Chapter 5. Provider Payments and Vacancies

Supporting Documents for this Chapter:

• Calculating the rate reduction for Pre-Existing Employment Supporting Document

• Manual Claim Provider Advicesign-in required (sign-in required)

• Progress Payment Review template

• SEE Program – Evidence for Progress Payments

• Workforce Specialist Projects eligible for Progress Paymentssign-in required (sign-in required)

5.1. Chapter OverviewCopy citation · §5.1

The Workforce Australia Employment Services Provider payment model recognises Providers are servicing the most disadvantaged Participants and will need to invest in them if they are to secure long-term employment. The payment model has been designed to incentivise personalised support and outcomes for those hardest to help, and to support Provider viability.

The payments covered in this Chapter are:

• Upfront Payments to support early intervention through:

  • Engagement Payments on a Participant’s initial Commencement into Services, and

  • Transfer Payments when a Participant Commences with a Provider having previously Commenced with another Workforce Australia Employment Services Provider.

• Progress Payments where a Participant’s job readiness has improved through participation in education, vocational and non-vocational activities, and work placements including paid work that does not result in an Employment Outcome.

• Employment Outcome Payments upon achievement of 4, 12 and 26 Week Employment Outcomes.

• Harvest Work Outcomes upon achievement of 4, 12 and 26 Weeks in Harvest Work.

• Very Long Term Unemployment (VLTU) Bonus paid in addition to 12 and 26 Week Employment Outcomes and Harvest Work Outcomes for Participants unemployed longer than 24 months.

Note: All Provider payment amounts in this Guideline are inclusive of GST.

5.2. Upfront PaymentsCopy citation · §5.2

5.2.1. GeneralCopy citation · §5.2.1

An Upfront Payment will be available once per Provider for each Participant in a Period of Unemployment³. Upfront Payments include Engagement Payments and Transfer Payments.

(Deed Reference(s): Clause 154)

5.2.2. Engagement PaymentsCopy citation · §5.2.2

An Engagement Payment of $1,281.60 will be paid once during a Participant’s Period of Unemployment upon their initial Commencement in Services. Eligible Commencement dates prior to 1 July 2025 attracted a $1,200 Engagement Payment.

The Engagement Payment will be paid automatically by the Department’s IT Systems once the Provider has Commenced the Participant in Services.

No further Engagement Payments will be payable during the Participant’s same Period of Unemployment. This includes where a Participant transfers between Workforce Australia Services providers or between Other Services such as Workforce Australia – Transition to Work or Workforce Australia Online. Where a Participant Exits and returns to Services within 13 weeks, a new Engagement Payment will not be payable.

5.2.3. Transfer PaymentsCopy citation · §5.2.3

A Transfer Payment of $640.80 is paid when a Provider Commences a Participant who has previously been Commenced in Workforce Australia Services within their current Period of Unemployment. This includes where the Participant has transferred from another Provider, or is returning to Workforce Australia Services from Other Services or Workforce Australia Online within the same Period of Unemployment. Transfer Payments were $600 for eligible Commencement dates prior to 1 July 2025.

There is no limit on the number of Transfer Payments that can be made for a Participant; however, a Provider is only eligible for one Upfront Payment (either an Engagement Payment or Transfer Payment) for each Participant per Period of Unemployment. Hence, if a Participant transfers off a Provider's Caseload and then transfers back within the same Period of Unemployment, the Provider is not eligible for another Upfront Payment.

Example: Participant Commences with Provider A (who receives an Engagement Payment), transfers to Provider B (who receives a Transfer Payment) and later transfers back to Provider A, all in the same Period of Unemployment, there is no new Upfront Payment for Provider A.

Where the same Participant leaves Workforce Australia Services and returns to Workforce Australia Services within the same Period of Unemployment:

a) If the Participant returns to Provider A, there is no further payment for Provider A, who has already received an Engagement Payment.

b) If the Participant is Referred to Provider B, there is no further payment for Provider B, who has already received a Transfer Payment.

c) If the Participant Commences with a different Provider, a Transfer Payment is payable to that Provider.

Where a Participant has Exited employment services and recommences outside the allowable break period of 13 consecutive weeks, a new Period of Unemployment starts and an Upfront Payment will be available to the Provider, even where they have previously serviced the Participant.

5.2.4. Scaling of Upfront PaymentsCopy citation · §5.2.4

Upfront Payments will be scaled in the 6 months prior to the end of a Licence when a Provider will cease to deliver services.

Payments will be scaled to 50 per cent where a Participant commences with a Provider in the last 4 to 6 months of the Provider’s Licence, and scaled to 25 per cent in the final 3 months of the Provider’s Licence.

If scaling applies, the Department’s IT Systems will automatically adjust the value of the Upfront Payment, and no further action is required of the Provider.

When a Participant is Commenced in the Department’s IT Systems the Upfront Payment is made automatically and a Recipient Created Tax Invoice is automatically generated.

5.3. Progress PaymentsCopy citation · §5.3

All Personnel must complete the Workforce Australia - Progress Paymentssign-in required (sign-in required) training module before lodging a claim for Progress Payments in the Department’s IT Systems. The training module is available through the Learning Centresign-in required (sign-in required).

(Deed Reference(s): Clause 56.3)

Progress Payments are payable for demonstrable improvement in a Participant’s employment prospects through the delivery of intensive, tailored services. Progress Payments recognise the changes in Participants' circumstances that increase their job-readiness, including:

• developing new skills through training and work or work-like experience,

• gaining new qualifications and certifications that improve employability, and/or

• reducing or removing barriers to employment (both vocational and non-vocational).

(Deed Reference(s): Clause 157)

There are 4 ways a Participant may demonstrate progress towards Employment:

• Education: participation in a course of study, such as participating for 6 months, completing a minimum benchmark qualification, or demonstrating advancement (see Progress Payments for undertaking Education)

• Activities and interventions: successfully completing the requirements of 2 or more eligible Activities or interventions that build work readiness through work-like Activities or that address Vocational or Non-vocational Barriers (see Progress Payments for undertaking Activities),

• Pathway to Employment: successfully completing an eligible Activity that provides a pathway to employment (see Progress Payments for completing a pathway to employment), or

• through a Progress Payment Review: where the Participant has completed a number of non-vocational interventions, and the Provider considers the Participant has made progress towards Employment, and the Participant agrees and verifies this (see Progress Payment Review).

The eligibility of an Activity or intervention for a Progress Payment does not constitute automatic approval of any costs in relation to the Employment Fund. Providers must ensure use of the Employment Fund meets all Guideline requirements, including the Employment Fund Principles and Prohibited purchase list, as outlined in the Employment Fund Chapter.

5.3.1. Eligibility for Progress PaymentsCopy citation · §5.3.1

All Participants in Workforce Australia Services are eligible for a Progress Payment.

Progress Payments are available to claim when the Participant’s circumstances have been changed during participation in Workforce Australia Services such that they are more prepared to gain and maintain Employment. This requires assessment by the Provider to determine when a Participant’s participation in Services has resulted in demonstrable improvement in their employment prospects.

The pathway will look different for each Participant, with some Participants requiring multiple Activities or interventions before achieving a demonstrable improvement in their employment prospects.

• System step — Providers must upload the required Documentary Evidence and any required comments in the Progress Payment screen of the Department’s IT Systems at the time of claiming the Progress Payment. If there is not sufficient space for comments, these can also be saved in a separate document (e.g. Word or PDF) that is then uploaded at the time the claim is lodged.

(Deed Reference(s): Clause 56.3, 157)

The Milestone Date

The Milestone Date is the date on which the requirements of the Progress Payment have been met.

In many cases this is when the intervention is completed, but in some circumstances, it may happen earlier. For each Activity or intervention a Participant undertakes for the purpose of the Progress Payment, these guidelines specify the requirements that must be met for a Progress Payment to be achieved. See tables 5A, 5B, 5C, 5D or 5E for specific requirements for each Activity.

The Milestone Date depends on the number of Activities that need to be undertaken:

• For an Education Progress Payment or Pathway to Employment Progress Payment, only one Activity is undertaken. The Milestone Date is the date that progress is considered to have been achieved in that single Activity.

