Chapter 8. Vacancies and Outcomes

Supporting Documents for this Chapter:

• TtW Outcomes - Documentary Evidence Checklist sign-in required (sign-in required)

• TtW Manual Claims - Provider Advice sign-in required (sign-in required)

• System step — Refer to the TtW System Steps Guide.sign-in required (sign-in required)

TtW supports young people to improve their work readiness skills and assists them into employment (including apprenticeships or traineeships) or education.

Providers must work with Employers and Industry to understand their needs and ensure Participants are equipped to meet those needs. By supporting Participants and working with Employers and Education providers, Providers can achieve a range of Outcome types.

This Chapter outlines Outcome types (Education, Employment and Hybrid) as well as managing and claiming Outcomes and sourcing and lodging Vacancies.

Providers can claim a range of Outcomes when assisting Participants to become work ready or move into Employment. These include:

• 12 Week Employment Outcomes

• Education Outcomes

• 12 Week Hybrid Outcomes

• 26 Week Employment Sustainability Outcomes

• 26 Week Hybrid Sustainability Outcomes.

All Outcomes above will be available where Employment is with, or Education or training is delivered by, a Related Entity or Own Organisation of the Transition to Work Provider.

(Deed Reference(s): Clause 135, 137, Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

A Participant’s Income Support Payment status and Mutual Obligation Requirements inform the requirements that need to be met for an Outcome to be achieved.

Please refer to Annexure B1 – Outcomes, Table 1 – Outcome Requirements of the Deedsign-in required (sign-in required).

12 Week Employment Outcomes can be achieved once a Participant has been in 12 cumulative weeks of:

• Employment

• Unsubsidised Self-Employment (i.e. Participant does not receive a personal income subsidy of any kind, such as Self-Employment Assistance)

• an apprenticeship or traineeship (unless a Provider decides to claim the apprenticeship or traineeship as a Hybrid Outcome).

To count towards a cumulative 12 Week Employment Outcome, Participants must satisfy either;

• 60 per cent rate reduction requirement (averaged over 6 Services Australia Fortnights), or

• meet the average hours requirement

as outlined in Annexure B1 – Outcomes, Table 1 – Outcome Requirements and Attachment 1 - Definitions, ‘12 Week Period (Employment Outcome)’.

Note: Each period of two Services Australia Fortnights (or four-week block) must satisfy a 60 per cent average rate reduction (or average hours requirement) to be included in a cumulative 12 Week Outcome Period.

Employment Outcomes can comprise multiple Job Placements, which can be with different Employers.

A Participant can consolidate multiple jobs to accrue sufficient hours or earnings to achieve the Employment Outcome. As such, a 12 Week Employment Outcome can take longer than 12 weeks to achieve. For example, a 12 Week Employment Outcome could be achieved over a 5-month period.

To be eligible to track for an Outcome, all Job Placements must begin within the Participant's current Period of Service. The Outcome tracker will commence tracking from the Outcome Start Date and then displays a result after the following time periods have elapsed:

• 4 weeks for a Participant not on Income Support Payments, or

• 2 Services Australia Fortnights for a Participant receiving Income Support Payments.

Providers cannot claim a 12 Week Employment Outcome earlier than 12 weeks or 6 Services Australia Fortnights (for Participants receiving an Activity Tested Income Support Payment).

• System step — The Employment Outcome Start Date for a Participant on Income Support is set by the Department’s IT Systems based on the day the Job Placement Start Date is set to ‘Placement Confirmed’. The Outcome tracker will move the Outcome Start Date to the first day of the Participant’s first full Services Australia Fortnight.

• System step — For Participants who are not on Income Support, the Employment Outcome Start Date is the Job Placement Start Date recorded by the Provider in the Department’s IT Systems.

(Deed Reference(s): Clause 135, Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Generally, where a Participant is already undertaking Employment prior to them Commencing in TtW and receiving Services from any TtW Provider, this is not eligible to count towards an Employment Outcome.

However, where a Provider supports a Participant to increase their working hours or earnings after Commencing in TtW, an Outcome may be payable where it is a Significant Increase in Pre-existing Employment.

Pre-existing Employment includes a situation where a Participant, prior to Commencement, has entered into an employment contract with an Employer but has not yet started work with the Employer.

Note: The Fair Work Ombudsman defines an employment contract as an agreement between an employer and employee that sets out terms and conditions of employment. A contract can be in writing or verbal.

Participants with Pre-existing Employment are considered to be marginally attached to the labour force. The requirements to achieve an Employment Outcome are, therefore, higher for this group of Participants.

To determine whether a Significant Increase in Pre-existing Employment has occurred, the Provider must determine the initial earnings or hours that applied;

• prior to Commencement in TtW, and/or

• in the first 4 weeks from Commencement, and/or

• to the period prior to the Significant Increase in Pre-existing Employment after Commencement

  (as applicable).

• Documentary evidence — Providers must record a file note (in Comments) with the date of the Significant Increase in Pre-existing Employment.

