Operational Guidelines: Work and Access

Introduction

Work and Access aims to help reduce and remove barriers in the workplace that restrict employment choices for disabled people, providing them with the same opportunity to succeed in work as their non-disabled peers.

The aim of Work and Access is to support disability-inclusive employment by offering funding to job candidates, employees, self-employed people, and employers to adjust their workplaces and make them more accessible. This will help to make sure employees of all abilities are given equal opportunities.

Work and Access is available to people with one or more physical disabilities, intellectual disabilities or people with mental health difficulties.

Work and Access amalgamated and replaced the Reasonable Accommodation Fund and the Disability Awareness Support Scheme, on foot of the recommendations in the review of the two schemes which was published in August 2023. Work and Access was established as a non-statutory scheme from 30 July 2024.

Reasonable accommodation

By law, employers must take reasonable steps to accommodate the needs of employees and job applicants with disabilities, except where to do so would impose a disproportionate burden on them. The Employment Equality Acts says that employers must take ‘appropriate measures’ to meet the needs of disabled people in the workforce. This means they must make arrangements that will enable a person who has a disability to:

• have equal opportunities when applying for work
• be treated the same as co-workers
• have equal opportunities for promotion
• undertake training.

Employers are encouraged to consider Universal Design at all times. This is the provision of products, services, communications (digital, written, spoken and signed) that are easy to access, understand and use for everyone regardless of age, size, ability or disability. See the Centre for Excellence in Universal Design for more information on universally designed communications and training.

Employers are not required to recruit, promote, retain or provide training to a person who does not have the capacity to do a particular job. However, an employer cannot decide that a disabled person is incapable of doing a particular job without considering whether there are appropriate measures which they could take to support the person to carry out the required duties.

Appropriate measures, also known as reasonable accommodations, mean effective and practical changes that the employer puts in place to enable disabled employees to carry out their work on an equal footing with others. For example, adapting equipment or their premises, offering flexible working times, or allowing them to work from home.

The employer is not obliged to provide anything that the person would normally provide for themselves. For example, an employer would not be expected to provide hearing aids for a person who is hard of hearing.

In order to know which appropriate measures to put in place, employers need to understand the practical needs of disabled people, including those of people with mental health difficulties. This can be gained through consultation with disabled employees and through guidance from the National Disability Authority.

Employers are legally required to take reasonable steps to accommodate the needs of employees and job applicants with disabilities. There is an exception to this legal requirement when an accommodation would impose a disproportionate burden on the employer. This is explained in Disability & Reasonable Accommodation - IHREC Irish Human Rights & Equality Commission.

Some reasonable accommodations can involve no cost, for example flexible working hours or a quiet space to work. Others involve minor or at times more substantial costs such as building a ramp at a business premises. The requirement for employers to provide reasonable accommodations includes looking at the possibility of obtaining public funding or support grants to accommodate them. Work and Access provides supports to cover higher costs associated with disability. It also contributes to the cost of training on disability equality and inclusion.

Glossary of terms

Advocate or representative

An advocate or representative can be someone whose role is to represent or advocate on behalf of or with the disabled person. This can be a paid position or a friend, family member, work colleague or employer but it is essential that the disabled person wants them in this role. They should prioritise the wishes of the disabled person and should not be connected with individuals or organisations providing supports under the scheme. The disabled person must sign to give consent if they wish to have someone act as an advocate or representative when applying for Work and Access supports.

Consent

In the event that a disabled person is not able to complete an application for support, they must provide consent for an advocate or representative to act on their behalf. All correspondence will go directly to the disabled person and be copied to the advocate or representative. Correspondence will not be sent directly to preferred provider of a service.

Definition of disability

Under the Disability Act 2005, the term ‘disability’ means:

“a substantial restriction in the capacity of the person to carry on a profession, business, or occupation in the State or to participate in social or cultural life in the State by reason of an enduring physical, sensory, mental health or intellectual impairment.”

Applicants meeting the Disability Act 2005 definition of a disability are eligible for Work and Access funding.

Disabled person/person with a disability

These guidelines use the term disabled person as requested by Disabled Persons Organisations. Disabled person uses the identity-first or social model language and person with a disability uses the person-first language. We recognise that some people prefer the term person with a disability.

Lámh user

Lámh users use hand signs to communicate with people - to ask for what they want, to answer and to take part in conversation. They can include people with intellectual disability and communication needs, such as people with Down syndrome and autistic people.

Lámh support worker

A Lámh support worker is a person who works with Lámh users. They can provide In-Work Support and Communication Support.

Public sector employers

Public sector employers are not eligible to apply for Work and Access. An employer is considered a public sector employer where they meet the definition of public bodies in Part 1, Section 2 of the Disability Act 2005 or where a public service pension scheme exists.

A list of public sector bodies can be found at the Single Public Service Pension Scheme.

Work coach

A work coach is a person trained to provide employment support to assist an employee with a disability to stay in their job and provide support to their employer.

Work and Access principles

• Remove unnecessary barriers to employment

Work and Access provides funding to encourage employers to make the necessary accommodations and provide inclusive workplaces that help disabled people access work on an equal footing to others.

• Empower disabled people to pursue their employment ambitions

Disabled people have a right to be involved in decisions that affect them. Applications for Communication Support/ISL, Personal Reader, and Work Equipment are generally made by the disabled person or by an advocate or representative chosen by them.

Employers must apply for supports for Workplace Needs Assessments, In-Work Support, Workplace Adaptation and Disability Equality and Inclusion Training. Read more about who should apply for each support in Section 2 of this document.

• Empower employers to create inclusive workplaces and equal employment opportunities for disabled people

Provide employers with information, training, and funding to support them in creating inclusive workplaces and equal employment opportunities for disabled people.