• For an Activity and intervention Progress Payment, or a Progress Payment Review, the Participant needs to undertake two interventions. The Milestone Date is the date that progress is considered to have been achieved in the second (i.e. the latter) Activity.

The Milestone Date is used to determine:

• whether the Participant is on the Provider’s Caseload (i.e. the Milestone Date must occur on or after the day of Commencement, and on or before the date of Exit or Transfer)

• which 24-month Progress Payment Period the payment falls into

• which Provider is eligible for the Progress Payment if the Participant Transfers while undertaking an Activity (see Payment if a Participant Transfers or Exits).

Progress Payment Period

The Progress Payment Period is a measure of time during which a Progress Payment is available. Each Progress Payment Period is 730 Period of Service days long, after which a new Progress Payment Period begins. One Progress Payment is available to claim during each Progress Payment Period.

The Milestone Date will determine in which period the Progress Payment can be claimed and which period it falls into.

For example, a Participant commenced in July 2022 and had no breaks in their period of service (such as Suspensions). The first Progress Payment Period runs from July 2022 to June 2024, with the second Progress Payment Period running from July 2024 to June 2026. The Provider lodges a Progress Payment claim in August 2024 (during the 2nd Progress Payment period), and the activity has a milestone date in June 2024 (during the 1^st Progress Payment period). As the Milestone Date is part of the first Progress Payment Period, the Department’s IT Systems will treat it as occurring in Progress Payment Period 1 (and a Progress Payment will still be available for Progress Payment Period 2).

The Progress Payment Period only includes time that the Participant is Commenced on the Caseload. Periods of Suspension and/or Exemption are not part of a Participant’s Period of Service and don't count as part of the 24-month Progress Payment Period. This means that the start of the second (and subsequent) 24-month Progress Payment Periods will be delayed by the time that the Participant was Suspended or held an Exemption.

Activities started Prior to Commencement in Workforce Australia Services

Activities or interventions that the Participant started prior to their initial commencement in Workforce Australia Services, may be eligible for inclusion in a Progress Payment claim provided that:

• the milestone date occurs whilst the Participant is Commenced on the Workforce Australia Provider’s caseload, and

• any minimum requirements (specified in Table 5A, 5B, 5C, 5D or 5E) for participation in the activity after Commencement are met.

Payment if a Participant Transfers or Exits

The Progress Payment can only be claimed once in each 24-month Progress Payment Period, even where the Participant transfers between Providers.

If the Progress Payment has already been claimed for this 24-month Progress Payment Period, including by a different Workforce Australia Services Provider, the Broome Employment Services Provider, or the Yarrabah Employment Services Provider, the Progress Payment is not available to claim again.

The Progress Payment is payable to the Provider servicing the Participant on the Milestone Date of the Progress Payment, including where the Participant Commenced in the Activity with a different Provider.

Where a Participant meets the requirements for a Progress Payment by completing 2 Activities or interventions with different Providers, the Progress Payment will be payable to the Provider that is servicing the Participant when they complete the second Activity or intervention.

When a Participant transfers after completing the requirements for a Progress Payment (i.e. the milestone date occurred while the Participant was on the relinquishing Provider’s caseload), the relinquishing Provider must enter a claim for a Progress Payment within 28 calendar days from the date of transfer if not already claimed prior to the transfer. The relinquishing Provider will not be able to make a claim for the Progress Payment after 28 calendar days after transfer.

If the milestone date occurs after the date of transfer, including within this 28-day period, the Progress Payment is payable to the gaining Provider where the Participant is Commenced on the gaining Provider’s caseload on the milestone date.

The system will not allow a gaining Provider to enter a claim until 28 days after the date of Transfer to their caseload, to allow time for the relinquishing Provider to enter any claims for a Progress Payments with a milestone date prior to the Transfer.

Limit on Progress Payments

Progress Payments are intended to support and incentivise tailored servicing that meets the individual needs of Participants.

Where the Department identifies unusual patterns in Progress Payment claims, such as a disproportionately high number of claims from a particular site involving the same Activity or intervention, the Provider may be asked to explain why that activity is considered appropriate for such a large portion of the caseload.

The Department, at its discretion, can determine that a specific Activity or intervention is no longer eligible for inclusion in future Progress Payment claims. If directed to limit use of an Activity or intervention, Providers must not make any further claims that include that Activity or intervention.

5.3.2. Progress Payments for undertaking EducationCopy citation · §5.3.2

The Progress Payment for undertaking Education recognises the importance of Education in improving the job readiness and employability of Participants.

Providers may claim an Education Progress Payment where a Participant:

• participates full-time for 26 consecutive weeks in, or attains, a Certificate III or higher qualification, or

• makes progress in the Adult Migrant English Program (AMEP) and/or Skills for Education and Employment (SEE) as defined in Table 5‑A.

Education may include distance learning, online or self-paced study methods.

The following table sets out the requirements and Documentary Evidence to claim an Education Progress Payment.

5.3.3. Progress Payments for undertaking Activities and interventionsCopy citation · §5.3.3

Providers may claim a Progress Payment when a Participant completes 2 approved Activities or interventions across 3 categories:

• work placements,

• vocational interventions, or

• non-vocational interventions.

While a single Activity may address multiple barriers, it is not sufficient on its own to meet Progress Payment eligibility. At a minimum, the Participant must undertake an additional Activity or intervention. For some Participants this may require multiple interventions or Activities before progress is considered achieved. Similarly, for a Progress Payment Review, the Participant must have engaged in multiple interventions, a single intervention or Activity is not sufficient.

As of 1 October 2025, two vocational interventions may now be used in a single Progress Payment claim (previously, there was a limit of one vocational intervention). A maximum of one intervention from the categories of Skill based qualification completion and Workplace Certification may be counted towards a Progress Payment (i.e. either may be used, not one of each).

Activities or interventions can be drawn from any of the categories (including two from the same category), however some restrictions apply to vocational interventions (see Progress Payments based on vocational interventions).The Progress Payment for completion of Activities or interventions recognises the importance of addressing barriers to employment and must be appropriate to a Participant’s individual needs. The Progress Payment is not intended to be paid for participation in Activities, but for progress towards Employment.

For the purposes of the Progress Payment, an intervention must involve the Participant participating in an Activity. If an intervention only involves the provision of information, purchasing an item (for example, a bicycle or a pair of glasses) or covering a Participant’s costs (such as paying for car registration or a phone bill) it is not a suitable intervention for the Progress Payment. To qualify, the Participant must engage in a service such as training, counselling, health program etc, or a work placement.

The Provider is required to assess whether the Participant’s circumstances have changed such that they are now closer to finding Employment or being ready to find Employment. For example, the Participant has more work experience, additional skills or relevant qualifications, or has addressed identified barriers to their Employment. Paid Employment is not always required to be the next step. For example, undertaking a non-vocational intervention may mean the Participant is now capable of undertaking training or a work experience placement.

The following tables provide a list of the Activities and interventions that could count towards the Progress Payment, including the requirements or principles for each intervention type, and the type of evidence that might be used to substantiate the claim. These are intended to guide Providers in making the decision that progress towards Employment has been achieved; where the Participant has not completed the intervention but the Provider still considers they have made progress towards employment, the Progress Payment Review may be applicable.

Progress Payments based on work placements

Progress Payments based on vocational interventions

Progress Payments based on non-vocational interventions

5.3.4. Progress Payments for completing a pathway to EmploymentCopy citation · §5.3.4

Activities that provide a full pathway towards Employment can be used to claim a Progress Payment on its own. While these activities would usually result in a job placement, they can still be used to claim the Progress Payment where a job placement does not eventuate if the Participant successfully completes the Activity (for example, because the business is no longer operating or the job is no longer suitable for the Participant).

5.3.5. Progress Payment ReviewCopy citation · §5.3.5

For some Participants with Non-vocational Barriers, it may be possible to demonstrate progress towards Employment without actually completing interventions. For example, a Participant may participate in treatment for a substance abuse addiction and successfully stabilise their circumstances such that they are now able to look for work, however as their addiction is an ongoing challenge, they continue to attend a support group. In this case, although the Participant has not completed an intervention, their circumstances have materially changed and they are more prepared to look for, gain and maintain Employment.

