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Access to Work

Contents

What is Access to Work?
Who can apply?
Access to Work funding
What will Access to Work fund?
What will Access to Work not fund?
How is funding shared?
Mental health support
Applying to Access to Work
Tips for Access to Work applications
The role of line managers
Further support

What is Access to Work?

Access to Work is a government grant scheme run by the Department for Work and Pensions (DWP). It provides financial support to help Disabled employees to overcome workplace barriers to start or stay in work.

Access to Work does not replace an employer’s legal duty under the Equality Act (2010) to provide reasonable adjustments. Instead, it provides funding for reasonable adjustments that go beyond what would be considered reasonable for UCL to provide as an employer.

Line managers should explore reasonable adjustments with staff as soon as they know, or could reasonably be expected to know, that an employee has a disability, neurodivergence, health or mental health condition. The Adjustments Passport can be used to support these conversations and record any agreed or interim adjustments.

For further guidance, please refer to

For additional advice and support, please contact your HR People Partner or email the Equality, Diversity & Inclusion Team. More information on UCL’s commitment to disability equality and how we support Disabled employees can be found on our Disability Equality pages.

Important: Access to Work applications are currently taking up to nine months to process, so please apply as soon as you identify a need. New starters who apply before starting their role (or within the first six weeks) have their applications prioritised.

Who can apply?

Any UCL employee with a disability, long-term health condition (lasting 12 months or more), mental health condition, or neurodivergence can apply for support through Access to Work.

An individual is considered to have a disability under the Equality Act (2010), if they have a physical or mental impairment that has a ‘substantial’ and ‘long-term’ negative effect on your ability to do normal daily activities.

You do not need a diagnosis to apply and are not usually required to provide medical evidence.

To be eligible you must:                                                                  

  • Be over the age of 16.
  • Be in paid employment (or have a job offer starting within six weeks).
  • Live and work in England, Scotland or Wales.
  • Have a disability, or long-term health condition that affects your ability to do your job or travel to work.

Check if you’re eligible for Access to Work.

Access to Work funding

What will Access to Work fund?

Employees

Access to Work grants fund support or equipment for Disabled employees experiencing barriers at work (including those who work from home part-time or full-time) when the required support goes beyond what an employer is reasonably expected to provide.

This may include:

  • Specialist equipment and/or software, plus assistive technology training.
  • Practical help at work such as a support worker, note-taker or job coach.
  • A British Sign Language (BSL) interpreter and/or lip speaker.
  • Extra transport costs, such as taxi or adaptations to an employee’s vehicle if they cannot use public transport.
  • Disability/neurodiversity awareness training for colleagues and team members.

Access to Work will fund 100% of approved equipment costs for new starters (within first six weeks of employment). New starters who know they will need Access to Work-funded adjustments are therefore encouraged to apply as early as possible.

Interview candidates

Access to work will also provide communication support at interviews for candidates who:

  • Are deaf or hard of hearing and require a BSL interpreter or lip speaker.
  • Have a physical, mental health or neurodiverse condition, or learning difficulty and require communication support.

An Access to Work adviser will inform applicants of their decision, within two working days, so ensure applicants are given sufficient time to apply prior to the interview.

What will Access to Work not fund?

  • Standard office equipment. They may also decline ergonomic equipment if not considered specialised enough.
  • Equipment where the total cost is under £1,000 (for staff employed for more than six weeks).

Exceptions to the £1,000 threshold include:

  • Transport costs (e.g. regular taxi fares where public transport is not accessible).
  • Coaching and support for neurodivergent staff.
  • Neurodiversity awareness training for teams and colleagues.

Equipment or support must not be purchased before Access to Work approval, as costs will not be reimbursed. Departments may choose to fund adjustments independently but should be aware that Access to Work will not reimburse these costs if purchased prior to funding approval.

Access to Work guidance is reviewed regularly, and what is considered standard and reasonable may change over time.

How is funding shared?

Funding depends on length of employment and type of support:

  • New starters (under six weeks): up to 100% funded by Access to Work
  • Mental Health Support Service: up to 100% funded by Access to Work
  • In position six weeks or more: costs will usually be shared by Access to Work and UCL

Cost Band                                            Funding Source

Up to £1,000                                         100% UCL

Between £1,000 and £10,000               20% UCL + 80% Access to Work

Over £10,000                                         Normally met by Access to Work

Find out more information on funding reasonable adjustments. 

Mental health support

Employees can receive support to manage their mental health at work, which is funded entirely by Access to Work.

Support includes:

  • One-on-one sessions with a mental health professional.
  • A personalised wellbeing support plan to help you remain in or return to work.
  • Work-focused support tailored to address mental health challenges in the workplace.
  • Recommendations for workplace adjustments and strategies to enhance support within the work environment.

It is recommended that you apply directly to Access to Work’s mental health service providers, rather than through Access to Work to avoid additional wait times. Staff can apply directly to the following service providers:

Applying to Access to Work

Employees must apply to Access to Work themselves, either online or by phone. 

You will be asked about:

  • How your condition affects your work or travel.
  • What support you already have.
  • What additional support may help.

Access to Work may request further information, such as a job description or details from a line manager.

Access to Work is open Monday to Friday, from 9am to 5pm.

Apply to Access to Work online.

Employees can also apply by phone via the Access to Work helpline. The helpline can also be used before applying to ask about the process, eligibility, or for any other questions.

Tips for Access to Work applications

When applying, you will be asked for:

  • Your National Insurance number.
  • Your workplace address: University College London, Gower Street, London, WC1E 6BT.
  • The name and contact details (email and work phone number) of a workplace contact - usually your line manager or an alternative departmental contact.

You do not need a diagnosis to apply. When completing the form, describe any disability, neurodivergence, or physical or mental health condition you experience (or are being assessed for), and how this affects your work and what barriers you experience.

You may be asked to explain which aspects of your role you find challenging, for example:

  • Planning and organising tasks.
  • Prioritising workload or managing schedules.
  • Note-taking, concentration or focus.
  • Communication.
  • Travelling by public transport.
  • Mobility, or sitting/standing for long periods.

Important: the Access to Work application does not allow you to save your progress. To avoid losing your work, it is recommended that you draft your responses in Microsoft Word or another application first, allowing you to take your time, refine your answers, and refer back to them when completing the form.

Access to Work may request additional information, such as a job description or details about your work environment. Supporting documents such as  an Occupational Health report (from Workplace Health) or Workplace Needs Assessment can also be used to support your application. This is usually not needed at application stage, but rather once an Access to Work case manager is assigned to assess your application, so it may be useful to collate any supporting information whilst waiting for your application to be assessed.

The role of line managers

Line managers (or an alternative departmental contact) must be named in the application and may be contacted by Access to Work.

Once an Access to Work award is approved, the line manager or department is responsible for:

  • Purchasing and implementing the agreed adjustments.
  • Supporting the reimbursement process.

Line managers are encouraged to read the Access to Work Factsheet for Employers to better understand their role in the process and effectively support staff.

The Access to Work application process can be complex, lengthy, and administratively burdensome for Disabled staff. Line managers should be mindful of these challenges and provide support wherever possible.

Further support

If you would like further UCL support or information on applying to Access to Work please email the Equality, Diversity & Inclusion Team.

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