Access to Work: The Employer's Guide to Costs & Reclaims

What is Access to Work (for Employers)?

Access to Work (AtW) is a government grant scheme that reimburses employers for the cost of disability support materials and personnel.

As an employer, it is your secret weapon. It allows you to support staff with high-end equipment and coaching without hurting your bottom line.

Who pays? (The Cost Share)

Many employers fear offering adjustments because of cost. The good news is that for many businesses, Access to Work pays 100%.

The level of cost share depends on the size of your business:

Business Size	You Pay (First £1000)	You Pay (Next Amounts)	Access to Work Pays
Small (0-49 employees)	£0	£0	100%
Medium (50-249 employees)	First £500	20% of costs up to £10k	The rest
Large (250+ employees)	First £1,000	20% of costs up to £10k	The rest

Example 1: Small Agency (20 staff) You hire a developer with ADHD. They need £2,000 of coaching and a £300 specialist keyboard.

• Total Cost: £2,300
• You Pay: £0
• Grant Pays: £2,300

Example 2: Large Corp (500 staff) Same scenario (£2,300 cost).

• You Pay: £1,000 (Mandatory threshold) + 20% of the remaining £1,300 (£260).
• Total Cost to You: £1,260.
• Grant Pays: £1,040.

What is NOT funded?

Access to Work will not pay for “standard” business costs.

• MacBooks/Laptops: If every employee gets a laptop, AtW won’t buy your disabled employee a better one unless there is a specific disability software reason.
• Standard Furniture: They won’t pay for a standard desk. They WILL pay the extra cost of a height-adjustable desk over a standard one.

The Process for Employers

1. Employee Applies: The employee must trigger the application. You cannot do it for them, but you can support them.
2. Assessment: The employee speaks to an advisor. They may contact you to confirm employment details.
3. Award Letter: The employee receives a letter stating the “Approved Items”.
4. Purchase: You (the employer) must buy the items upfront. This is important. You own the equipment.
5. Claim: You submit the invoice/receipt + the claim form to the DWP.
6. Refund: The DWP deposits the grant amount into your business bank account (usually within 10-14 working days).

Why you should encourage it

1. Retention: Employees who feel supported stay longer.
2. Productivity: An employee with the right tools (e.g., noise-cancelling headphones) is often 2x more productive.
3. Legal Safety: Using AtW demonstrates you are going above and beyond your duty to make Reasonable Adjustments.