

Select ‘Create New Application’ to start a new application form.
Image shows Create new application button

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 service provider). Select ‘Create’ to create a new application.
Image shows drop down menu to select how you will be lodging this application

Step 5

The first page of the application form, the 'Terms and conditions', will appear. Read the 'Terms and conditions'.
Image shows 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.
Images shows check box to confirm that you have read, understood and agreed to all statements made in the Terms and conditions

Step 7

The ‘Service provider details’ screen will now appear. Enter your site ID and select ‘Retrieve’. Your organisation and site details will populate automatically based on the information recorded in EA3000. You will need to enter contact details manually to let the JobAccess Advisers know who they should contact to discuss the application.

A required field will have the word '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.
Image shows Service provider details screen to complete

Step 8

The ‘Employee details’ screen will appear. Enter the Job seeker ID in the 'Job seeker ID' field and select ‘Retrieve’.

The screen will automatically populate with the job seeker’s details, drawing the information from EA3000. Check the job seeker’s details. If there is an error in the job seeker details select 'Cancel' and go back to EA3000 to correct the data before recommencing the application.

You may need to enter extra data that is not stored in EA3000, for example the job seeker’s primary disability and if they identify as an 'Aboriginal', 'Torres strait islander', 'South sea islander' or 'Having a culturally or linguistically diverse background'.

Select 'Next' to progress to the next screen.
Image shows the Employee details screen to complete

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’ on the appropriate radio button. You must answer the question to continue.
Image shows Nominee details screen to indicate if the the employee has a nominee acting on their behalf

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.
Image shows Nominee details screen to complete

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.
Image shows the Employer details screen to complete

Step 12

The 'Modifications, 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. If you know what you wish to purchase, select ‘Add item’. For items over $2,500, you will need to submit a quotation for the JobAccess Adviser.
Image shows the Modifications, assistive equipment screen to request items for approval by the JobAccess Adviser

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.
Image shows fields to enter description of the item and estimated cost

Step 14

Select who will own the item after the purchase is complete using the drop down menu.

Select ‘Save item’.
Image shows drop down menu to select ownership of item being added

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’.
Image shows Items and modifications list with added item for approval

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.
Image shows Application requirements screen to indicate who will be paid the reimbursements

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.
Image shows the Certification screen to confirm that you have read, understood and agreed to the certification statement

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 lodged. 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'.
Image shows message confirming that the form has been successfully submitted

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 Scheme application list') as once an application is reimbursed, it is removed from the list.

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