For Participants in this circumstance, the Provider can undertake a Progress Payment Review. The Progress Payment Review has 3 components:

1. considering the Participant’s initial circumstances,

2. the details of interventions undertaken, and

3. the change in the Participant’s circumstances following the interventions that has increased their capacity to look for and gain Employment.

Participants must have undertaken 2 distinct activities or interventions when the Progress Payment Review is used. At least one of the Activities or interventions must be a non-vocational intervention where progress may be achieved without completing the intervention.

To undertake a Progress Payment Review, the Provider must complete the Progress Payment Review templatesign-in required (sign-in required) capturing these 3 elements. As the Progress Payment Review is an inherently subjective undertaking, an important consideration is that the Participant agrees they have made progress towards Employment, which must be documented as part of the Progress Payment Review.

In completing the Progress Payment Review, the Provider must include evidence to show the interventions undertaken, including the details of the Activity ID (if required) for each Activity and/or intervention, and how the Participant’s circumstances have changed. Examples of evidence a Provider might use are provided below. This is not an exhaustive list and Providers may use one or more of these, or may have alternative evidence that is more appropriate, taking into account any sensitivities for the Participant.

• The results of an assessment such as the JSCI, a Capability Assessment or Interview, an ESAt or an assessment completed by the Provider, demonstrating improvement in the Participant’s circumstances.

• Medical evidence voluntarily supplied by the Participant.

• Observations of changes in the Participant’s behaviour or demeanour, where these improve job readiness and employability.

• Recording the Employment Fund Commitment ID, where payment was through the Employment Fund and Documentary Evidence is already held to substantiate that claim, together with comments detailing the relevance to addressing the Participant’s barrier.

• Evidence from a doctor, counsellor or rehabilitation provider (e.g. invoices for services or a letter of acceptance into a program) voluntarily supplied by the Participant.

• Evidence of supports made available to the Participant to assist with caring responsibilities.

• Evidence of attendance (e.g. the Participant reporting their attendance for activities scheduled in the diary).

• A statement from the Participant that they undertook the intervention(s).

• Evidence the Participant is now participating, or participating to a greater degree or more successfully, in other Vocational or Non-vocational activities, work placements or job search.

• Documentary evidence — The Progress Payment Review must be completed in full by the Provider and agreed by the Participant. The Participant’s agreement can be documented by them countersigning the Progress Payment Review or provided electronically (e.g. an email acknowledgement). The completed Progress Payment Review and any electronic acknowledgement (where obtained) must be uploaded in the Department’s IT Systems when claiming the Progress Payment.

5.4. Employment Outcome PaymentsCopy citation · §5.4

All Personnel must complete the Workforce Australia - Outcome Paymentssign-in required (sign-in required) training module before lodging a claim for Outcome Payments in the Department’s IT Systems. The training module is available through the Learning Centre.

(Deed Reference(s): Clause 56.3)

Providers may claim Employment Outcomes when a Participant they are servicing achieves Employment, Unsubsidised Self-Employment, an apprenticeship or traineeship, or self-employment by accessing Self-Employment Assistance Small Business Coaching. This includes Employment sourced through another Workforce Australia Employment Services Provider, Workforce Specialist, CTA or EST Provider.

The amount of the Employment Outcome paid will depend on:

• whether a Full or a Partial Outcome is achieved,

• the duration of the Employment Outcome (4, 12 or 26 weeks), and

• the Participant’s JSCI score at the time of the Job Placement Start Date or Self-Employment Assistance Commencement.

(Deed Reference(s): Clauses 155 and 156, Annexure B1 – Payments and Employment Fund Credits, Annexure B2 - Outcomes)

5.4.1. Full and Partial Employment OutcomesCopy citation · §5.4.1

A Full Outcome is achieved when a Participant is in Employment, Unsubsidised Self-Employment or an apprenticeship or traineeship and has a 100 per cent income support rate reduction, or meets hours worked requirements, for the duration of the Outcome Period. A Full Outcome for Participants with a Partial Work Capacity or who are Principal Carer Parents will take into account their part-time requirements.

A Partial Outcome is achieved when a Participant is in Employment, Unsubsidised Self-Employment, an apprenticeship or traineeship, or self-employment reduces their income support by 60 per cent on average over the outcome period, or meets the relevant hours worked requirements. Partial Outcomes may also be paid for Participants accessing Self-Employment Assistance Small Business Coaching.

5.4.2. Outcome PeriodsCopy citation · §5.4.2

• The Outcome Periods are 4, 12 and 26 weeks from the Employment Outcome Start Date:

  • Generally, these weeks are consecutive, however in some circumstances there is flexibility around when the period begins or a Permissible Break can be entered (see Achieving an Employment Outcome).

  • Outcomes can be achieved at different levels for the different Outcome Periods. For example, a Participant may achieve a Full Outcome at 4 and 12 Weeks, but a Partial Outcome at 26 Weeks. Alternatively, where Partial 4 or 12 Week Outcomes are achieved, the participant may go on to achieve a Full 26 Week Outcome.

• The 4 and 12 Week Outcome Periods both commence on the Employment Outcome Start Date and run concurrently, i.e. the 4 Week Outcome makes up the first 4 weeks of the 12 Week Outcome.

• The 26 Week Period comprises 7 fortnights and the Employment Outcome Start Date may be the start of any of the 8 Services Australia fortnights following achievement of the 12 Week Outcome.

5.4.3. Employment Outcome Payment AmountsCopy citation · §5.4.3

The amount that is paid for an Employment Outcomes is aligned to the Participant’s JSCI score (Moderate or High) at the time of the Job Placement Start Date. Participants with a High JSCI score attract the higher payment amount. Providers can identify if a Participant has a High or Moderate JSCI for a tracking Outcome in the Payment Type field on the Outcome Details screen.

5.4.4. Very Long Term Unemployment (VLTU) BonusCopy citation · §5.4.4

For 12 and 26 Week Employment Outcomes, if a Participant’s Period of Unemployment exceeds 24 months on the Job Placement Start Date or Self-Employment Assistance Commencement date, a VLTU Bonus is paid automatically by the Department’s IT Systems following the associated Employment Outcome claim being lodged. The Department’s IT Systems will display the Participant’s Period of Unemployment (as at the Job Placement Start Date) on the Outcome tracker (labelled as ‘Unemployment Period’).

5.4.5. Non-Payable OutcomesCopy citation · §5.4.5

There are some Employment types that are not eligible for Employment Outcome payments, even where the Participant works sufficient hours or earns sufficient income. These are referred to as Non-Payable Outcomes as follows:

• Employment in a position that is Unsuitable.

• Any Employment involving the Participant generating their income or earnings directly from gambling work. For example, if the Participant works as a bookmaker or card dealer and keeps their ‘winnings’ as declared earnings, an Employment Outcome is not payable. However, an Outcome could still be payable where Employment is in a venue where legal gambling occurs (for example, working in a bar in a licensed venue with poker machines) but the Employment does not involve earnings derived from gambling.

• Employment that started before the Participant commenced in Workforce Australia Services, except where a Significant Increase in Pre-Existing Employment applies.

• A program, including a Work Trial program funded by the Australian Government or a state and territory government, including a Complementary Program as advised by the Department.

• Employment Outcomes where:

  • the Provider has already claimed an Outcome Payment for another Participant who previously occupied the same or a similar position (the prior outcome); and

  • the Employment Outcome Start Date occurs less than 12 weeks after the end of the Outcome Period for the prior outcome.

• Employment or Unsubsidised Self-Employment which is Recurring, except for:

  • 4 Week Full and Partial Employment Outcomes,

  • Employment Outcomes where the Participant has, and maintains, a Significant Increase in Income, or

  • Harvest Work 4 Week Outcomes.

• Any other situation the Department may advise.

5.4.6. Vacancy ManagementCopy citation · §5.4.6

Sourcing a Vacancy

Providers must engage and work with Employers to understand their needs and to identify job opportunities.

