How to apply for a Back to Work payment

To apply for a Back to Work payment, you must first create an account with QGrants.

1. Go to https://qgrants.osr.qld.gov.au/portal/
2. select the Register link. You will need to enter:
   • Given Name
   • Surname
   • Email
   • Password (must be a combination of 8-20 characters using numbers and letters). Please remember your email and password so you are able to log back in to QGrants.
3. When logging in for the first time, complete your details which include:
   • Address
   • Contact details, such as phone numbers

Recording your account number is also useful as you are often asked to provide it if you are following up on anything to do with your application. You can find your application number from your QGrants account while logged in to your account.

1. Register your organisation by selecting New Account under the Accounts tab.
2. Select Organisation as the account type. You will then need to enter
   • ABN
   • organisation name
   • street and mailing address
   • contact details
   • your relationship to the organisation (such as role or position).

By default, you will be registered as the primary contact for an organisation that you create, however this can be changed as other contacts are linked to the organisation.

It is the organisation’s responsibility to maintain currency of the primary contact. If you need to update your primary contacts, please email the Back to Work Team at backtowork@desbt.qld.gov.au , providing information on the organisation name, ABN, contact name and contact number.

1. In the accounts tab, select Link to existing organisation.
2. An email will be sent to the organisation’s primary contact officer to approve your request.

1. Go to the Applications tab and select New Application
2. Select BTW Employer Incentive Payment under Grant Program.
3. Select the Applicant from the drop down list
4. Answer the questions on the online form to determine your eligibility. Please ensure you have read the Guidelines for Funding before applying for a Back to Work payment.
5. Enter your bank details including BSB and Account details.
6. Read and agree to the terms and conditions as well as agree to the declarations required. Please note, you are entering into a legal agreement with the Queensland Government. The information you provide must be true and correct.
7. Submit the application.

When applying for Back to Work support payments, it is important that your application is supported by documentary evidence that has been witnessed by an independent authorised person.

The evidence requested to support your application or later payment claim helps determine your eligibility for the program and protects applicants against potential fraud or identity theft. Documents submitted as evidence must be witnessed (i.e. certified by an authorised person) to authenticate them as true and correct at the time of submission.

The evidence documents have been chosen specifically as they should be documents that are easily accessible for most employers.

It is important to note that the original evidence document (e.g. original driver licence) is not a certified copy. An exact copy of the original evidence document (e.g. copy of the driver licence), which has been presented to and witnessed by an independent authorised person, is a certified copy.

Witnessed documents are required for all initial applications for the Back to Work program.

Some evidence documents must be witnessed by an authorised person under the Oaths Act 1867. Details of who is an authorised witness to certify copies of original evidence documents can be found here.

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

The authorised person 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):

The Back to Work program requires evidence to support your application for a Back to Work payment. You will need to include:

WorkCover Policy or Self-insurance Information

In Queensland, under the Workers’ Compensation and Rehabilitation Act 2003 (QLD), an employer must, for each worker employed, insure and remain insured for their legal liability to pay compensation and damages to their workers.

You will be required to provide your WorkCover Policy Number and expiration date in your application. Information provided by you, about your business, including your WorkCover Policy Number, may be disclosed to WorkCover for the purpose of verifying your compliance with the Workers’ Compensation and Rehabilitation Act 2003 (QLD).

If you are self-insured for workers accident and injury liability, you will be required to provide information on this insurance, inclusive of the agency who has issued your self-insurance licence.

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.

Copy of paper ABN Confirmation advice

All registered businesses will have received an ABN Confirmation advice at the time of registering the business. A copy of the certificate (which includes a letter) can be requested from the Australian Business Register at https://www.abr.gov.au/business-super-funds-charities/applying-abn/your-business-information-abr/paper-copies-abn-details

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

All pages of the ABN confirmation advice must be submitted as part of the evidence for your application.

Please note, an ASIC certificate and/or ABN lookup is not accepted as evidence. This is because this documentation is publicly available and accessible by other parties.

Payslips

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

To substantiate 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 and can be weekly, fortnightly or monthly. Timesheets or a payroll summary will not be sufficient.

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

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. THis includes any superannuation contributions paid for the employee’s benefit, including the amount of contributions made during the pay period (or the amount of contributions that need to be made). Information on the legal requirements for payslips is available  through the Fair Work Australia website at https://www.fairwork.gov.au/pay/pay-slips-and-record-keeping/pay-slips

All scanned items must be valid, current and legible documents and in a standard format (e.g. PDF, JPEG, or Word). Documents requiring clarification or resubmission may result in delays to the application process.

