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Claiming reimbursement of funds for the Workplace Modifications Scheme (Job Network members)

These instructions demonstrate how to claim reimbursement for a Workplace Modifications Scheme (WMS) purchase. This task card is relevant to Job Network members.

Step 1

After your application has been approved by the JobAccess Advisers, go back into the JobAccess Secure Site and and open the application by clicking on the 'Select number X' to the right of the item and then clicking on the 'View' button.
Image shows Workplace Modifications Scheme application list and selected application to view

Step 2

Click on the 'Items/modifications' link in the left hand navigation.
Image shows left hand navigation in selected Workplace Modifications Scheme application

Step 3

The 'Modification, assistive equipment' screen will appear. You will notice changes to this screen now include ‘Item Type Code’, ‘Item Status’, ‘Approved Cost’, ‘Actual Cost’ and ‘GST Inclusive’. These new fields allow you to view the approvals and seek reimbursement.
Image shows the Modification, assistive equipment screen with changes following approval of application

Step 4

Once an item has been approved and purchased, you will need to enter the actual cost and change the item status to ‘Purchased’.

In the 'Modification/assistive equipment' screen, select the item you have purchased by clicking on the 'Select number X' to the right of the item.
Image shows select number button

Step 5

Click on the 'Edit item details' button in the 'Please choose an action for this item' box.
Image shows the Edit item details button to select to add the actual cost of the purchase

Step 6

Enter the 'Actual cost' of the item in the 'Please enter new details' box. If the figure you entered includes GST click on the 'GST inclusive' box. Click on the 'Save item' button.
Image shows Actual cost field and GST inclusive box

Step 7

You now need to verify to the department that you have incurred the expense. Select the item again and click on the 'Change item status' button in the 'Please choose and action for this item' box.
Image shows item selected with the Change item status button to change the status of the item to Purchase declared

Step 8

Enter a comment for the item status change and then click on the 'Purchase item declared' button.

A message box will appear requesting confirmation that you wish to set this item status to 'Purchase declared'. Click on 'OK' to continue.
Image shows comment field to enter comments regarding the status change and the Purchase item declared button

Step 9

When you change the item status to ‘Purchase declared’, the details will be sent to EA30000 where a new claim will automatically be generated.
Image shows Items and modifications list with Item status changed to Purchase declared

Step 10

You will now just need to generate the tax invoice in EA3000. Log in to Smartclient.

Select 'EA2000 APM' from the Smartclient home page.
Image shows Smartclient homepage

Step 11

Select ‘Job Network’ from the left hand navigation menu. Select ‘Payments’ on the first tab of the main screen and then ‘JNS Payments’ from the drop down menu that follows.
Image shows drop down menu to select JNS Payments

Step 12

You will be presented with the 'JNS payments' screen. Enter the 'Job seeker ID' and select ‘Submit’ in the bottom left hand corner of the screen.
Image shows DEN payments screen to enter the Job seeker ID

Step 13

You will be presented with the particular job seeker’s claims and payment page.
All approved Workplace Modifications Scheme items for the job seeker will appear in the 'Available Claims' section.
Image shows Available Claims section with approved Workplace Modifications Scheme items

Step 14

Each item will display the application number, followed by the item number on the approved form and then the item name (or the first few letters of the item name).
Image shows item details

Step 15

Select an item by clicking on the box beside the item. Select one item at a time to claim reimbursement of funds. Check the amount of the claim is correct according to the approved amount on the Workplace Modifications Scheme application form.
Image shows Available Claims section with approved Workplace Modifications Scheme items to select

Step 16

Enter the invoice number in the invoice field if required. This is non-mandatory. It is for your own records only. Select 'Submit'.
Image show non-mandatory Invoice field

Step 17

The Tax Invoice will appear. Check the details are correct. Read the certification. If you agree with the certification, select ‘I Agree’. If you do not agree with the certification, select 'Cancel'. If you select 'Cancel', the payment will not go through.
Image shows Tax Invoice and certification to agree to

Step 18

If you select 'I Agree', this will take you back to the 'JNS payments' screen with a message that the claim has been successfully processed.

Select the 'Payment detail' button.
Image shows JNS payments screen with a message confirming that the claim has been successfully processed

Step 19

The claim now appears in the 'Status History' section. The status of the claim will read 'Lodged'.

Funds will be reimbursed within three working days.
Image shows the claim in the Status History section with status now reading Lodged

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