All applications for Back to Work payments are made online through QGrants.

 

Read this before you make an application for a Back to Work payment

To be approved for a Back to Work application or later payment claim, applicants must meet all the eligibility criteria and provide evidence to support their application.

Back to Work applications are made online through QGrants. In order to be assessed, all applications and later payment claims must be submitted and received within the specified timeframes. You will be able to see your application status in QGrants when you log in.

All applications for Back to Work payments must include all supporting evidence documents in order to be assessed. Please note that there are new evidence requirements for all applications made from 1 July 2019. Please read the Back to Work Guidelines for Funding 2018-20 (effective from 1 July 2019) for further information.

When you are asked to attach evidence to support your application, provide all the information you do have and upload a Word document with a note letting us know what documents you still need to provide.

This will allow you to submit your application within the application timeframe (12 weeks from the employee’s commencement date). The Back to Work Team will contact you to request the missing information once you have submitted the application.

You can use this calculator to see if your application is within the timeframe.

Further information can be found on the How to apply for a Back to Work payment page.

When you have lodged an application through the QGrants system it will be assigned a status. Your application status can be checked anytime by logging into your QGrants account.

If your application is in Draft then it has not been submitted to the Back to Work Team for processing.

If your application is In Process then it has been successfully submitted through QGrants and is with the Back to Work Team for processing.

A full list of QGrants status definitions is available on the Definitions and FAQ page.

Initial payment applications must be received by the Back to Work Team within eight weeks of the employee completing four weeks of continuous employment.

Later payment applications must be received within 12 weeks of the employee completing:

  • for the second Employer Support, Youth Boost or Mature Aged Worker Boost payment, 26 weeks of continuous employment.
  • for the final Employer Support, Youth Boost or Mature Aged Worker Boost payment, 52 weeks of continuous employment.

It is important to note that applications and claims received outside of these timeframes will be ineligible for payment.

The Back to Work program requires evidence to support your application for a Back to Work payment.

From 1 July 2019, new evidence requirements will be in place for all initial applications for the Back to Work program.  Some evidence documents must be certified by an authorised witness under the Statutory Declarations Regulations 2018. Details of who is an authorised witness can be found here.

The authorised witness must visually site the original documents and check that there are no alterations to the copies. They are to pay particular attention to names, dates and reference numbers.

The authorised witness then endorses the copies with the following certification:

This is to certify that this is a true and correct copy of the original document, which I have sighted.

Date:

Signature of authorised witness:

Name of authorised witness:

Title of authorised witness (as per Statutory Declarations Regulations 2018):

Evidence you will need to include to support your application include:

Certified employer ID

Proof is required of the employer’s identity. This identification must match the name and details of the person responsible in the QGrants account who is submitting the application.

Acceptable identification documents are:

  • an Australian driver licence
  • adult proof of age card (e.g. 18+ card)
  • birth certificate
  • citizenship certificate
  • passport.

Certified ABN Certificate

All registered businesses will have received an ABN Certificate at the time of registering the business. A copy of your ABN Certificate (which includes a letter) can be requested from the Australian Business Register at https://abr.gov.au/Contact-us/Contact-the-ABR/

The ABN and name on the ABN Certificate must match the ABN and name on your QGrants organisation account and the employee payslips you provide.

All pages of the ABN Certificate must be submitted and certified as part of the evidence for your application.

Please note, an ASIC certificate and ABN lookups are not accepted as evidence.

Payslips

An employee must have been in paid employment with you for at least four continuous weeks prior to the initial application being made and must have worked the average hours relevant to a part-time or full-time application.

To prove that these requirements have been met, please provide copies of the employee’s payslips for the first four continuous full weeks of their employment with you. Payslips must be submitted as timesheets or a payroll summary will not be sufficient. The ABN and name on the payslips you provide must match the ABN and name on your ABN Certificate and QGrants organisation account.

Payslips must meet the minimum requirement as set out by Fair Work Australia under the Fair Work Act 2009 and the Fair Work Regulations 2009. Information on the legal requirements for payslips is available through the Fair Work Australia website.

Payslips can be weekly, fortnightly or monthly. Please provide copies of the actual payslips that you issued to your employee.

You can use this calculator to see if your employee has completed the minimum four weeks.

Employee Consent Form

An employee consent form must be included with all initial payment applications submitted in QGrants. This form must be completed and signed by the employee for whom the application is regarding.

Employee ID

Proof is required of the jobseeker’s identity. Acceptable identification documents are:

  • An Australian driver licence
  • Adult proof of age card (e.g. 18+ Card)
  • Birth certificate
  • Citizenship certificate or
  • Passport.

If an non-Australian passport is being submitted as evidence, a letter issued by the Australian Government to the employee outlining their visa details must also be submitted.

The employee ID must be current (not expired) at the date the employee commenced employment. The first name, surname and date of birth on the employee ID must match the first name, surname and date of birth on the application.

Please ensure the details are correct and there are no typos.

Employees with a disability

If an employee has a disability and a workplace assessment to work between 8 and 20 hours per week, a signed letter issued by a Disability Employment Services Provider or Department of Human Services endorsed Job Capacity Assessment must be attached to the application. This document should detail the employee’s approved benchmark working hours, or the application will not meet the required eligibility criteria. The employee must be working in accordance with their approved benchmark hours. If the payslips do not align with the approved benchmark working hours, the application will not meet the required eligibility criteria.

Eligible part-time jobs will attract 75 per cent of the full-time payment.

To support your 26 week or 52 week claim you must provide evidence to demonstrate that your employee has completed 26 weeks or 52 weeks continuous employment with your business. The employee must have also worked the average hours relevant to a part-time or full-time application.

From 1 July 2019 all 26 week and 52 week claims submitted in QGrants must include an Employee Consent Form and certified copies of the Employer’s ID and the businesses ABN Certificate.