Employee consent form

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

Employee Identification

Evidence is required of the identity of the jobseeker that has been employed. 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.

Acceptable identification documents are:

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

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

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.

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

If you are waiting for evidence documents (e.g. ABN confirmation advice) to complete your application and it is getting closer to the cut-off date, you can still apply.

Please submit your application with the information and documents available and provide details of the documents you are waiting for as an attachment to your application. You will be contacted by a member of the Back to Work Team to discuss next steps.

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.

Status definitions include:

Draft

If an application has been started through the QGrants system and saved without being submitted, then the application is in draft. This means the application has not been sent to the Back to Work Team for consideration. To progress the application, the applicant is required to complete it online with all requested evidence documents attached. It is recommended that the work is saved at every stage of the application to avoid losing important information during the process.

Please be aware that applications must be submitted within the relevant application eligibility period.

Any applications left in draft cannot be assessed by the Back to Work Team.

Ineligible

To be eligible for the Back to Work Employer Support, Youth Boost or Mature Aged Worker Boost payments all eligibility criteria must be met. If the application does not meet the program’s eligibility criteria then it will be deemed ineligible and will not be submitted for further assessment to the Back to Work Team. It is recommended that all applicants read through the eligibility criteria prior to applying to ensure they can meet all the program criteria.

In Process

Once an application is successfully submitted through QGrants and it has passed the system validations, the application status will be In Process. This means that your application has been successfully submitted to the Back to Work Team for processing.

All applications are reviewed to ensure that both the eligibility criteria have been met and correct supporting documentation has been provided. All approvals are dependent on the Back to Work Team’s review to ensure all eligibility criteria are met and evidence supplied meets the program guidelines. Processing times for applications will vary depending on the complexity of applications and the volume of applications received. Applications submitted with all complete and correct information and evidence documents are usually processed within 15 business days.

Approved or Agreement Created

Once the application has been processed by the Back to Work Team and is deemed to have met all the eligibility criteria it will be approved. Payments will be made via electronic transfer in approximately 5-10 business days of the application being approved. Please note, your financial institution’s payment processing times may vary.

The applicant will receive an email informing them of the approval and their obligations as a recipient of funding under the Back to Work Program. The approval is subject to the rights and limitations provided in the Terms and Conditions, including if it is reasonably determined that you have received a payment for which the eligibility criteria were not met, the Queensland Government will require you to repay that payment.

Not Approved

If the application has been processed and has been assessed as not meeting the eligibility criteria then the applicant will be notified that it has not been approved. Unsuccessful applicants will be provided with reasons why their application was not approved and can request a review of that decision.

More Information Required

During the assessment process, applicants may be asked to provide further information to support their claim. If the applicant is requested to provide more information, the application will be re-opened by the Back to Work Team in QGrants so that further documentation can be uploaded and the application resubmitted. It is important that the applicant ensures that all information provided is correct throughout the whole application as the Employer Declaration must be reaffirmed.

Once the requested information has been provided, and resubmitted, the status of the application will change to In Process and proceed for processing by the Back to Work Team.

Is your Browser compatible?

Browser compatability is important to ensure that your application can be both read and saved successfully in QGrants.

Compatible browsers for personal computers or laptops:

Microsoft Windows

Microsoft Internet Explorer Versions 8, 9, 10 and 11

Mozilla Firefox Version 27.x.x and above

Google Chrome Version 35.x.x and above

Apple OS X

Safari 7.x.x and above

Google Chrome 35.x.x.7.x.x. and above

Mozilla Firefox 25x.x and above

Applications made on mobile devices are not ideal but if it is unavoidable then it is important your device has the recommended browser.

iPad/iPhone with Safari

v7.0.4 and above

Android device with Google Chrome

v35.x.x and above

This step will need to be completed if you are new to the organisation or have not previously registered as a contact for the organisation in QGrants.

Each contact person within an organisation will need to set up an individual QGrants account (see Setting up a New QGrants Account above). This will then have to be linked to the employers account.

Once the individual account has been registered, you should:

1. Log into QGrants (https://qgrants.osr.qld.gov.au)
2. Select the Accounts tab
3. Click the Link to Existing Organisation button
4. Select Contact Person
5. Enter the ABN or Business Partner/Account number
6. Select Request Link

The nominated organisational contact will receive an email requesting them to log into QGrants to approve the request.