• Give supports based on needs

A person’s eligibility for the available supports will be based on work needs and not a medical diagnosis.

• Meet minimum needs and provide value for money

Supports provided should allow individuals to overcome workplace barriers that arise from their disability in the most cost-effective way for the taxpayer. All supports should be practical, fit for purpose and represent value for money. Similarly supports sourced by the employer should demonstrate value for money.

Summary of supports

Seven separate financial supports are available under Work and Access. Applicants can get one or more supports at the same time, depending on their needs.

• Workplace Needs Assessment - funding of up to €2,500 for the employer towards hiring a specialist to conduct an assessment, and communication support to help with assessment for up to 10 hours, if required
• Communication Support/ISL - funding for language access for a job interview, job induction, and for ongoing workplace communication support/ISL. This is for people who are d/Deaf or hard of hearing and need an Irish Sign Language interpreter, lip-speaker, or other deaf interpreter, or who have a disability or health condition that requires communication support.
• In-Work Support - funding of up to €12,500 is available per year towards hiring a specialist support worker to help the disabled person to carry out their job or to re-train. Applicants must have a Workplace Needs Assessment before they can access this support. Funding is also available for In-Work communication support.
• Personal Reader - funding is available for up to €12,500 per year for support to assist with work-related reading.
• Work Equipment - funding is available for the cost of assistive equipment or technology, up to €12,000 for the business premises, and for the remote-working or self-employed premises (which can be a person’s home), and for training if specialist training for the equipment is required.
• Workplace Adaptation - employers and self-employed people can apply for funding of up to €25,000 towards the cost of adapting the business premises (which is not a person’s home), remote business premises or self-employed working premises, equipment and/or technology. A Workplace Needs Assessment is needed to support claims.
• Disability Equality and Inclusion Training - employers can apply for funding for training costs of up to €20,000 a year. The level of funding available varies between 80% and 90%.

Work and Access funding for supports is summarised below:

The remaining supports require quotations and this is summarised in the table below.

Individual eligibility

The person must:

• be 18 years old or over
• be under pensionable age (or under age 70 and not in receipt of a state pension)
• have the right to work in Ireland

• be working or seeking work in the Republic of Ireland in any sector apart from the public sector

Note: A person can apply for Work and Access supports if they have a letter confirming a job interview, a job offer letter or a job start date. Jobseekers can receive Communication Support/ISL for interviews. People who have been offered a job can apply for other supports but can’t access these supports until they have started work. For example, they can apply for Workplace Needs Assessment to take place in their first week in work. Other supports recommended in the assessment report can be applied for as soon as the report has been received.

The work can be:

• Full-time or part-time – a minimum of 8 hours per week or 32 hours per month
• Self-employment (can also apply as an employer, depending on the support needed – see employer eligibility content below)
• Work experience (6 months or more)Internship (6 months or more)
• Apprenticeship (6 months or more).
• Have a disability or health condition that presents a need for the job seeker, employee, or self-employed person to be supported for interview or work or both. The person must:
• be getting a long-term disability payment, such as Disability Allowance, Blind Pension, Partial Capacity Benefit or Disablement Pension (assessed at greater than 20% for life) or
• be able to provide professional evidence confirming disability/health condition that is likely to last longer than 12 months. Examples of evidence sources that may be useful to confirm the disability:
• Existing report completed by appropriate professional
• GP letter that clearly states the person’s disability or health condition affects their ability to work
• Educational impact statement

Note: Deaf people do not have to prove they are deaf when applying for Communication Support/ISL.

Evidence of disability can be requested at any stage if:

a) There is a disagreement with the applicant.

b) There is difficulty determining that the effect of the applicant’s disability will introduce extra costs above those of a non-disabled person doing the job.

Note: Work and Access funding cannot be used to fund diagnostic assessments or treatment for any type of disability, illness, or health condition.

Note: The person can retain their payment while in employment, but this may be subject to means testing. The person should notify the relevant Section in the Department of Social Protection if there is a change in their employment circumstances.

Work and Access is not available to people who:

• undertake unpaid work, such as a voluntary role or
• work in the public sector. Costs for public sector workers who need reasonable accommodations should be met by their employer.

Employer or self-employed person eligibility

Employers

An employer can apply for Work and Access if they are a non-public sector employer operating in the Republic of Ireland, including employers in the:

• Private sector
• Community, voluntary and not-for-profit sector
• Commercial semi-state sector or
• Self-employed

Please see Glossary for further information on who is considered a public sector employer.

A person is considered self-employed if they:

• operate a business on their own or in partnership
• work for an employer on a self-employed contractual basis
• operate a franchised business on a self-employed basis

Work and Access supports cannot be availed of by third parties, such as recruitment agencies or other agents who may be engaged by a company/organisation to source employees, provide support and payroll services in respect of these employees.

Employers must also be:

Recognised by Revenue

• the employer or self-employed person must be a legal entity and/or a charity (with a CHY number) that is recognised by the Revenue Commissioners

Tax compliant

• an employer must supply a Tax Clearance Access Number (TCAN) at the time of application. Before a payment is made an employer’s TCAN is automatically checked. A payment will not issue where it cannot be validated. Employers can obtain their TCAN by downloading it from www.ros.ie or through their accountant

Note: Additional conditions may apply for the specific support applied for.

Financial supports available under Work and Access are structured under seven separate elements. Applicants can benefit under one, some, or all elements of support at the same time.

Final approval of funding is based on fulfilling all the required criteria and will be determined by the Officer dealing with your application.

Workplace Needs Assessment

A Workplace Needs Assessment helps identify the changes that can be made to remove the barriers a person experiences or will experience in carrying out their job or returning to work. The workplace can include working at one or more of the following: a business premises, at home, or from a remote working location.