Providers must:

• refer suitable eligible Participants to appropriate Vacancies, including Vacancies sourced by the Provider and by other services such as the Local Jobs Program and Launch into Work Organisations,

• ensure any Participants referred to Vacancies meet that Employer’s needs, and

• advise eligible Participants they are required to accept any suitable job and explain the consequences of failing to do so.

• System step — Providers must record all Employment Vacancies, including those found by Participants, in the Department’s IT Systems. They must ensure each Vacancy is complete, up-to-date and compliant with any conditions of use for workforceaustralia.gov.au.

(Deed Reference(s): Clause 147)

Vacancy Types

• System step — When entering a Vacancy in the Department’s IT Systems, Providers need to enter a range of information including a job description, employer details, hours, salary and whether the job was sourced by the Participant. Providers will also need to select a Vacancy type from those listed below. Some Vacancy types trigger certain functionality when tracking for or claiming an Outcome:

• Apprenticeship or Traineeship – ‘Apprenticeship’ or ‘Traineeship’ must be selected to make use of the provision that allows a Full Outcome to be paid for a Full time Apprenticeship or Traineeship

• Pre-existing Employment – this vacancy type must be selected to enable claiming a Outcomes for Pre-Existing Employment

• Normal position – this vacancy type should be used when none of the other (more specific) vacancy types are applicable.

• Graduate

• Seasonal

• Significant Increase in Income – this vacancy type must be selected to enable claiming Outcomes for a Significant Increase in Income

• Self-Employment

• Real Jobs, Real Wages (RJRW) – must be used where the Job Placement is eligible for a RJRW Wage Subsidy. When this vacancy type is selected, Outcomes will track with the same features as a Normal position. Therefore, Providers need to be aware:

  • Where the Outcome is for Pre-existing Employment or a Significant Increase in Income, Providers must ensure the required Documentary Evidence is uploaded against Outcomes claimed. There will be no mandatory Documentary Evidence requirement enforced by the Department’s IT Systems for Outcomes associated with the RJRW vacancy type.

  • If the Employment is an Apprenticeship or Traineeship, the option to claim a Full Outcome via the system (based on full-time participation) will not be available for Outcomes associated with the RJRW vacancy type. If Providers wish to claim Full Outcomes based on participation in a full-time Apprenticeship or Traineeship they will need to submit a Manual Claim.

• WorkFoundations – this vacancy type will not track for Outcomes. It relates to paid employment placements in social enterprises under the WorkFoundations program.

• Documentary evidence — Outcome requirements and Documentary Evidence requirements may differ according to the type of Vacancy selected.

Checking Minimum Wage

Where a Provider has sourced a Vacancy they must, at the time they lodge the Vacancy in the Department’s IT Systems, make sure the relevant minimum wage is satisfied.

The minimum wage may be set out in the Modern Award that relates to the Vacancy. If a Modern Award is not in place, then the National Minimum Wage will apply. As Providers will check this at the Vacancy lodgement stage, they will not be expected to check minimum wages again when they claim an associated Outcome Payment.

Where a Participant has sourced a Vacancy, Providers are not required to check the applicable minimum wage. The Participant should already have information relating to the National Minimum Wage and the Fair Work Ombudsman. Providers must give this information to all Participants when they Commence in Services.

The information must include the following, which is contained in the Minimum wages fact sheet available on the Fair Work Ombudsman website:

• details of the latest National Minimum Wage rates,

• where to access information about the Pay and Conditions Tool and any changes to the National Minimum Wage rates, and

• the contact details of the Fair Work Ombudsman.

While Providers are not required to check the National Minimum Wage upon Job Placement for a Participant-sourced Vacancy, if a Provider becomes aware the employment does not meet National Minimum Wage requirements, they should not claim associated Outcomes.

If the Participant is being paid less than National Minimum Wage requirements, the Provider should ensure the Participant is aware of the information and assistance available to them through the Fair Work Ombudsman. While this information should have been given to the Participant when they first Commenced in Services, the Provider should again give the Participant the relevant information about the National Minimum Wage and Fair Work Ombudsman.

Placing a Participant into a Vacancy

• System step — Where a Participant is successful in gaining Employment, the Provider must place the Participant into the relevant Vacancy and record the Job Placement Start Date. The Job Placement Start Date is the date on which the Participant first commences in a job, unless one of the following circumstances apply:

• For Pre-existing Employment, the Job Placement Start Date must be the day on which the increase in hours or earnings occurred (see Outcomes for Pre-Existing Employment).

• For Full Outcomes based on a Significant Increase in Income, the Job Placement Start Date must be the day on which the increase in earnings occurred (see Outcomes for a Significant Increase in Income).

• For a trial or probationary period of employment funded by the Provider which leads to ongoing Employment with the Employer, the Job Placement Start Date is the first day of the ongoing Employment.

• For a job with a Paid Induction Period or employer-funded work trial the Provider can decide whether to use the date on which the Participant commences the induction/work trial or the first day of continuous Employment following the induction as the Job Placement Start Date.

• For volunteer work/work experience/unpaid work that leads to ongoing Employment the Job Placement Start Date is the first day of the ongoing Employment.

• System step — The Job Placement Start Date must be recorded within 56 calendar days of the Participant commencing in the job or the date of the Significant Increase in Income/Significant Increase in Pre-existing Employment. The Department’s IT Systems will not allow Providers to backdate a Job Placement Start Date by more than 56 days, nor will Providers be able to amend vacancy details outside the 56 day period. The Department expects Providers to remain in regular contact with Participants, including awareness of gaining Employment.

• Documentary evidence — Providers need to have Documentary Evidence to support the entering of a Job Placement Start Date in the Department’s IT Systems. This Documentary Evidence can take a range of forms, including a file note that records how the Provider became aware of the Employment or written communication about the Employment from the Participant or Employer.

(Deed Reference: Clause 19.1)

For an Employment Outcome to track, the Job Placement Start Date must be a date that the Participant was commenced on the Provider’s Caseload (unless the provisions of the next paragraph apply).

Where a Participant has a Job Placement Start Date within 28 calendar days of Exit or transfer to another Site/Provider, an Employment Outcome may be payable if all requirements are met.

Job Placement Start Dates (within 28 days of Exit) that have been entered into the Department’s IT Systems from 11 December 2023 will automatically track for Employment Outcomes where eligible. Any such Job Placement State Dates entered prior to 11 December 2023 will not automatically track for Employment Outcomes and will only be payable via Manual Claim.

Employment Outcomes will not track for the Provider/Site if the Participant has Commenced with another Provider/Site prior to the Job Placement Start Date.

5.4.7. Achieving an Employment OutcomeCopy citation · §5.4.7

To trigger the Department’s IT Systems to commence tracking the 4 and 12 Week Periods for an Employment Outcome, a Provider must record a Vacancy in the Department’s IT Systems and record the Job Placement Start Date against that Vacancy with a Placement Confirmed status.

For Participants on an Income Support Payment, the Department’s IT Systems capture the Participant’s earnings and hours information as declared to Services Australia by the Participant. The Department’s IT Systems use this information to calculate whether the requirements for a Partial or Full Outcome have been met.

For Participants where this information is not available (such as Participants not on an Income Support Payment), or the Provider disagrees with the information in the Department’s IT Systems, the Provider will need to enter the relevant information manually, supported by Documentary Evidence. See Pay Slip Verified Outcomes for more information.

Setting the Outcome Start Date - Participants on income support

Where a Participant is receiving an Income Support Payment, the Outcome Period will always be aligned with the fortnightly cycle that the Participant declares their earnings and hours worked to Services Australia.

After a Job Placement Start Date is entered, the Department’s IT Systems will initially set the Employment Outcome Start Date to be the first day of the Participant’s Services Australia Fortnight on or after the Job Placement Start Date.

Where the Participant’s earnings or hours for that Services Australia Fortnight are less than required for a Full or Partial Outcome, the Department’s IT Systems will automatically move the Outcome Start Date to the next fortnight/s and continue tracking to maximise the Provider’s opportunity to achieve a Full or Partial Outcome.

Providers can also manually choose the Outcome Start Date, within the fortnight limits outlined below, to select the fortnight that is most beneficial to them. Once an Employment Outcome has been claimed, the Employment Outcome Start Date cannot be changed. There are no Documentary Evidence requirements when selecting an Outcome Start Date.

