Access to Work guide for line managers
Updated on: 27 October 2025
How to support employees who need adjustments funded through Access to Work.
This guide explains how line managers can support employees who need reasonable adjustments funded or partially funded through Access to Work. It includes what to consider during recruitment, how to support existing staff, and your responsibilities once an award is made.
During recruitment
Make sure all applicants are made aware that reasonable adjustments are available during the recruitment process.
When you appoint a new member of staff, provide information on how to apply for Access to Work if needed. Applications made within the first six weeks of employment are fully funded by Access to Work.
Providing ongoing information
As part of onboarding – and on an ongoing basis – make information about reasonable adjustments and Access to Work available to your team.
If a staff member seeks advice:
- Refer them to Occupational Health, if appropriate.
- You can also seek advice from your HR Business Partner.
If a staff member applies for Access to Work
If a staff member tells you they have applied for Access to Work:
- Make your Head of School or Service Director aware that there may be costs to factor into School or unit budgets.
- Do this while maintaining appropriate confidentiality about the staff member's condition or circumstances.
When an award is made
Once Access to Work has completed its assessment, an award letter will be sent to you and your staff member. This letter includes:
- a list of recommended adjustments
- the total cost of each item
- how much Access to Work will contribute
Arranging purchases and funding
You have two options for purchasing the recommended items:
- You can purchase the items yourself and reclaim the eligible portion of costs.
- Or you can contact the Equality, Diversity and Inclusion (EDI) team for help with the purchases and claims process.
The School or professional services unit is responsible for paying:
- the first £1,000 of any specialist aids or equipment
- 20% of any additional costs above £1,000
Once the EDI team has calculated the total outstanding cost, they will send you a summary and request a journal transfer to reimburse them.
If your School or professional services unit is arranging the purchases and claims process, please ask them to inform Finance of any claims made.
Ongoing support (scribes, support workers, British Sign Language interpreters)
If the award includes ongoing support such as a scribe, support worker or BSL interpreter:
- Timesheets and invoices must be sent regularly to the EDI team so claims can be submitted to Access to Work.
- Without this documentation, claims cannot be processed.
- Please send timesheets and invoices as soon as they are completed or received.