A Workplace Needs Assessment is required if a person wants to access:

• In-Work Support
• Workplace Adaptation

It may be required to access Work Equipment – this will depend on the cost and nature of the equipment.

An eligible applicant can get a Workplace Needs Assessment if they are:

• a new or existing employee, or
• self-employed.

Funding of up to €2,500 is available to the employer to hire a specialist to conduct a Workplace Needs Assessment. This is inclusive of any travel and subsistence costs that may be incurred. The cost will vary according to the needs of the individual and the work environment.

Where a Workplace Needs Assessment grant is approved to an employer or a self-employed person, payment is paid to them less the VAT (see note on VAT below).

An applicant can also apply for communication support/ISL for the assessment where needed.

Note: The Workplace Needs Assessment report needs to be given to the department prior to approval of payment for other supports.

Communication support/ISL for a Workplace Needs Assessment

To avail of the communication support/ISL the person must be:

• Deaf or hard of hearing, and need an Irish Sign Language interpreter, lip-speaker, or other deaf interpreter,

OR

• have a disability or health condition that requires communication support.

Finding an assessor for the Workplace Needs Assessment

The employer will need to find an assessor to carry out the assessment. The employer must be mindful of the value for money principle of the scheme when sourcing this support.

The assessor must:

• be suitably qualified and/or experienced (see list below),
• be registered with a relevant professional body,
• have a track record in occupational evaluation or workplace assessment, and
• be up to date in their understanding of disabilities to make sure that they recommend the most appropriate supports, including the latest technologies and innovations.

Suitably qualified specialists include:

• Occupational Therapists,
• Occupational Psychologists,
• Occupational Physicians,
• Occupational Health Nurses or other Occupational Health Services professionals,
• Rehabilitation Nurses,
• Ergonomics Specialists, or
• Chartered Physiotherapists.

If you don’t know a suitable professional, you could contact a professional body. They may provide a list by geographic area and also by the area of expertise of the individual professionals. Examples include:

• Register of Health and Social Care Professionals (CORU)
• Association of Occupational Therapists of Ireland (AOTI)
• Psychological Society of Ireland (PSI)

Assessors who are a member of the employer’s own staff or associate company can complete the assessment but are not eligible for funding.

The assessor’s report

The assessor’s observations are detailed in a report. The report is divided into two parts:

• Part 1: the assessment, which details the job, disability, workplace environment and barriers to work.
• Part 2: recommends actions to be taken.

The majority of the report consists of recommended actions to be taken. The report should make evidence-based recommendations for each barrier presented, identifying the accommodations and training that will enable the staff member to:

• take up work or remain in their position, for example through assistive technology or hiring a personal reader,
• assist the staff member in taking up a different position in the company, for example hiring a specialist support worker.

The assessor must send the completed report to the department when applying for further supports recommended in the report.

A report template is available in Appendix 3: Workplace Needs Assessment Report Template.

After getting a Workplace Needs Assessment report

It is important to review the recommendations in the report. The employer is not obliged to implement the recommendations. The employer can only apply for further funding under Work and Access where the assessor has recommended specific supports.

The employee can apply for Work Equipment, supported by the employer. The employer can apply for In-Work Support and Workplace Adaptation Support.

Additional Workplace Needs Assessments

Many people require In-Work Support for a short period when they start work. If they need this support on an ongoing basis, the Workplace Needs Assessment can remain valid for up to three years. However, if people change role or employer or if their disability or health condition changes significantly during that time they may apply for a new assessment.

Support Available

Work and Access pays:

• up to €2,500 of the eligible costs to carry out the assessment. In line with the principles of the scheme, value for money is a key consideration to be applied when sourcing a Workplace Needs Assessment. Only very complex cases requiring significant time and input should be at the upper end of the funding available.
• up to 10 hours communication support/ISL for contact hours with the assessor. This is applied for and approved as part of the Workplace Needs Assessment. Note: this is booked and paid for by the employer and then claimed from the department.

Travel costs, if appropriate

• Travel costs may be paid where a communication support worker must travel more than 20km each way for an assignment. This is either the cost of public transport or payment at the rate of €0.3738 per km where no public transport is available.
• Where public transport is available and a person chooses to use their own car, they can apply for the public transport cost for that journey instead of the per km rate. Where a worker uses their own car for travel but claims public transport rates, they should make reference to this in the claim and provide evidence of the cost of the public transport (such as screen shot of applicable bus/rail fare). It is not permitted to claim additional costs incurred for tolls or parking when using your own car but claiming public transport rates.

VAT (Value Added Tax)

Employers may be able to claim VAT back from Revenue. This is a matter between the employer/self-employed person and Revenue. Information can be found at this Revenue link.

Communication Support/Irish Sign Language (ISL)

An employee, a self-employed person, or their representative or advocate, can apply for funding for Communication Support/ISL. It is available for job interviews, job induction, and for ongoing workplace communication.

An eligible applicant can avail of Communication Support/ISL if:

• they are Deaf or hard of hearing and need an Irish Sign Language interpreter, lip-speaker, or other deaf interpreter, or
• they have a disability or health condition that requires communication support such as Lámh.

Note: there is no need for Deaf people to prove they are deaf in order to access this support.

The ISL interpreter, lip-speaker or communication support worker can attend in-person or remotely. The disabled person’s preferred attendance format should be facilitated where possible.

To apply for communication support/ISL for a job induction and/or In-Work Support, an employee needs to apply with their employer's agreement. The employer must confirm the interview, job start, or other communication support needed.

Type of support and maximum hours available

Pre-interview support - 1 hour

• An eligible job candidate can use this support to pay for a 1-hour familiarisation session to prepare for the interview with their interpreter.