4 Week and 12 Week Outcome Start Date

At any time until a 4 Week or 12 Week Outcome is claimed, Providers can manually change the Outcome Start Date to be any of the first 4 Services Australia fortnights beginning on or after the Job Placement Start Date. The 4 and 12 Week Outcomes Periods share the same Employment Outcome Start Date and run concurrently with the 4 Week Outcome being the first 4 weeks of the 12 Week Outcome. Therefore, claiming the 4 Week Outcome will set the Outcome Start Date for both the 4 and 12 Week Outcome Periods.

26 Week Outcome Start Date

For the 26 Week Outcome Period, Providers can choose the Outcome Start Date to be any of the first 8 Services Australia fortnights following achievement of the 12 Week Outcome. A 26 Week Outcome cannot be achieved without the associated 12 Week Outcome being achieved and claimed. The 26 Week Outcome Period begins after the achievement of the 12 Week Outcome and comprises 7 fortnights.

Setting the Outcome Start Date - Participants not on income support

For Participants who are not receiving an Income Support Payment when they are placed in Employment, as there is no Services Australia Fortnight to align to, the Employment Outcome Start Date will automatically be the Job Placement Start Date recorded in the Department’s IT Systems.

Providers have the choice of 4 Employment Outcome Start dates, from and including the Job Placement Start Date. That is, the Employment Outcome Start Date can be either the Job Placement Start Date, or 14, 28 or 42 days later.

Tracking towards an Outcome - Fortnightly Result

The Department’s IT Systems will use earnings and/or hours worked information declared by the Participant to Services Australia, or entered by the Provider based on Documentary Evidence, to determine if an Outcome is payable.

For Outcomes tracking using Services Australia information, the Department’s IT Systems will automatically make Partial or Full Outcomes available if Outcome requirements have been met.

Outcomes are assessed using fortnightly periods, comprising:

• 2 fortnights for a 4 Week Outcome,

• 6 fortnights for a 12 Week Outcome (which includes the 2 fortnights of the 4 Week Outcome), and

• 7 fortnights for a 26 week Outcome (i.e. weeks 13 to 26 of the Outcome Period).

There are some circumstances where flexibilities apply to the fortnight periods for an Outcome to be payable:

• For Partial Outcomes, the Participant needs to achieve the necessary income rate reduction or hours requirement on average over the Outcome Period.

• For example, to achieve a 4 Week Outcome (earnings based) which requires a 60 per cent rate reduction, a Participant may achieve an 80 per cent rate reduction in one fortnight, and a 50 per cent rate reduction in the second fortnight.

• For Full Outcomes based on the Participant’s earnings, a small number of fortnights with reduced earnings are permitted. Please see Variability in Earnings for more information.

• For all types of Outcomes, Permissible Breaks may be applied in some circumstances to remove one or more fortnightly periods from the Outcome calculation. Each fortnightly Permissible Break will extend the Outcome Period by one fortnight.

Earnings-Based Outcomes

For Participants on JobSeeker Payment or Youth Allowance (other) with full-time Mutual Obligation Requirements, eligibility for an Outcome Payment is determined based on their earnings during the Outcome Period. The Department’s IT Systems will use the Participant’s earnings each fortnight to calculate the amount their income support has reduced by (i.e. the rate reduction). For example, if the Participant’s earnings from Employment mean they only receive 30 per cent of their JobSeeker Payment in a fortnight, their rate reduction for that fortnight is 70 per cent.

Earnings information will either be imported from Services Australia’s IT system or entered by the Provider. Please refer to the Lodging an Employment Outcome section for more information.

Hours-Based Outcomes

Outcome Payments are based on the number of hours worked during the Outcome Period for Participants with a Partial Capacity to Work, part-time Mutual Obligation Requirements, aged 55 years and over, receiving Carer Allowance, on other payments (such as Disability Support Pension Recipients) or not receiving income support payments.

For Participants with a Partial Capacity to Work of 0-7 or 8-14 hours per week, a Full Outcome is payable when they work at least 16 hours per fortnight, while a Partial Outcome is payable where they work 10 hours per fortnight on average.

A Participant not on an Income Support Payment must complete an average of 40 hours a fortnight of paid work to trigger a Full Outcome, or an average of 30 hours a fortnight to trigger a Partial Outcome.

For all other hours-based Outcomes, the Participant must work at least 30 hours each fortnight for a Full Outcome, or an average of 20 hours each fortnight for a Partial Outcome.

Hours information will either be imported from Services Australia’s IT system, or entered by the Provider. Please refer to the Lodging an Employment Outcome section for more information.

Outcomes for Participants Not on Income Support

Where a Participant is not receiving an Income Support Payment, Employment Outcomes cannot be tracked using Services Australia data, and all Employment Outcomes must be claimed as Pay Slip Verified Outcomes.

Outcome Requirements

The circumstances applicable for the Participant on the Job Placement Start Date will determine the Outcome requirements as shown below.

Table 5-F: Employment Outcome Requirements

*Applies to Job Placement Start Dates on/after 1 April 2025.

Outcomes for Participants undertaking a Full-Time Apprenticeship or Traineeship

For Participants who are undertaking a full-time apprenticeship or traineeship, a Full Outcome is payable provided they remain full-time in the apprenticeship or traineeship for the Outcome Period, regardless of the income earned/hours worked by the Participant.

When the Outcome has finished tracking, if there is sufficient Services Australia data to verify a Full Outcome the Provider may lodge an auto claim without Documentary Evidence just like any other Outcome.

Where the Services Australia data does not support a Full Outcome, and the Participant has remained each week in a full-time apprenticeship or traineeship for the relevant Outcome Period, Providers may use Documentary Evidence to claim a Full Outcome.

In order to claim a Full Outcome using Documentary Evidence, Providers must ensure the Vacancy is created with the Vacancy type of Apprenticeship or Traineeship and the Position Type of ‘full-time position’.

• Documentary evidence — The Documentary Evidence must be uploaded at the time the Full Outcome is claimed and must include the following information:

• the name of the Employer;

• the period of Employment; and

• evidence that the Participant remained in the apprenticeship/traineeship on a full-time basis for each week of the relevant Outcome Period.

• System step — When lodging the claim, in the ‘Outcome verification details’ section (in the outcome details screen), at the 'Treat Outcome as' field, the Provider can toggle between two options: ‘Normal’ or ‘Full Time Apprenticeship Agreement.’

• System step — The Provider should select ‘Full Time Apprenticeship Agreement’ and click on the ‘Update’ button if they wish to claim a Full Outcome using Documentary Evidence. They will then be able to upload the required Documentary Evidence and claim the Full Outcome.

Outcomes for a Significant Increase in Income

In some cases, a Participant may be in Employment they started after Commencement in Workforce Australia Services (including while on the Caseload of the Provider or with another Provider), but is not working enough to achieve a Full Outcome. If the Participant goes on to increase their earnings such that they cause their income support to cease, the Provider can record this as a ‘Significant Increase in Income’ and begin tracking for 4, 12 and 26 Week Full Outcomes from the date of the increase.

The increase in earnings can be due to the Participant increasing earnings in their existing job or starting work in an additional job.

Significant Increase in Income vacancies can only be paid as Full Outcomes. The Department’s IT Systems will not allow Partial Outcomes to be paid for this vacancy type.

Providers are not eligible to claim Employment Outcomes for a Significant Increase in Income where Full Outcomes have previously been claimed for that Employment in the current Period of Unemployment.

The Significant Increase in Income provisions are available for Participants who obtained Employment while Commenced in Workforce Australia Services. For Participants who were already working prior to Commencement in Workforce Australia Services refer to Outcomes for Pre-existing Employment.

Providers may claim a Full Outcome for a Significant Increase in Income in the following specific circumstances:

• The Provider has previously claimed a 12 Week Partial Outcome for a Participant’s Employment (in the current Period of Unemployment) and the Participant continues in that Employment with the same employer, increasing their income to a level sufficient to cease income support.

