Access to Work: guide for employers

How to support employees with arthritis at work

Access to Work is a publicly funded employment support grant scheme that aims to support disabled people start or stay in work.

The Access to Work scheme can provide practical and financial support for people who have a disability, physical or mental health condition. Access to Work considers the support required beyond the reasonable adjustments that employers are expected to offer. 

Examples of what Access to Work can provide for your employees: 

• Assessment of workplace needs.
• Specialist equipment such as ergonomic workstation, software, tools, bespoke safety footwear.
• Funding for a support worker, driver, job coach.
• Funding for travel to and from work, as well as within work, for staff whose condition impacts on their capacity to use public transport or drive.
• Menial health support.

Access to Work can help employees to stay in work and help employers to recruit disabled candidates. The Access to Work scheme is also available for those who are self-employed.  

The Channel Islands and the Isle of Man are not covered by Access to Work. There is a different service in Northern Ireland: Access to Work (NI). 

Access to Work can be used for flexible working arrangements, such as hybrid working. This can include: 

• support to work from more than one location.
• support for working at home for all or part of the time.

Access to Work can support employers to: 

• hire disabled staff with the skills you need.
• retain an employee who develops a disability or health condition (keeping their valuable skills and saving both time and money recruiting a replacement).
• show that you value and will support your employees by having inclusive employment policies and practices.

The Access to Work application process

The application to Access to Work is made by the employee. They will have to provide the Access to Work assessor with details of any reasonable adjustments their employer can provide and a contact within their place of work. 

Access to Work can arrange for an independent assessment of the applicant’s workplace needs. This can be useful when there is limited understanding of what might make a difference to reduce barriers to work. Alternatively, if your employee is clear about what they need, they can detail this in their application, specifying the items they require and costs.

Depending on the number of staff you employ and the length of time they have been employed, you may have to contribute towards any items recommended.

When cost sharing applies, Access to Work will refund up to 80% of the approved costs between a threshold and £10,000. As the employer, you will contribute 100% of costs up to the threshold level above and 20% of the costs between the threshold and £10,000.

New recruits to the workplace can apply to Access to Work as soon as they have a confirmed start date. This is recommended as there can be a considerable waiting time to process claims.  Access to Work will consider fully fund claims that are made within the first six weeks of employment.

Note:
All government departments are responsible for arranging workplace assessments and adjustments for their employees known as civil servants. Civil servants though can still apply for Mental Health Support Services (MHSS). 

How to support staff who apply to Access to Work

• Add information on the Access to Work scheme to your recruitment packs and job adverts.
• In the job offer, mention that you are happy to support staff with a disability or long-term condition who may need adjustments or to apply to Access to Work scheme.
• Include information and guidance on Access to Work and reasonable adjustments within your staff handbook or hub.
• Ensure managers and workplace support colleagues are aware of Access to Work and the process to support their staff and implement adjustments or equipment required.
• Arrange purchase of items recommended by Access to Work as soon as possible after the application has been approved.
• Work closely with your staff who have made the application and keep them updated on progress of purchases or adjustments.
• Remember you are responsible for insuring and maintenance of equipment or software funded through Access to Work.
• If a member of staff leaves your company, consider offering the items to them to take to their new workplace. Access to Work can fund the movement of items.

Your approach to supporting disabled staff and those who live with a health condition will reassure potential and current employees. 

Arthritis UK offer training to employers to improve understanding of arthritis within the workplace. For more information and costs contact professionalengagement@arthritis-uk.org