Interview support - 3 hours

• An eligible job candidate can use this support to pay for up to 3 hours for interpreter support for a job interview. There is no limit to the number of interviews with an interpreter or communication support worker. To apply for interview supports, the applicant must have a letter or email from the potential employer or recruiter confirming an interview.
• If a candidate has approval for interview support and is offered a second or further interview for the same job, there is no need to complete the application form again. The applicant should inform the Department of the date, time and name of interpreter to ensure prompt payment.
• In situations where an interview is offered at short notice, Work and Access can pay the interpreter without the interview support being approved in advance.

Note: Applications for Communication Support/ISL for pre-interview and interview support will be prioritised for approval.

Induction support - 12 hours

• An eligible employee who is new to their post can access up to 12 hours of job induction support to pay for communication support within the first 12 months of their new appointment. This support can be used for job induction activities. To apply for job induction and for ongoing workplace communication support/ISL, the employer must sign off on the employee’s application.

Ongoing support - 24 hours

• An eligible employee who is either new to their post, or in an existing employment, can use up to 24 hours of this support to pay for a communication support person or an ISL interpreter over a 12-month rolling period. The support can be used to assist with workplace communication and can be used in addition to the induction support.
• For second and subsequent years with the same employer, an employee can request a further allocation of 24 hours for a new 12-month rolling period.

Communication support/ISL for a Workplace Needs Assessment - 10 hours

• This communication/ISL support is only available to a person who needs it to help a Workplace Needs Assessment to take place.

Communication support/ISL for In-Work Support - 30 hours

• This communication support/ISL is only available to a person where a Workplace Needs Assessment recommends that it is required.

Approval

Approval is given for specific dates for interviews and preparation.

Approval is given in principle for the other communication support/ISL. For example, a Deaf person can get approval for 24 hours of ongoing ISL support for the following 12 months. This is drawn down as needed, with the ISL interpreter or agency invoicing the department and stating the name of the person they interpreted for and the date of the event. It is very important that the Deaf person or the person booking interpreters on their behalf keeps track of the number of hours and does not exceed the maximum permitted under the scheme.

Sourcing an interpreter

The job candidate, employee, advocate or representative must source a qualified Irish Sign Language interpreter, lip-speaker, or communication support worker.

A d/Deaf interpreter or lip-speaker is eligible if they are:

• on the Register of Irish Sign Language Interpreters (risli.ie) or
• registered with a recognised interpreter service in Ireland

Examples of evidence for other communication support workers include relevant qualifications, being registered with a relevant professional body, references that demonstrate competency and/or experience.

Option for employer to manage bookings

An employee can give consent for their employer or someone nominated by their employer to manage the booking of interpreters on the Work and Access application form (WA1). This is particularly useful where more than one Deaf person is employed in an organisation. The person managing the bookings must confirm to Work and Access Section every time an interpreting assignment has taken place and the name of the staff member associated with it, so that invoices can be approved promptly.

Where an employee is looking for ongoing communication support/ISL for a further year, the consent form needs to be completed again.

Application and payment process

Please complete Work and Access application form WA1 and tick the supports you wish to apply for. If you wish your employer to manage the booking of interpreters, please complete that section on the form.

Once approved, you will be asked to confirm each interpreting event that took place. If you have given permission, this can be done by your employer or someone nominated by your employer.

Rates for ISL interpreters depend on the level of qualification and experience of the interpreter.

Rates for other Communication Support workers should be agreed with the Designated Officer in advance of carrying out any work.

Note: ISL interpreters are often sourced through an agency, with payment being made to the agency rather than to the ISL interpreter.

Agencies must complete a Supplier Set-Up Form with the Department of Social Protection – this is only done once. This form asks for their Tax Clearance Access Number (TCAN) and either their Tax Reference Number or PPSN. The Department will check to ensure they are tax compliant. There is no need for interpreters hired through an agency to provide these details.

Freelance ISL interpreters must complete a Supplier Set-up Form once as above. The Department will check to ensure they are tax-compliant. Payment will not be made where a person or organisation is not tax compliant.

Invoices for Communication Support must name the individual being interpreted for, in addition to details of the date and time of the interpreting event.

Support Available

Work and Access pays:

For the Irish Sign Language interpreter, lip-speaker, or communication support worker for an individual who applies for:

• a 1-hour period for interview preparation
• a 3-hour period for interview
• up to 12 hours for job induction
• up to 24 hours over a 12-month rolling period for ongoing support

In addition, the employer can receive funding for Communication Support/ISL by applying for:

• up to 10 hours as part of a Workplace Needs Assessment
• up to 30 hours with In-Work Support recommended by a Workplace Needs Assessment

Note: Quotations are not required for ISL interpreting.

At least one quotation is required for Communication Support (not ISL), increasing to up to three depending on the cost:

• One quotation is required if the total cost excluding VAT is under €1,000
• Two quotations are required if the total cost excluding VAT is over €1,000 and under €2,500
• Three quotations are required if the total cost excluding VAT is over €2,500.

Work and Access pays VAT, if charged.

Travel Costs, if appropriate

• Travel costs may be paid where a communication support worker must travel more than 20km each way for an assignment. This is either the cost of public transport or payment at the rate of €0.3738 per km where no public transport is available.
• Where public transport is available and a person chooses to use their own car, they can apply for the public transport cost for that journey instead of the per km rate. Where a worker uses their own car for travel but claims public transport rates, they should make reference to this in the claim and provide evidence of the cost of the public transport (such as screen shot of applicable bus/rail fare). It is not permitted to claim additional costs incurred for tolls or parking when using your own car but claiming public transport rates.

In-Work Support

An employer with an eligible employee can avail of this support if the employee has a disability or health condition that requires an in-work support worker, such as a specialist support worker, work coach or a Lámh support worker, to support them to carry out their role successfully in their job and/or re-training to move to another position. An eligible self-employed person in this position can also avail of this support.