• The Provider has previously claimed a 12 Week Partial Outcome for a Participant’s Employment (in the current Period of Unemployment) and the Participant then gains a second job, the combined earnings are sufficient to cease the Participant’s income support.

• The Provider has previously entered a Job Seeker Placement Start Date for a Vacancy but no Employment Outcomes were achieved, and the Participant then increases their earnings (with the same Employment or multiple jobs) to cease the Participant’s income support.

• Documentary evidence — Enter a Vacancy in the Department’s IT Systems and select the 'Significant Increase in Income' vacancy type. Place the Participant into the Vacancy recording the Job Placement Start Date as the day on which the Significant Increase in Income occurred. For hours-based Participants this is the start of the relevant pay period in which the increase occurred. For earnings-based Participants, this is the pay slip date.

• Documentary evidence — Documentary Evidence of the Participant’s Employment earnings for the 4 weeks prior to the Significant Increase in Income must be uploaded at the time of claim. Documentary Evidence should be in the same form as required for Pay Slip Verified Outcome Payments and uploaded to the Department’s IT Systems.

While Providers should enter all Job Placements into the Department’s IT Systems where possible, if a Vacancy has not previously been entered, the Provider is not required to enter the original Vacancy in the Department's IT Systems before entering a Significant Increase in Income Vacancy and placement.

Significant Increase in Income - Hours-based Participants

Employment Outcomes for a Significant Increase in Income may only be claimed where the Participant’s earnings cause their income support to cease. Achievement of work hours alone does not satisfy requirements for an Employment Outcome based on a Significant Increase in Income. The Participant must have a zero rate of income support payment or a 100 per cent rate reduction in every fortnight of the Outcome Period (excluding any Permissible Breaks) in order for it to be payable.

Where a Participant is hours-based, Providers must ensure this requirement has been met prior to claiming the Employment Outcome. This can be done by checking the ‘Basic Rate’ column and/or the ‘% Reduction’ column on the Outcome Details screen via the outcome tracker. Even if the Department’s IT Systems presents a Full Outcome result based on hours worked, the Provider must not claim the Employment Outcome unless the Basic Rate is zero or there is a 100 per cent rate reduction for every fortnight.

Outcomes for Pre-existing Employment

Generally, where a Participant is already undertaking Employment prior to Commencing in Workforce Australia Services (with any provider) this Employment is not eligible to count towards an Employment Outcome.

However, where a Participant increases their work hours or earnings (as relevant for the Participant’s circumstances) after Commencing in Workforce Australia Services, an Outcome may be payable where there is a Significant Increase in Pre-existing Employment.

A Significant Increase in Pre-existing Employment may be used to achieve:

• Full Outcomes - the Participant must increase their income earned or hours worked from below a Partial Outcome level to a Full Outcome.

  • For example, a Participant in Employment prior to Commencing in Workforce Australia Services had earnings that would achieve less than a 60 per cent rate reduction, then increases their earnings after Commencing in Workforce Australia Services and is now achieving a 100 per cent rate reduction.

• Partial Outcomes - in addition to meeting the minimum requirements for a Partial Outcome, the Participant must increase their income earned or hours worked from below a Partial Outcome level by at least 40 per cent, i.e. the difference between a Full and Partial Outcome.

  • For example, for an earnings-based Outcome, a Participant would need to increase their rate reduction from 20 per cent to 60 per cent, or 40 per cent to 80 per cent.

To determine whether a Significant Increase in Pre-existing Employment has occurred, the Provider must determine the initial earnings or hours that previously applied. This can be measured over either:

• the 4 week period immediately prior to Commencement in Workforce Australia Services, or

• the 4 week period immediately prior to the Significant Increase occurring.

The Participant must increase their earnings or hours as outlined above and maintain the increase over the Outcome Period.

For information on how to calculate a Significant Increase, refer to the Calculating a Significant Increase in Pre-Existing Employment Supporting Documentsign-in required (sign-in required).

• System step — Enter a Vacancy in the Department’s IT Systems and select the Pre-Existing Employment Vacancy type. The Job Placement Start Date is the date the Significant Increase in Pre-Existing Employment occurred. For hours-based participants this is the start of the relevant pay period in which the increase occurred. For earnings-based participants, this is the pay slip date.

• Documentary evidence — Documentary Evidence of the Participant’s Employment earnings/hours for the 4 week prior period must be uploaded to the Department’s IT Systems at the time of claim and must be in the same form as required for Pay Slip Verified Outcome Payments.

• Documentary evidence — Where the Provider chooses the 4 week period immediately prior to the Significant Increase, they must also upload evidence that the Participant was employed in the same job immediately prior to Commencement in Workforce Australia Services. This does not need to be pay slips, a statement from the Participant or Employer are also acceptable.

Note: Employment that starts while a Participant is in Broome Employment Services is not considered Pre-existing Employment if the Participant transfers to Workforce Australia Services.

Employment Outcomes for Participation in Self-Employment Assistance

For Participants undertaking Self-Employment Assistance Small Business Coaching, the Department’s IT Systems will capture the commencement of the Self-Employment Assistance Small Business Coaching Agreement and will use this information to calculate whether the requirements for 4, 12 and 26 Week Partial Outcomes have been met. Where the requirements have been met, the Department’s IT Systems will present the Outcome claim for lodgement by the Provider. The Participant must remain in Small Business Coaching for the duration of the outcome period.

Recurring Employment

Recurring Employment occurs where Employment or Unsubsidised Self-Employment results in more than one Employment Outcome for a Participant with the same Employer during the same Period of Unemployment, even where the Participant is working in a different position.

Recurring Employment only applies to Employment Outcomes achieved under Workforce Australia Services. It does not apply to Employment Outcomes achieved in other employment services, or Employment or Unsubsidised Self-Employment that occurred prior to the Participant’s Commencement in Workforce Australia Services (refer to Outcomes for Pre-Existing Employment).

4 Week Employment Outcomes

Recurring Employment rules are applied slightly differently to 4 Week Outcomes compared to 12 and 26 Week Outcomes. Providers may claim a maximum of four 4 Week Employment Outcome Payments for a Participant over any one 12 month period, regardless of whether that Employment is Recurring or not.

Allowing Providers to claim four 4 Week Outcome Payments recognises:

• short-term jobs with a duration of 4 weeks or more equip Participants with work experience and work habits that enable them to move into sustained Employment in the future, and

• Participants who have had 4 or more job placements have a higher chance of staying long term in a job.

12 Week and 26 Week Employment Outcomes

Providers are not entitled to claim 12 and 26 Week Employment Outcomes for Recurring Employment.

This means that if a Provider has claimed a 12 or 26 Week Employment Outcome for a Participant with an Employer, they cannot claim another 12 or 26 Week Employment Outcome for the Participant with that same Employer in the same Period of Unemployment, unless a Significant Increase in Income has occurred.

Change of Circumstance during the Outcome Period

Where a Participant moves off an Income Support Payment for Employment-related reasons, the Department’s IT Systems will treat this as a 100 per cent rate reduction or achievement of sufficient hours to trigger a Full Outcome. This is usually where a Participant has declared sufficient income to reduce their Income Support Payment to $0 over repeated fortnights, or by stopping their declarations to Services Australia because they are working and no longer need support. These fortnights will be displayed as System Derived on the Outcome tracker.

Where a Participant moves off Income Support Payment for non-Employment-related reasons, the Outcome should stop tracking and will be made non-payable in the Department’s IT Systems. An example of this is the Participant moving to an allowance that is ineligible for Workforce Australia Services, such as Austudy or the Age Pension.

Where a Participant appears to stop receiving Income Support Payments due to an Employment reason but the Provider is aware the Participant is not actually working, such as being overseas or in prison, the Outcome may be considered non-payable and the Provider should not claim. If Providers are unsure whether to claim an Outcome they should seek advice from the Department through Question Manager. Providers may also submit a Manual Claim for a downgrade if they hold the necessary Documentary Evidence for a Partial Outcome for the period the Participant was actually working.

If a Participant transfers to another Provider, or another service such as Workforce Australia Online, Inclusive Employment Australia or the Remote Australia Employment Service, the Outcome will remain payable to the Provider who the Participant was Commenced with on the Job Placement Start Date (provided all other requirements are met).

