Access to Work: The Complete Guide for Employers and Employees

What Is Access to Work?

Access to Work (AtW) is a UK government programme funded by the Department for Work and Pensions (DWP) that provides practical and financial support to disabled people in employment. It covers costs that go beyond what would be considered a "reasonable adjustment" under the Equality Act 2010.

Key principle: Access to Work covers the EXTRA costs of disability in the workplace — not costs that any employer should bear as reasonable adjustments, and not costs that arise regardless of employment.

Eligibility

Who Can Apply?

• Anyone with a disability, health condition, or mental health condition that affects their ability to work
• Must be in paid employment (including self-employment), about to start paid work, or about to start a work trial
• Must be aged 16+ and live in England, Scotland, or Wales
• Must NOT be receiving full-time education (separate support exists for students)

What Counts as "Disability"?

• Any physical or mental health condition lasting 12+ months (or expected to)
• No formal diagnosis required for application — Access to Work uses functional assessment
• Includes: mobility impairments, visual impairments, hearing loss, mental health conditions, neurodivergence, learning disabilities, chronic pain, chronic fatigue, epilepsy, and many more

What Access to Work Covers

Communication Support at Interview

• BSL interpreters, lip-speakers, palantypists, or notetakers for job interviews
• Applied for by the job applicant (not the employer)
• Available since 2021 — removed a major barrier for deaf jobseekers

Assistive Technology and Equipment

• Screen readers (JAWS, SuperNova) and magnification software
• Specialist keyboards, mice, and input devices
• Speech-to-text software (Dragon NaturallySpeaking)
• Ergonomic chairs, desks, and workstation modifications
• Hearing equipment beyond basic hearing aids (e.g., Roger pens, loop systems)

Support Workers

• Readers: For blind and visually impaired workers who need documents read
• BSL interpreters: For deaf workers in meetings, training, and daily communication
• Job coaches: Ongoing support for people with learning disabilities or autism
• Mental health support: The Access to Work Mental Health Support Service provides up to 9 months of coaching-based support
• Personal assistants: Physical support for workers with mobility impairments

Travel to Work

• Taxi fares when public transport is not accessible
• Adaptations to a vehicle
• Fares for a companion if the person cannot travel independently
• Not covered: Standard commuting costs that any employee would incur

Working from Home Support

• Equipment and technology for accessible home working
• Increased where remote working expanded post-COVID

Costs and Awards

Cost Sharing

Access to Work does NOT cover 100% of costs in all cases:

• Employer contribution: Employers contribute a percentage based on their size:

- 1–49 employees: No contribution for first £10,000

- 50–249 employees: 20% of first £10,000

- 250+ employees: 100% of first £10,000 (only AtW pays the excess above £10,000)

• Self-employed: No contribution
• New starters: No employer contribution for the first 6 weeks

Maximum Award

• Approximately £66,000 per year (2023/24) — reviewed annually
• This cap is controversial for deaf people requiring full-time BSL interpreters (costs can exceed the cap)
• For exceptional cases, higher awards can be agreed through the AtW panel

Award Period

• Typically 1–3 years
• Renewable — reviewed at renewal to check continuing need
• Equipment is typically funded as a one-off purchase; support workers as ongoing

How to Apply

The Process

1. Contact AtW: Call 0800 121 7479 or apply online (www.gov.uk/access-to-work)
2. Initial assessment: AtW adviser gathers information about the condition, job, and barriers
3. Workplace assessment: An approved assessor may visit the workplace (or conduct a remote assessment) to identify needs
4. Award letter: Details what will be funded, for how long, and any employer contribution
5. Procurement: Equipment ordered, support workers arranged, or funding agreed
6. Claiming: Employer or individual claims reimbursement (or AtW pays supplier directly)

Timelines

• Target: Decision within 20 working days of application
• Reality: Often 4–8 weeks for straightforward cases, 8–12 weeks for complex cases
• Interview support: Faster turnaround (can be arranged within days)

Tips for a Successful Application

1. Apply early: Don't wait until you start the job — apply as soon as you have a job offer
2. Be specific: Describe specific tasks you struggle with, not just your condition
3. Suggest solutions: If you know what equipment/support you need, say so
4. Get a workplace assessment: Even if you know what you need, an independent assessment strengthens the case
5. Keep records: Note dates, reference numbers, and names of everyone you speak to
6. Appeal if refused: Ask for a review if you disagree with the decision — many are overturned

For Employers

Why Access to Work Matters to You

• Reduces your accommodation costs: AtW covers expenses beyond reasonable adjustments
• Removes barriers to hiring: Knowing AtW exists means cost is not a reason to avoid hiring disabled candidates
• Supports retention: Existing employees who acquire disabilities can be supported to stay in work
• Expert guidance: AtW assessors provide expert advice on workplace adjustments

Employer Responsibilities

• You still must make reasonable adjustments under the Equality Act (AtW is for costs beyond reasonable adjustments)
• You may need to contribute to costs (see Cost Sharing above)
• You must facilitate the workplace assessment and implement agreed adjustments
• You cannot refuse to hire someone because AtW has not yet been processed — that would be disability discrimination

Common Employer Mistakes

1. Waiting for AtW before starting: Begin the role with interim adjustments; AtW will reimburse backdated costs
2. Assuming AtW covers everything: Basic accessibility (accessible premises, standard software) is YOUR responsibility
3. Not knowing AtW exists: The biggest mistake — train HR and hiring managers about AtW
4. 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
• Disability Rights UK: Factsheet on Access to Work
• Business Disability Forum: Access to Work employer guide
• RNIB: Access to Work for visually impaired people
• RNID: Access to Work for deaf and hard of hearing people