If the Workplace Needs Assessment recommends one or more supports, the employer or self-employed person can hire the services of a suitably qualified specialist (such as an occupational therapist) or other support worker if required, subject to the maximum cost of €12,500 per person per year. This is inclusive of any travel and subsistence costs that may be incurred.

Where an In-Work support grant is approved, payment is paid less the VAT (see note on VAT below).

The employer must be mindful of the value for money principle of the scheme when sourcing this support.

The employer or eligible self-employed person will incur the cost upfront and subsequently recoup the cost from the Department, based on receipted expenditure.

Expenditure can be reimbursed monthly where ongoing support is needed, subject to review and potentially audit. Documentation will be required to show that the expenditure relates to support which has been provided.

The in-work support worker should offer practical support in the workplace. They should not carry out the role or make decisions for the employee. It is important that the employer reviews the quality of the support provided to ensure it is meeting the needs of the employee.

In-Work Support can be provided for subsequent years without the need for a further Workplace Needs Assessment unless there has been a material change in the person’s disability or their role.

Sourcing a support worker

The in-work support worker must be suitably qualified and/or experienced to ensure that they can provide a good service. They should have a comprehensive understanding of the lived experience of disabled people.

There is no pre-approved list of suitably qualified in-work support workers.

In-work support workers who are a member of the employer’s own staff or associate company are not eligible for funding.

Sourcing training for the employee

• Training can be provided to the disabled employee under In-Work Support. A Workplace Needs Assessment must identify the training need.
• This training must not already be provided free of charge by the Department or by any other state provider (such as Solas/ETBs, Teagasc).

Support available

Work and Access pays:

• up to €12,500 per year for a work coach, specialist support or other support such as Lámh support, if recommended by Workplace Needs Assessment. In line with the principles of the scheme, value for money is a key consideration in engaging service providers.
• up to 30 hours communication support/ISL for contact hours with the in-work support worker, if required. Note: This must be booked and paid for by employer – it can be claimed from the Department, along with the In-Work Support invoice.

Travel costs, if appropriate:

• Travel costs may be paid where a support worker or communication support worker must travel more than 20km each way for an assignment. This is either the cost of public transport or payment at the rate of €0.3738 per km where no public transport is available.
• Where public transport is available and a person chooses to use their own car, they can apply for the public transport cost for that journey instead of the per km rate. Where a worker uses their own car for travel but claims public transport rates, they should make reference to this in the claim and provide evidence of the cost of the public transport (such as screen shot of applicable bus/rail fare). It is not permitted to claim additional costs incurred for tolls or parking when using your own car but claiming public transport rates.

VAT

Employers may be able to claim VAT back from Revenue. This is a matter between the employer/self-employed person and Revenue. Information can be found at this Revenue link.

Personal Reader

An eligible applicant (employee, self-employed person, or their advocate or representative) can apply for funding for a personal reader if they are blind or vision impaired to assist them with their work-related reading. They can use this support to hire or obtain the contracted services of an individual to act as a personal reader. Alternatively they can apply for software to assist them with reading through the Work Equipment support.

Sourcing the personal reader

The applicant must source their own personal reader.

The personal reader can be professionally qualified or unqualified.

Support Available

Work and Access pays:

• for up to €12,500 per year towards the cost of a Personal Reader.

The funding is paid directly to the applicant. The amount payable by the Department is based on an hourly fee, in line with the current National Minimum Wage. The disabled person may top this up if they wish.

If the application is approved, the Department provides funding to pay the agreed costs of a Personal Reader. Applicants will need to complete and return a Personal Reader support Claim Form at the end of each month when using this support. Once a customer has been approved for the Personal Reader support, the Department's Officer will send them a monthly claim form.

It is the responsibility of the Personal Reader to ensure that they are tax compliant.

Work Equipment

An eligible applicant or their advocate or representative can apply for funding to cover the costs of assistive equipment or technology required for them to work or keep working in their business and/or remote-working premises. An applicant may also apply for funding for maintenance and updating of assistive technology and software and for initial and ongoing training that is tailored to the disabled person.

Funding for Work Equipment may require a Workplace Needs Assessment - this will be up to the department’s Officer. In general, expensive equipment will require a Workplace Needs Assessment.

The employee should submit the application to the department, along with the invoice and quote(s) for the required equipment. The employer needs to support the application. Once the department approves the application for funding, the employer will be required to purchase the approved equipment and claim re-imbursement. The employer will need to provide proof of purchase – this can be in the form of a receipt or bank statement.

If the applicant or employer is ordering goods or services online, they should submit a printout of the order confirmation and proof of purchase.

Where a Work Equipment grant is approved, payment is paid less the VAT (see note on VAT below).

The support cannot be used to:

• fund supports required under law, such as
  • requirements under the Safety, Health and Welfare at Work Act 2005 - Health and Safety Authority (hsa.ie) (as amended),
  • requirements under the Employment Equality Acts 1998 to 2015 – see information in The Employment Equality Acts 1998-2015 – A Summary - IHREC - Irish Human Rights and Equality Commission
• meet the usual costs of setting up and running a business for either an employer or self-employed person.
• fund job specific equipment usually provided by employers, including ergonomic furniture such as a chair with good back support.

Examples of assistive equipment or technology to enable someone to work include:

• specialised furniture
• alternative keyboards
• screen magnifiers
• induction loop systems
• amplifiers for telephones
• voice recognition software and text to speech software
• sip and puff systems they send signals to a device using air pressure by "sipping" (inhaling) or "puffing" (exhaling) on a straw, tube or "wand"
• software (screen-reading, dictation)
• real time captioning systems
• licence renewal of assistive software – this can be claimed annually. The applicant must apply for this funding and get approval in advance of purchasing a renewed licence or software update.