Variability in Earnings

Participants beginning or returning to work may have reduced earnings due to irregular working hours early in their Employment. The Workforce Australia Services payment structure recognises this and provides flexibility for variability in earnings to achieve an Outcome. 

Participants tracking towards a Full Outcome may have up to 2 fortnights of reduced earnings during each of the 12 Week and the 26 Week Periods and still achieve a Full Outcome. A minimum of 85 per cent income support reduction will be allowed for those 2 fortnights. For example, if a Participant achieved a 100 per cent income support reduction for the first 4 fortnights, and a reduction of 85 to 99 per cent in the fifth and sixth fortnights, a Full 12 Week Outcome can be claimed (provided all other requirements are met).

Reduced earnings are not permitted as part of the 4 Week Outcome period, but calculations for the 12 Week Outcome Period will consider any reduced earnings that occurred in the initial 4 Week Outcome Period. For example, if the Participant has a rate reduction of 85 per cent during their second fortnight, the Provider may only claim a Partial 4 Week Outcome, but this will be considered as a Variability in Earnings fortnight when calculating the 12 Week Outcome. 

Note: where the Provider has entered a Permissible Break, the Department’s IT Systems will not apply variability in earnings for the same Outcome Period. 

Permissible Breaks

Where a Participant is tracking towards a Partial or Full Outcome, there may be events or circumstances that interfere with their Employment that are beyond the Participant’s or the Provider’s control, that prevent an Outcome being achieved (that would otherwise have been available). In these circumstances, a Permissible Break fortnight can be entered in the Outcome Period.

There can only be a maximum of 2 Permissible Breaks lodged across the combined 4, 12 and 26 Week Outcome Period. Therefore, if both Permissible Breaks are used in the 12 Week Period, there are no more Permissible Breaks available for the 26 Week Period, unless the Participant is a Principal Carer (see below).

When a Permissible Break has been entered, the Employment Outcome Period will be extended to exclude the Permissible Break period. For example, a 12 Week Outcome including one Permissible Break fortnight will last for 14 weeks. While using the maximum 2 Permissible Breaks, the 12 Week Outcome will last for 16 weeks.

Permissible Breaks will be Services Australia fortnights for a Participant on income support, or calendar fortnights for a Participant not on income support.

A Permissible Break is available where:

• the break in the Participant’s continuous attendance in Employment would result in them not meeting the ordinary requirements of a 4, 12 or 26 Week Partial or Full Outcome, and 

• the break is outside the control of the Provider or the Participant, and 

• the Participant returns to the same Employment position with the same Employer after the break.

Permissible Breaks are only available for: 

• Employer initiated shutdowns, including over the Christmas period,

• breaks due to the Participant’s illness or a major personal crisis,

• carer emergencies,

• temporary lack of access to child care (for example, lack of care during school holidays, or a school or child care centre closing unexpectedly), 

• declared natural disasters, for example a state of emergency due to natural disaster or a major disaster (as declared by the Australian Government), or 

• culturally significant events only for Aboriginal and Torres Strait Islander persons. 

If a Participant leaves a job inappropriately or takes unapproved leave, these instances are not considered as Permissible Breaks. 

Where a Participant takes approved, paid leave, a Permissible Break is not required as the earnings and hours can continue to be counted towards an Outcome.

Permissible Breaks for Principal Carer Parents

Providers are able to enter 4 additional Permissible Break fortnights for Principal Carer Parents over the long school holiday Christmas/New Year period (provided one of the reasons listed above applies). As with all Permissible Breaks, the Participant must return to the same Employment position with the same Employer following the break. Principal Carer Parents may therefore have a total of 6 Permissible Breaks overall if the Outcome Period includes the long school holiday Christmas/New Year period.

Permissible Breaks in extenuating circumstances

The Department may allow additional Permissible Breaks in response to extenuating circumstances such as natural disasters or health emergencies. The Department will advise the number of additional breaks permitted and timeframes for which they will apply.

Adding a Permissible Break

When entering a Permissible Break, the Provider should be aware that:

• if a Participant was only on a break for 2 days, the Permissible Break will be lodged for the full 2 week period, that is, a full Services Australia fortnight or a full calendar fortnight, 

• there can only be a maximum of 2 Permissible Breaks lodged across the combined 4, 12 and 26 Week Outcome Period, and

• for earnings-based Outcomes, Permissible Breaks should be attributed to the Services Australia fortnight where the Participant’s pay was impacted by the break, not the fortnight in which the Participant worked less hours/did not work. 

• For example, if the Employer shuts down over the Christmas period (from December 25 – January 1) and this impacts the Participant’s wages on 8 January, the Permissible Break should be applied to the fortnight that 8 January falls in.

• For hours-based Outcomes, Permissible Breaks should be attributed to the Services Australia fortnight where the Participant worked less hours/did not work.

• For example, if the Participant is sick and cannot work between 7 October and 14 October, the Permissible Break should be applied to the fortnight most aligned with that time period. If the period 7 to 14 October falls evenly across fortnights, the Provider has the option to use 2 Permissible Breaks, noting that no further breaks will be available after that point.

• Documentary evidence — The Provider must upload Documentary Evidence of the Permissible Break at the time of submitting the claim. Documentary Evidence must contain information provided by the Participant or Employer which confirms:

• the Permissible Break in Employment, including the reason for the Permissible Break,

• the duration of the Permissible Break, including the start and end dates, and

• the Participant is employed in the same position following the Permissible Break.

• Documentary evidence — All of the above Documentary Evidence must be contained in a signed and dated written statement or in an email from the Employer or Participant.

• System step — The Provider must record the fortnight/s to be covered by the Permissible Break in the Department’s IT Systems prior to claiming the relevant Employment Outcome.

(Deed Reference(s): Annexure B2 – Outcomes, Definitions)

Lodging an Employment Outcome

Verification of Outcomes

Once a Participant achieves the requirements for a 4, 12 or 26 Week Outcome, the Department’s IT Systems will make it available to claim.

There are 3 ways that Outcomes can be verified – by information from Services Australia, Documentary Evidence (Pay Slip Verified Outcome Payment), or information from the Department’s IT Systems in the case of Self-Employment Assistance Participants.

Outcomes verified by Services Australia data

For Participants receiving Income Support, Outcomes are based on the earnings or hours declared to Services Australia by the Participant each fortnight. This information is used by the Department’s IT Systems to automatically calculate whether an Outcome is achieved.

The Department’s IT Systems will automatically communicate with Services Australia’s IT systems to obtain earnings/hours relating to the Participant’s Employment and add this to the Outcome tracker. Where earnings or hours are sufficient to pay a Partial or a Full Outcome, the Department’s IT Systems will make the Outcome available for the Provider to claim.

• System step — If the Outcome requirements have been met, the Department’s IT Systems will present the Employment Outcome as available to be claimed by the Provider.

• Documentary evidence — Providers do not need to hold Documentary Evidence for Employment Outcomes where the Department’s IT Systems are able to use Services Australia data to verify that an Employment Outcome is payable.

• Documentary evidence — Note: The only exceptions are Outcomes for Pre-existing Employment and Outcomes for a Significant Increase in Income. In these instances, Documentary Evidence for the 4 week period prior to the increase in Employment earnings/hours must be obtained and uploaded into the Department’s IT Systems.

Pay Slip Verified Outcomes

The Provider may submit a claim for an Outcome as a Pay Slip Verified Outcome Payment if the requirements of an Employment Outcome have been met and either the Participant is not on an Income Support Payment, or the Provider considers the data provided by Services Australia does not correctly reflect the number of hours worked or income received by the Participant.

One of the reasons Services Australia data may not correctly reflect the earning or hours worked is if the Participant is not accurately declaring to Services Australia. If this appears to be the case the Provider should ensure the Participant is aware of the importance of declaring correct earnings and hours to Services Australia. Accurate declarations help to ensure the Participant receives the correct amount of Income Support Payments and avoids payment delays, debts or penalties being incurred. 

