Access to Work: The Complete Guide for Employers and Employees
What Is Access to Work?
Access to Work (AtW) is a UK government programme run by the Department for Work and Pensions (DWP) that provides practical and financial support to disabled people and people with health conditions so they can get or stay in work. It covers England, Scotland and Wales; there is a different service in Northern Ireland.
Key principle: Access to Work will not pay for reasonable adjustments — the changes an employer must legally make under the Equality Act 2010. It funds support beyond those adjustments. An Access to Work grant does not affect other benefits and does not have to be paid back.
Eligibility
Who Can Apply?
- Anyone with a physical or mental health condition or disability that means they need support to do their job or get to and from work
- Must be in paid work, or about to start or return to paid work in the next 12 weeks. Paid work includes employment, self-employment, apprenticeships, work trials, work experience, internships and work placements (not voluntary work)
- Must be aged 16 or over and live and work in England, Scotland, or Wales
- Self-employed applicants need an annual turnover of at least £6,500
What Counts as a Condition?
- You do not need to be diagnosed with a condition to apply
- Includes, for example, mobility impairments, visual impairments, hearing loss, mental health conditions, neurodivergence, learning disabilities, chronic pain, chronic fatigue, epilepsy, and many more
- For mental health support, you can only claim Access to Work once
What Access to Work Covers
Communication Support at Interview
- An interpreter or other support at a job interview where there are difficulties in communicating — for example BSL interpreters or lipspeakers for deaf and hard of hearing applicants
- Also available to people with physical or mental health conditions or learning difficulties
Assistive Technology and Equipment
- Specialist equipment and assistive software, such as screen readers and magnification software
- Specialist keyboards, mice, and input devices
- Speech-to-text software
- Ergonomic chairs, desks, and workstation modifications
- Physical changes to the workplace
Support Workers
- BSL interpreters: For deaf workers in meetings, training, and daily communication
- Job coaches: Ongoing support in the workplace
- Travel buddies: Support to travel to and from work
- Mental health support: The Access to Work Mental Health Support Service offers a tailored plan and one-to-one sessions with a mental health professional. It typically runs for 6 months and can be extended to a maximum of 9 months
Travel to Work
- Costs of travelling to work if you cannot use public transport (for example, taxi fares)
- Adaptations to your vehicle so you can get to work
- Not covered: Standard commuting costs that any employee would incur
Costs and Awards
Cost Sharing
Access to Work does NOT always cover 100% of costs. For special aids and equipment, and adaptations to premises or equipment, employers usually share the cost:
- Access to Work refunds up to 80% of approved costs between a threshold and £10,000. The employer pays 100% of costs up to the threshold and 20% of costs between the threshold and £10,000
- Thresholds by employer size:
- 0 to 49 employees: nil
- 50 to 249 employees: £500
- Over 250 employees: £1,000
- Costs above £10,000 are usually met by Access to Work
- No cost share for self-employed applicants, for the Mental Health Support Service, or for people who had been working for less than 6 weeks when they first applied
Maximum Award
- A grant can be up to £69,260 a year
Award Period
- Your decision letter states when your grant ends
- You can apply to renew it 12 weeks before it ends
How to Apply
The Process
- Apply: Apply online at www.gov.uk/access-to-work (the quickest way) or call the helpline on 0800 121 7479 (Monday to Friday, 9am to 5pm)
- Initial contact: Someone from Access to Work will contact you to talk about your application, and may ask permission to speak to your employer
- Assessment: If needed, an assessor may call you or view your workplace by video call or in person. If you already know what support you need, you may not need an assessment
- Decision letter: Tells you how much your grant will be and what it should pay for
- Arranging support: You or your employer may need to pay some costs up front and claim them back later
- Claiming: Claim online or by post with the dates you had support and invoices or receipts. Your employee has 9 months to claim for costs
Tips for a Successful Application
- Apply early: You can apply up to 12 weeks before you start or return to work — apply as soon as you have a job offer
- Be specific: Describe specific tasks you struggle with, not just your condition
- Suggest solutions: If you know what equipment/support you need, say so
- Keep records: Note dates, reference numbers, and names of everyone you speak to
- Ask for reconsideration if refused: If you disagree with the decision, call the Access to Work helpline to ask someone to reconsider your application
For Employers
Why Access to Work Matters to You
- Shares your costs: AtW can fund support beyond the reasonable adjustments you must make
- Removes barriers to hiring: Knowing AtW exists means cost need not be a reason to avoid hiring disabled candidates
- Supports retention: Existing employees who develop a condition can be supported to stay in work
- Expert input: Assessments can identify practical workplace support
Employer Responsibilities
- You still must make reasonable adjustments under the Equality Act — Access to Work is not a substitute for that legal duty
- You may need to contribute to costs (see Cost Sharing above)
- Help with the assessment and implement agreed support
- Do not delay or withdraw a job offer because an Access to Work application is still being processed — that risks disability discrimination
Common Employer Mistakes
- Waiting for AtW before starting: Put interim adjustments in place and encourage the employee to apply early
- Assuming AtW covers everything: Reasonable adjustments, such as accessible premises and standard software, are YOUR responsibility
- Not knowing AtW exists: Train HR and hiring managers about AtW
- Not supporting the application: Help the employee with the process; provide job role information promptly
Resources
- GOV.UK: Access to Work — www.gov.uk/access-to-work
- Access to Work helpline: 0800 121 7479
- GOV.UK: Access to Work factsheet for employers
- Acas: Reasonable adjustments at work