Access to Work is a government-funded scheme designed to support employees with a disability, long-term health condition or mental health need to start, remain in, or return to work. It provides practical and financial support where an individual faces barriers in the workplace that compliment and/or go beyond what an employer is legally required to put in place as reasonable adjustments. [gov.uk], [business.s…ope.org.uk]
For employers, understanding how Access to Work operates is key to supporting employees effectively while also managing costs. The scheme can fund a wide range of support from specialist equipment and workplace adaptations to support workers and additional travel costs. This support helps to remove barriers and enables individuals to perform at their best. [gov.uk]
While the application itself is employee-led, employers play a crucial role throughout the process, from identifying when support may be needed to implementing the recommended solutions. Taking a proactive and informed approach not only ensures compliance with legal duties but also supports retention, productivity, and an inclusive workplace culture.
Here is a simple step-by-step guide to help you support an employee through the process.
Step 1: Identify when Access to Work may be needed
Start by having an open conversation with the employee who’s been identified as requiring additional support and/or adjustments at work. Access to Work is typically appropriate where additional support is required beyond reasonable adjustments, such as specialist equipment, support workers or help with travel. [business.s…ope.org.uk]
Make it clear that this is separate from your legal responsibilities under the Equality Act 2010—those must still be met by the business.
Step 2: Encourage the employee to apply
The application is usually led by the employee. They can apply online via Access to Work on GOV.UK. [gov.uk]
They will need to provide details about their role, their condition, and the support they believe would help. As an employer, your role is to support but not complete the application on their behalf.
Step 3: Support the assessment process
After the application, a DWP adviser may arrange a workplace assessment to understand the employee’s needs.
At this stage, you should:
- Provide information about the role and work environment
- Be open to discussing adjustments and practical solutions
- Facilitate access to the workplace or systems for the DWP adviser with the employee.
This assessment ensures the support offered is tailored to the individual.
Step 4: Review the grant decision and support plan
If approved, Access to Work will provide a support package. This can include funding for equipment, job coaching, interpreters, or additional travel costs. [gov.uk]
You will receive confirmation of what is funded and how payments will be made. In many cases, the employer may pay costs upfront and reclaim them through the allocated support funding.
Step 5: Implement and monitor the support
Work proactively to put the agreed support in place as quickly as possible.
Good practice includes:
- Setting clear timelines for implementation
- Keeping records of costs and invoices
- Regularly checking in with the employee to ensure the support is effective
Access to Work support can be reviewed and adapted over time if needs change.
How it benefits your business
Access to Work helps you retain skilled employees, improve productivity, and strengthen your commitment to inclusive employment. It also offsets the cost of more specialist interventions that go beyond standard workplace adjustments. [jobcentrep…ices.co.uk]