In general, Work and Access will not pay for general technology devices such as mobile phones and smart watches as these do not come within the understanding of “assistive equipment/technology” for the purposes of the scheme. Where assistive software is used on these devices that is considered assistive technology, this is then covered under the scheme. Applicants should ensure that assistive technology and software is compatible with workplace devices/systems before purchasing.

Eligibility

An eligible applicant can avail of this support if they are a disabled person or have a health condition that requires assistive equipment or technology to work.

Ownership of equipment

The disabled person keeps ownership of the equipment unless it has been incorporated into the equipment of the employer.

The Department of Social Protection is not responsible for insurance, repair, or maintenance of the equipment or required health and safety training. It is anticipated that while employed, the insurance, repair, maintenance and health and safety training will be covered by the employer.

Support Available

Work and Access pays:

• up to €12,000 towards the cost of assistive equipment or technology for the business premises, including training, if specialist training for the equipment is required and/or
• up to €12,000 towards the cost of assistive equipment or technology for the remote-working premises, including training.

Note: Adaptations to equipment are funded under the Workplace Adaptation support.

At least one quotation is required for a grant request, increasing to up to three depending on the cost:

• One quotation is required if the total cost excluding VAT is under €1,000
• Two quotations are required if the total cost excluding VAT is over €1,000 and under €2,500
• Three quotations are required if the total cost excluding VAT is over €2,500 and up to €12,000.

VAT

Employers may be able to claim VAT back from Revenue. This is a matter between the employer/self-employed person and Revenue. Information can be found at this Revenue link.

Workplace Adaptation

This support is designed for disabled people who require modifications to their workplace to enable them to get or remain in a job.

An employer or self-employed person can apply for funding to cover the costs of necessary adaptations to:

• business premises (which is not a person’s home)
• remote working premises or self-employed premises
• equipment or technology

In some circumstances, a Workplace Needs Assessment is required for adaptation of equipment or technology

The employee must agree to the application. Once full approval is granted, the employer must procure and purchase the approved adaptation and claim re-imbursement from the Department.

Where a Work Adaptation grant is approved to an employer or a self-employed person, payment is paid to them less the VAT (see note on VAT below).

Exclusions:

The support cannot be used to fund buildings, structures or adaptations required under law, such as requirements under:

• Building Control Acts 1990 to 2014
• S.I. No. 487/1997 Building Regulations 1997 . In particular, Building Regulations 2010 Technical Guidance Document M
• Safety, Health and Welfare at Work Act 2005 (as amended)
• Employment Equality Acts 1998 to 2015

These include obligations with respect to:

• accessing premises
• sanitary facilities
• parking

Where the workplace or business premises has public access, the following costs are not covered under Work and Access:

• Meeting the usual costs of setting up and running a business for either an employer or self-employed person.
• Funding adaptations usually provided by employers. These are adaptations which would normally be needed to do the tasks of the job, whether the person doing the job is disabled or not. This type of adaptation depends on the individual job circumstances.
• Funding for adaptations to their home even if it is the employee’s primary workplace. To get funding for adaptations to their home, an applicant can apply for a Housing Adaptation Grant from the Department of Housing, Local Government and Heritage.

Sourcing the adaptations

The employer must source their own adaptations. There is no pre-approved list of providers.

Ownership of adaptations

The employer keeps ownership in all cases where the adaptation has been incorporated into the equipment, technology, or business premises of the employer.

The Department of Social Protection is not responsible for insurance, repair, or maintenance of the adaptation or required health and safety training. It is anticipated that the insurance, repair, maintenance and health and safety training will be covered by the employer.

Supports available

Work and Access pays:

• for up to €25,000 in total towards the cost of adapting the business premises (which is not a person’s home) or equipment or technology.

Examples of adaptations include:

• adaptations to furniture
• installing ramps, lifts, washing facilities or alarm systems with flashing lights
• modifying toilets
• widening doors

At least one quotation is required for a grant request, increasing to up to three depending on the cost:

• one quotation is required if the total cost excluding VAT is €2,000 or under
• two quotations are required if the total cost excluding VAT is over €2,000 and under €5,000
• three quotations are required if the total cost excluding VAT is €5,000 or and up to €25,000.

VAT

Employers may be able to claim VAT back from Revenue. This is a matter between the employer/self-employed person and Revenue. Information can be found at this Revenue link.

Disability Equality and Inclusion Training

An employer or organisation can apply for funding to arrange and pay for Disability Equality and Inclusion training for their staff. This funding is not available to the self-employed. The training courses should be tailored to address the specific needs of a workplace.

Up to €20,000 a year is available to employers for eligible training costs. This is inclusive of any travel and subsistence costs that may be incurred. The employer must be mindful of the value for money principle of the scheme when sourcing this support.

The level of funding available varies between 80% and 90%. The employer or organisation is required to source their own external training provider.

The range of options for training can be funded over a 12-month period, with maximum limits to funding available.

Eligibility

Work and Access general eligibility criteria do not apply to the Disability Equality and Inclusion Training support.