Providers are encouraged to wait 4 weeks after the Outcome Period to claim a Pay Slip Verified Outcome Payment for a 4 Week Outcome Period for Participants on Income Support. This gives the Participant the opportunity to declare their Employment earnings/hours to Services Australia which may enable an Employment Outcome to be calculated automatically by the Department’s IT Systems.

Providers may ask Participants for pay slips for the purposes of verifying Employment Outcomes; however, Participants are under no obligation to provide this information. If a Participant does not want to supply pay slips, Providers must not attempt to coerce or pressure the Participant. Providers must not threaten to or apply payment suspensions or demerits under the Targeted Compliance Framework in order to compel Participants to supply pay slips or other evidence of Employment. Additionally, Providers must not contact an Employer directly to ask for evidence without the Participant’s permission or consent. The Department will thoroughly investigate any claims of this nature and pursue action under the Breach Management Framework as appropriate.

Lodging a Pay Slip Verified Outcome

Providers need to enter the relevant earnings/hours into the applicable fortnight in the Outcome tracker. This is done by ticking the relevant fortnight and clicking on the ‘Add/Edit Variation’ button in the Outcome period details section of the screen. The Provider then enters the earnings/hours and clicks on Submit. The Outcome tracker will then display a result taking into account this information.

• System step — For earnings-based Outcomes, Participants are required to report their income to Services Australia in the fortnight when they receive it, rather than when it was earned. Providers should enter the Participant’s earnings against the relevant Services Australia fortnight in which the pay date falls. For example, a Participant earned $1,100 over the period 27 November to 10 December and was paid on 12 December. The relevant Services Australia fortnights were:

• 27 November - 10 December

• 11 December - 24 December

The income of $1,100 should be entered against the Services Australia fortnight of 11 December - 24 December, reflecting when the Participant received the income.

• System step — For hours-based Outcomes, Providers should enter the Participant’s hours to align with the Services Australia Fortnight in which the Participant worked, not when they received their earnings. Providers must apportion the Participant’s hours worked against the Services Australia fortnights they correspond to, using the information in the Participant’s pay slips/payroll summaries.

  Providers should first check the number of days in the pay period and work out a daily rate of hours worked. For example, where a Participant has worked 42 hours in a 14 day pay period, this would calculate to a 3-hour daily rate. The Provider should then enter the daily rate to account for each day in the relevant Services Australia fortnight. For example, if 7 days of the pay period fall within the Services Australia fortnight, the Provider would enter 21 hours (7 days x 3-hour daily rate).

Pay Slip Verified Outcomes Documentary Evidence Requirements

Documentary Evidence for Pay Slip Verified Outcomes must be in the form of a pay slip or Employer payroll summary, and must be uploaded into the Department’s IT Systems at the time of the claim.

The following information should be included in the pay slip or Employer payroll summary:

• Employer’s and Participant’s name

• Employer’s ABN (if applicable)

• Payment period

• date of payment

• gross and net pay

• if the Participant is paid an hourly rate

• the ordinary hourly rate

• the number of hours worked at that rate

• the total dollar amount of pay at that rate.

Documentary Evidence to verify the Employment Outcome is only required for the fortnight/s in the Outcome Period that cannot be verified by Services Australia data. No Documentary Evidence is required for fortnights where the Provider relies on Services Australia data to verify the Outcome.

A pay slip is a record, generated by an Employer, which satisfies the requirements of the Fair Work Act 2009 and Fair Work Regulations 2009, of the Employer’s payment to a Participant in relation to the performance of work.

As per Chapter 3.6.2. of the Workforce Australia - Part A: Universal Guidelines, Tax File Numbers must be redacted from pay slips prior to being uploaded into the Department's IT Systems as Documentary Evidence to support Pay Slip Verified Outcomes.

The Employer payroll summary report must be a printout of the Participant’s official payment history, generated by the Participant’s Employer, not a spreadsheet/tracking tool implemented or prepared by the Provider.

Deriving information from pay slips

Providers can derive the following information from available pay slips or payroll summaries without being required to seek supplementary information from the Employer:

• hourly rate - where the pay slip or payroll summary shows the number of hours worked and wages earned for that period;

• gross amount - where the pay slip or payroll summary shows the hourly rate and the number of hours worked for that period;

• net amount - where the pay slip or payroll summary shows the gross amount, tax payable and other deductions for that period;

• payment period - where the pay slip or payroll summary shows the payment date and frequency of payment (i.e. fortnightly, weekly etc); and

• date of payment - where the pay slip or payroll summary shows the payment period and the frequency of the payment (i.e. fortnightly, weekly, etc).

Where Providers have derived information from pay slips or payroll summaries, they must be able to demonstrate to the Department how this information was derived on request.

• Documentary evidence — If required, Providers are permitted to derive earnings or hours for a missing pay slip using Year to Date earnings, as long as the relevant information is clearly identifiable from pay slips directly before and after the missing period. For earnings-based outcomes, earnings derived should be attributed based on the Participant’s usual pay date, as identified from adjacent pay slips. For hours-based Outcomes, hours associated with a missing pay slip can only be derived where a single hourly rate of pay is reflected in adjacent pay slips. In situations where there is more than one rate of pay (or allowances to consider), hours cannot be derived.

Where the Employer name or ABN pay slip details do not match the information in the Department’s IT Systems Vacancy screen, Providers have the option to use an ABN look up function to confirm the Participant’s Employer is the same legal entity without confirmation from the Employer. Where this tool has been used, Providers must upload evidence of this when they make a claim.

If any of the above pieces of information are not able to be provided by the Employer on the pay slip/Employer payroll summary, and the information cannot be derived by the Provider, the Provider must provide additional information in the form of an email from the Employer (which can be scanned and uploaded as a PDF). Additional information must be uploaded into the Department’s IT Systems at the time of the claim.

Documentary Evidence Requirements – Unsubsidised Self-Employment

For Participants undertaking Unsubsidised Self-Employment, different Documentary Evidence requirements apply for Pay Slip Verified Outcomes. Documentary Evidence must be in the form of:

• sales records, contracts with clients or contracts of employment and a statement from a Certified Practising Accountant or Certified Accountant (for example a Profit and Loss Statement) relating to the Participant’s business for the 4, 12 or 26 Week Period,

• signed and dated statement of earnings from an accountant and/or registered bookkeeper for the 4, 12 or 26 Week Period, or

• copy of records from the Australian Taxation Office (ATO) for the 4, 12 or 26 Week Period verifying that the Participant has an income as self-employed.

The records or statements provided must show that the Participant’s business has generated sufficient personal income (net of business expenses but include tax) to confirm the National Minimum Wage rate has been achieved, as well as meet Outcome requirements, i.e. the Participant has either:

• worked the required hours each week/fortnight to achieve sufficient hours (such as a record of the Participant’s appointments or diary entries) for hours-based Outcomes, or

• earned sufficient income to achieve the necessary rate reduction for earnings-based Outcomes

More than one form of written evidence may be used provided that, collectively, the written evidence contains all of the above information.

Proof of business establishment alone is not sufficient evidence to support an Outcome Payment.

Documentary Evidence requirements for Post-placement Support

Where a Participant is progressing towards an Employment Outcome, Providers are expected to provide Post-placement Support to the Participant, regardless of whether the Participant has been Exited. Post-placement Support should be provided until the Participant has satisfied a 26 Week Employment Outcome or is deemed by the Provider as being unlikely to achieve the relevant Outcome.

Where a Participant declines Post-placement Support, Providers must retain a record of that decision. Acceptable Documentary Evidence could include:

• written correspondence from the Participant (email or letter),

• a file note of a conversation with the Participant, or

• a file note documenting unsuccessful attempts to contact the Participant.

(Deed Reference(s): Clause 119.1)

Manual Claims

The Department’s IT Systems include functionality to enable Providers to manually request payment where they are unable to process the claim using standard functionality, but they consider an Outcome may be payable.

For information on how to request a manual claim, the circumstances where it is appropriate and what evidence is required, please refer to the Manual Claim Provider Advicesign-in required (sign-in required).

Footnotes

3. The Department’s IT Systems will determine a Period of Unemployment has ended when the Participant Exits employment services for longer than 13 consecutive weeks. ↩

4. https://www.usi.gov.au ↩