If you have had an initial payment approved before 1 July 2019, you must resubmit your ABN Certificate, ensuring that all pages have been certified, as well as the additional documents now required as part of claiming your later payments.

Please note that these additional evidence documents only need to be submitted once as part of your initial, 26 week or 52 week claim. If you have previously submitted these evidence documents from 1 July 2019 you don’t need to resubmit them.

Documents must be certified by an authorised witness under the Statutory Declarations Regulations 2018.

The authorised witness must visually sight the original documents and check that there are no alterations to the copies. They are to pay particular attention to names, dates and reference numbers.  The authorised witness then endorses the copies with the following certification:

This is to certify that this is a true and correct copy of the original document, which I have sighted.

Date:

Signature of authorised witness:

Name of authorised witness:

Title of authorised witness (as per Statutory Declarations Regulations 2018):

Certified employer ID

Proof is required of the employer’s identity. This identification must match the name and details of the person responsible in the QGrants account who is submitting the application.

Acceptable identification documents are:

  • an Australian driver licence
  • adult proof of age card (e.g. 18+ card)
  • birth certificate
  • citizenship certificate
  • passport.

Certified ABN Certificate

All registered businesses will have received an ABN Certificate at the time of registering the business. A copy of the certificate (which includes a letter) can be requested from the Australian Business Register.

The ABN and name on the ABN certificate must match the ABN and name on your QGrants organisation account and the employee payslips you provide.

All pages of the ABN Certificate must be submitted and certified as part of the evidence for your later payment claim.

Please note, an ASIC certificate and ABN lookups are not accepted as evidence.

Payslips

For 26 week claims the evidence must include:

  • If the period of employment does not cross a financial year, one payslip from each month from the employee’s commencement including one covering the 26 week point
  • If the period of employment crosses a financial year
    • a copy of the PAYG payment summary (formerly known as a Group Certificate) covering the period from the employee’s commencement to 30 June of that financial year and
    • one payslip from each month post 30 June that year including one covering the 26 week point from the employee’s commencement date.

For 52 week claims the evidence must include:

  • If the period of employment does not cross a financial year, one payslip from each month from the employee’s commencement including one covering the 52 week point
  • If the period of employment crosses a financial year
    • a copy of the PAYG payment summary (formerly known as a Group Certificate) covering the period from the employee’s commencement to 30 June of that financial year and
    • one payslip from each month post 30 June that year including one covering the 52 week point from the employee’s commencement date.

Payslips can be weekly, fortnightly or monthly. Please provide copies of the actual payslips that you issued to your employee.

Further information can be found on the Making a Later Payment Claim page.

If you are waiting for evidence documents (e.g. ABN Certificate) and it getting closer to the due date (that is, 12 weeks from the employee’s commencement date), you can still apply.

When you are asked to attach evidence to support your application, provide all the information you do have and upload a Word document with a note letting us know what documents you still need to provide.

This will allow you to submit your application within the application timeframe (12 weeks from the employee’s commencement date).

The Back to Work Team will contact you to request the missing information once you have submitted the application.

Consideration will be given to a late application if the applicant has experienced circumstances beyond their control (e.g. ill health, loss of records due to a natural disaster or a large scale internet failure) that prevented the submission of an application within the required timeframe and the Back to Work Team has been notified.

A written request for consideration of a late application, including a statutory declaration, together with all relevant material must be submitted to the Back to Work Team at compliance@desbt.qld.gov.au.

Applicants will be notified in writing of a decision within 60 business days from the receipt of the written request.

Only employers can make a Back to Work application. Third parties such as employment agencies, accountants or bookkeepers cannot make an application on behalf of an employer.

From 1 July 2019 proof of the employer’s identity is required for all initial payment applications and later payment claims.

It is important to remember that applicants for Back to Work payments are entering into a legal agreement with the                          Queensland Government. Employers are asked to make an Employer Declaration prior to submitting an application for consideration. This declaration can only be made by the direct employer.

 

It is important to remember that applicants for Back to Work payments are entering into a legal agreement with the              Queensland Government.

Before your application or later payment claim is submitted in QGrants, employers will need to confirm that they:

  • have thoroughly read and understood the Guidelines and Terms and Conditions and
  • consent to the Back to Work Team sharing information with Queensland and Commonwealth Government agencies for the purposes of evaluating, administering, assessing, monitoring and auditing compliance with the eligibility criteria for the Back to Work Program to support delivery of other Back to Work funding and support, and to promote the Back to Work Program, as set out in the privacy statement contained in the Terms and Conditions and
  • have obtained the consent of the employee referred to in the application to disclose the employee’s personal details for the purposes set out in the privacy statement contained in the Terms and Conditions.

All eligibility criteria must be met in order to receive a Back to Work payment.

It is the responsibility of the applicant to ensure that the information provided in this application is true and correct. If the Back to Work Team becomes aware of any matter and determines that the eligibility criteria has not been met, repayment of the funds may be required.

 

During the assessment process, applicants may be asked to provide further information to support their claim. This means that you either need to make a change to your application or upload further documents before your application assessment can be completed.

If you are requested to provide more information, your application will be re-opened by the Back to Work Team in QGrants so that further documentation can be uploaded and the application resubmitted.

Your application status in QGrants will be More Information Required. This status allows you to make the change to your application  and re-submit it for the Back to Work Team to review.

You can re-upload documents in the Specified Attachments screen of your application. If uploading them to the Specified Attachments section is not an option, you can also attach them in the Optional Attachments section underneath. This will ensure that the Back to Work Team will still receive your evidence documents to support your application.

The Back to Work Team will be notified when your application has been re-submitted. Your application will then be processed and you will be advised of the outcome as soon as possible.