An employer/organisation is eligible to use this support if it:

• is a non-public sector employer,
• has a paid workforce,
• wants to undertake staff training and development to
  • promote equality and inclusion
  • increase awareness and understanding of persons with disabilities, the social model of disability and the concept of disability equality. The social model sees disability as caused by society and how it is organised. It focuses on removing barriers that restrict life choices for disabled people.
  • provide employees with the understanding and skills to recognise disabled people as individuals in their own right with their own capacities and skills
  • eliminate negative assumptions, stereotypes, and attitudes about people with disabilities in the workplace

The trainer/provider should:

• have relevant qualifications and/or experience, including developing universally designed training programmes and the provision of training materials in accessible formats
• have a strong social model perspective
• have extensive knowledge of disability policy issues and rights
• have experience or understanding of equality, disability, human rights, and inclusion
• have a disability themselves or co-deliver the training programme with a disabled person or have developed their training programme in consultation with disabled people
• be registered with Revenue

Training options:

1. General Disability Equality and Inclusion Training for all staff, which must include:

• information to increase awareness and understanding of disabled people, the social model of disability and the concept of disability equality
• an overview of the relevant anti-discrimination and equal opportunities legislation, and the rights of disabled people to equal treatment in employment, including the provision of reasonable accommodation measures
• information on persons with different types of disabilities
• guidance on how to ensure respectful, accessible, and inclusive communications and interactions with disabled people and the use of appropriate disability language, and
• good practices to build understanding and skills to recognise disabled people as individuals in their own right with their own capacities and skills using awareness exercises that aim to address negative assumptions, stereotypes and attitudes
• information on effectively including people with mental health issues in the workplace

1. Inclusive recruitment and management training for managers, which must include how to:

• proactively reach people with disabilities in recruitment campaigns
• run inclusive and equitable application and interview processes
• discuss disability and disclosure with a candidate or employee
• consider requests for and make reasonable accommodations in the workplace and
• address unconscious bias

1. Disability specific training, for example:

• ISL training for an employee where another employee or employer is Deaf.
• Lámh training for an employee where another employee or employer uses Lámh to communicate.
• Courses explaining best practices for effectively including people with specific disabilities in the workplace. For example, courses on neurodiversity where an employee or employer is neurodivergent.

Support Available

Work and Access pays:

• Up to €20,000 a year to employers for eligible training costs

The level of funding available varies between 80% and 90%. The employer or organisation is required to source their own training provider.

90% of eligible training costs are covered

• for a trainer or training organisation where the trainer has a recognised training qualification and/or professional qualification relevant to disabilities and can demonstrate the knowledge and experience set out in the Work and Access Operational Guidelines, or
• for a disability-related training course recognised by an accredited training body in Ireland or the UK.

80% of eligible training costs are covered

• in all other cases where the trainer or training course meets the criteria set out in the Work and Access Operational Guidelines regarding trainers or providers but does not have a professional training qualification or is not delivering an accredited course.
• Quotations are required to ensure that the best, most cost-effective option has been chosen as follows:
• one quotation is required if the total cost excluding VAT is €2,000 or under
• two quotations are required if the total cost excluding VAT is over €2,000 and under €5,000
• three quotations are required if the total cost excluding VAT is €5,000 or over up to €20,000.

Where this is not possible, justification must be given (for example, a shortage of trainers in relation to a specific type of disability). In line with the principles of the scheme value for money is a key consideration in sourcing training providers.

VAT

Occupational training is usually VAT exempt, so VAT should not be payable.

Work and Access application forms are available from a local Intreo office or the links below. Please complete the relevant form. Application forms can be provided in other formats on request, such as braille or large print.

Applicants (other than employers) should complete the WA1 Application Form for the following supports:

• Communication Support/ISL
• Personal Reader
• Workplace Equipment

Note: Communication Support/ISL is available to people seeking employment as well as to employees and the self-employed.

Employers should complete the WA2 Application Form and submit for:

• Workplace Needs Assessment
• Disability Equality and Inclusion Training

The Workplace Needs Assessment must be completed before employers can apply for the following supports. They can only apply for them if they were recommended in the assessment:

• In-Work Support
• Workplace Adaptation

Applicants who are not sure of the supports needed or would like to explore options available to them can ask their employer to apply for a Workplace Needs Assessment. They can also contact their local Intreo office and ask for the Designated Disability Employment Personal Adviser to discuss the supports available.

See Contact section below for details of where to send the form.

Application process

A designated officer will be assigned to each application. The officer may contact the applicant or their advocate or representative to request more information or to arrange an appointment if needed.

Once the officer has checked eligibility, the applicant will be advised if they are approved in principle. Eligibility approval does not represent a commitment by the Department to provide funding.

Final approval of funding is based on meeting the requirements of the support applied for, and is decided by the Department’s designated officers. Quotations are required to support some Work and Access applications.

Applications will be processed in a timely manner, and applicants will be informed of the decision.

Final approval should be granted before the purchase of any supports. Applications submitted after any supports have been purchased cannot be processed or paid.

For more information about the supports or to apply:

• Contact the local Intreo Office or
• email the central team on workandaccess@welfare.ie or
• write to:

Appendix 1: Employee Application form for Communication Support, Personal Reader, Work Equipment

Appendix 2:

Employer Application form for Workplace Needs Assessment, In-Work Support, Workplace Adaptation, Disability Equality and Inclusion Training

Appendix 3: Workplace Needs Assessment Report Template

Assessors should be suitably qualified and experienced. They must have a comprehensive and up to date understanding of disability and health condition issues to ensure that their recommendations include the latest technologies and developments.

The assessor must evaluate:

• the job role,
• the disability and
• the workplace environment

having regard to the specific needs of the employee.

With these findings, the assessor produces a report recommending adjustments that could be made to remove the barriers experienced by the employee in carrying out their job, and to support the employee in the workplace.

The assessment should:

• take place between the assessor, employee, and the employer/line manager in the employee’s primary workplace. The assessor should evaluate the role and workplace through both observation and through active conversation with the employee and their employer/ line manager, listening to their concerns and suggestions.

The report should:

• offer as much relevant detail as possible
• not be prescriptive or critical of an employer but instead be evidence based, impartial and unbiased. It should not tell an employer what they should be doing but rather recommend adjustments that can be made.

The Report should include:

Part A: Assessment

Employment details

What is their job title/position?

Type of assessment

Face-to-face, online?

The place of the assessment

Person’s place of work or other. For example, if the person works from home, or in other locations.