If you don’t receive your validation email after registering your account, check your email junk or spam folder.

Save the senders email (do_not_reply@osr.qld.gov.au) to your safe list to ensure future email communication is received in your inbox.

If you have received more than one validation email, only the most recent one sent to you will activate your account.

If you are experiencing a distorted webpage, your current browser may be incompatible.

For the best experience, applications should be made on a personal computer or laptop.

It is important to note that you need to login with the email address that was used to register the account. If you need to change your login email address, follow these steps.

1. Login to the QGrants website – https://qgrants.osr.qld.gov.au
2. Select the Accounts tab
3. Select Change Login ID and Email button
4. Enter the new email address
5. Select Submit
6. Enter the activation code sent to your email
7. Select Activate

It can take a few minutes for the registration email to get into your inbox. If you still haven’t received it after 15 minutes, there are a few things to check:

• Is the email in your spam/junk folder?
• Are you behind a corporate firewall?

There may be email filters applied by your business. Check with your IT team if this QGrants email is being blocked.

If still unresolved, follow the links to the Reset Password function from the login page and enter your email address.

This will send you another email. When you get that email, click on the link and set your password. You should be all set to access QGrants.

If the reset password screen tells you that the email address does not exist you may have registered with an incorrect email address.

You will need to register again with the proper email address.

To reset your password, follow these steps:

• Go to https://qgrants.osr.qld.gov.au/FORGOT PW and enter your registered email address.
• Await an email from do_not_reply@osr.qld.gov.au If you haven’t received an email within 15 minutes, check your junk or spam mail folder.
• Click the password reset link contained in the email within 24 hours of receiving it to log into QGrants.

From time to time, QGrants may be in high demand which may cause connection or time out issues when making a claim.  When the Back to Work Team is made aware of such issues, a message will appear on this website’s homepage alerting users to this issue.

If you are unable to connect to the QGrants portal, please close your Internet browser and try again later.

As a security precaution, QGrants will automatically log you off if there has been no activity for 15 minutes. This means that if you have spent more than 15 minutes on a step and you haven’t saved your Draft work, you may lose information you have entered.

It is recommended that you save your work every 15 minutes. You can click the Draft Save button after completing every second or third question. It may save you having to re-enter information or restarting your claim if you are logged off automatically.

If you have a slow Internet connection:

• Make sure that you (or other people on the same connection) are not using the Internet for other things when you’re applying, especially, for example, watching a streamed video.
• It is recommended that you save your work every 15 minutes. You can click the Draft Save button after completing every second or third question. It may save you having to re-enter information or restarting your claim if you are logged off automatically. Note: the Draft Save button does not retain documents earmarked for uploading to the portal. Only by completing the terms and conditions section then submitting the application or claim, queues the documents for upload.
• Don’t leave the system idle for too long (for example, more than 15 minutes). You may be logged off for inactivity.

If you get a compatibility view error in Internet Explorer:

• Access the Tools Menu in Internet Explorer (press the ‘Alt’ key on your keyboard)
• Select Compatibility View Settings
• In the box under Add this Website, type qld.gov.au
• Select Add
• Select Close

There may be an issue with certain versions of the Firefox web browser.

Try selecting dropdown items using your keyboard.

Alternatively, try a different browser like Google Chrome, Internet Explorer or Safari.

Depending on your browser, you may see a blank screen if you are experiencing a system error.

The most likely cause of this error is a timeout – that is the connection to QGrants has been left idle for too long.

Try to enter your claim again, without taking too much time between entering data.

You can click the Draft Save button after completing every second or third question. It may save you having to re-enter information or restarting your claim if you are logged off automatically.

Some content delivered by QGrants is via pop-up windows. If you have pop-up blocking software installed on your computer then some pages may not display as intended.

If you are having trouble uploading documents in the Specified Attachments screen, you can try using the Optional Attachments function at the bottom of the Attachments page.

This will allow you to provide additional supporting documentation.

If the system is left idle for too long, you may see a timeout error page or message.

Try to enter your information again, without taking too much time between entering data.

You can click the Draft Save button after completing every second or third question. It may save you having to re-enter information or restarting your claim if you are logged off automatically.

You can edit any application that is in Draft status until it has been submitted.

If you have submitted a claim but have spotted an error, please email backtowork@desbt.qld.gov.au

If you are experiencing difficulties having the system accept your street address, please contact the Back to Work Team at backtowork@desbt.qld.gov.au