Description of the employee’s job

What tasks does the employee do for their job? For example, computer work, attending meetings, taking minutes.

Description of the employee’s disability or health condition

State the disability or health condition. Explain their relevant history and medical details, including current professional help they are receiving. Explain the difficulties the employee experiences in the workplace. Have secondary disabilities or health conditions arisen due to this?

Description of the workplace environment

Does the employee work at a desk, at a building site, in a classroom? Does the employee work in a business premises and/or online? Does this create different needs? What equipment and/or services do they currently use (in both the business premises and remote-working)? Are there any issues with them?

Part B: Report

Actions already taken

Detail any actions already taken, whether by the employer, employee and/or through previous access to schemes. Are these actions working? These may assist with recommendations (for example, they may only need an adaptation of existing equipment rather than new equipment). Ensure employer is meeting their legislative obligations with respect to their employee.

Recommendations of actions to be taken

These should be based on the findings of the evaluations conducted in Part I. For each barrier presented, evidence-based recommendations must be made offering the best and most cost-effective solution. More than one recommendation can be made to resolve a challenge experienced by the employee.

• Barrier: each barrier must be evidence-based, drawn from the observations of the assessor and/or from concerns or suggestions raised by the employee or employer. Detail must be given on the difficulties faced due to this barrier in the workplace.
• Recommendations: each recommendation should be explicitly stated. An explanation for each recommendation should then be provided. This explanation should detail what it is and how the recommendation would remove or improve the barrier faced by the employee in the workplace.

For example, if assistive technology was a recommendation, the technology should be stated. An explanation of the technology should be given followed by an explanation of how this technology would address the challenge faced by the employee in the workplace by, for example, improving efficiency in their work or accessibility in their workplace.

Many people require In-Work Support for a short period when they start work. If they need this support on an ongoing basis, the Workplace Needs Assessment can remain valid for up to three years. However, if people change role or employer or if their disability or health condition changes significantly during that time they may apply for a new assessment.

Appendix 4: General terms and conditions

Legal governance

An employer must be fully compliant with current workplace Health and Safety legislation and all other legal requirements, such as public/employers’ liability insurance and motor insurance, if applicable.

The employers must not be in receipt of funds from any other source in respect of the supports that are funded under the Work and Access.

Taxation

Work and Access funding is classified as a grant. It is therefore exempt from corporation tax, as provided for in the following legislation:

• Section 226 of the Taxes Consolidation Act, 1997, (1) (d) & (e) and (2)
• As amended by Section 36 of the Finance Act, 2013, (1) (a) & (b)

It is the responsibility of the Personal Reader to ensure that they are tax compliant.

Data protection

The Department of Social Protection administers Ireland's social protection system. The department requires customers to provide certain personal data in order to determine eligibility for relevant payments and/or benefits.

A customer’s personal data may be exchanged with other government departments in certain circumstances where this is provided for by law.

Full details of the department's data protection policy setting out how we will use a customer’s personal data as well as information regarding their rights as a data subject are available at the gov.ie website. Details of this policy are also available in hard copy upon request.

The Department of Social Protection undertakes to use its best endeavours to hold confidential any information provided by companies (correspondence/forms/tenders, etc.), subject to the Department of Social Protection’s obligations under law, including the Freedom of Information Act, 2014.

Should a company wish that any of the information it supplied not be disclosed because of its sensitivity, the company should, when providing the information, identify the same and specify the reasons for its sensitivity. The Department of Social Protection will consult with the company’s representative about this sensitive information before making a decision on any Freedom of Information request received.

Please note, however, that if no information is identified as sensitive, with supporting reasons, then it can potentially be released in response to a FOI request.

Work and Access complaints

Dealing effectively with our customers’ complaints is one of the Department of Social Protection’s commitments under the Customer Charter which also sets out the standard it should meet in delivering its services.

The Department of Social Protection must, accordingly, ensure that any complaints are examined carefully and resolved with the same quality approach. The Department of Social Protection must also try to ensure that errors which give rise to complaints are not repeated. Complaints received by the Department of Social Protection are recorded and reported on annually.

This provides a valuable source of information by which service standards overall can be monitored and reviewed. For further information, please see the Customer Charter.

Right of access

An employer shall grant officials of the Department of Social Protection access to records, financial or otherwise, pertaining to Work and Access. At the request of the Department of Social Protection, the employer will provide rights of access and inspection to the Department of Social Protection, its officers and agents and the Comptroller and Auditor General to all activities, records, persons and information which the Department of Social Protection may reasonably require to verify compliance by the employer with the terms and conditions agreed in relation to payment of one or more Work and Access supports by the Department of Social Protection to the employer.

All records, both manual and electronic, relating to funding provided under the Work and Access must be retained for as long as supports are in payment and for six years after, and must be available for inspection.

Payment of Work and Access supports may be suspended or stopped if the employer does not agree to any reasonable request from an officer or agent of the Department of Social Protection to access any records they hold pertaining to Work and Access.

Right of review

Work and Access is a non-statutory support that is not covered under social welfare legislation. It is one of several social welfare supports which are run on an administrative basis.

Administrative schemes are not appealable under social welfare legislation. However, if an applicant is unhappy with a particular decision, they can ask to have their case reviewed by another officer. This review will be carried out by someone not involved in the original decision.

An applicant who wishes to have a decision reviewed should write to the Department of Social Protection officer within 21 days of the decision, clearly stating the grounds on which they wish the review to be based and attaching any evidence they have that supports their case.

Comptroller and Auditor General

The supports provided under Work and Access are considered grants and may be subject to inspection by the Comptroller and Auditor General.

Breaches of the terms and conditions of Work and Access

If the Department deems that an employer has breached the terms and conditions of Work and Access, the employer may be disqualified from current and/or future participation in Work and Access or may be monitored more closely.