• Documentary evidence — Providers must retain evidence of the Participant’s Employment earnings or hours for at least the four weeks prior to the Significant Increase in Pre-existing Employment.

• Documentary evidence — The evidence must show that the Participant was not already achieving the required rate reduction or hours as outlined in Annexure B1 – Outcomes, Table 1 – Outcome Requirements.

• Documentary evidence — Documentary Evidence must be uploaded into the Department’s IT Systems.

Placements for Pre-existing Employment

• System step — To track an Employment Outcome for Pre-existing Employment a Provider must enter a Vacancy with a Vacancy type of Pre-existing Employment selected in the Department’s IT Systems.

• System step — If a Participant has Pre-existing Employment the Provider must lodge this as a Job Placement prior to lodging any other subsequent Job Placements. This will ensure the Pre-existing Employment Outcome tracks appropriately.

The Job Placement Start Date for Participants in Pre-existing Employment is different to standard Job Placements. The Job Placement Start Date cannot occur prior to the Participant’s Commencement in Transition to Work.

• System step — Providers must record the Pre-existing Job Placement Start Date as the Transition to Work Commencement Date. The Provider must note the actual start date of the employment in the comments screen in the Department’s IT Systems.

Managing Outcome Tracking for Pre-existing Employment

The cessation of a Participant’s Pre-existing Employment does not automatically justify the deletion of Outcome tracking based on Pre-existing Employment conditions.

If a Pre-existing Employment Vacancy placement has been recorded and an Employment Outcome is being tracked under those conditions, Providers may delete the Outcome tracker only if:

• the Pre-existing Employment ends,

• the Participant is placed into a new Vacancy, and

• the Job Placement Start Date for the new employment does not overlap with the dates or earnings/hours of the original Pre-existing Employment placement.

In such cases, Providers may use the delete Outcome tracker functionality to begin tracking the new placement under Employment Outcome conditions relevant to that subsequent job.

Note:

• Earnings or hours from Pre-existing Employment must only be attributed to Outcome Payments claimed under the Significant Increase in Pre-existing Employment provisions.

• If the Participant retains their Pre-existing Employment, the Outcome tracking must continue under Pre-existing Employment conditions.

• System step — Providers must record the end date of the Pre-existing Employment Vacancy in the Department’s IT Systems.

(Deed Reference(s): Clause 135.2, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Providers must engage and work with Employers to understand their needs and to identify job opportunities. Providers must source suitable Job Placements for their Participants. These are recorded on the Department’s IT System as a Vacancy.

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, Vacancy type and whether the job was sourced by the Participant.

To record and manage Vacancies, apprenticeships and traineeships, Providers must:

• ensure that the details of each Vacancy, apprenticeship and traineeship are complete, up-to-date and compliant with the Workforce Australia Online Conditions of Use.

• ensure the Vacancy, apprenticeship and traineeship is not an Unsuitable position.

• ensure the Job Placement Start Date is within the Participant’s Period of Service.

• record the Job Placement Start Date in the Department’s IT Systems within 56 calendar days of each Participant commencing 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 a WorkFoundations Placement, this Vacancy type will not track for Outcomes. It relates to paid employment placements under the WorkFoundations program. If a Participant gains employment following the WorkFoundations Placement with the same WorkFoundations Employer or another Employer, a new Vacancy and Job Placement must be recorded on the day they commence employment.

• for Participants who are not on Activity Tested Income Support and are undertaking self-employment, the Vacancy must identify that the Participant’s Employment is Unsubsidised Self-Employment.

• record the Job Placement End Date and End Reason when the Job Placement ends.

Note: The status of any Outcomes that were tracking, as a result of the Job Placement, will depend on the specific scenario, the type of Outcome that was tracking and whether the Participant is in any other jobs.

Note: Multiple Job Placements will contribute to the one Employment Outcome. The first of these Job Placements will set the Employment Outcome Start Date, and the Outcome tracker will commence, as detailed in the Tracking for an Employment Outcome section. Subsequent jobs will then contribute to this tracking Employment Outcome until the Outcome is claimed.

The Outcome tracker will not generate an Outcome for any subsequent Job Placements while the initial Job Placement is tracking.

• System step — The Department’s IT Systems will not allow Providers to backdate a Job Placement Start Date by more than 56 days. The Department expects Providers to remain in regular contact with Participants, including awareness of gaining Employment.

• System step — Vacancies entered as apprenticeships or traineeships will contribute towards an Employment Outcome. If being claimed as a Hybrid Outcome, rather than an Employment Outcome, they will need to be combined with an Education Activity Placement (see Hybrid - Apprenticeships and Traineeships).

• Documentary evidence — Providers must 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.

• Documentary evidence — Providers should be aware that Outcome requirements and Documentary Evidence requirements may differ according to the type of Vacancy selected. See Documentary Evidence for Outcome Claims.

(Deed Reference(s): Clauses 79.4, 81.4, 128)

Check 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. The National Minimum Wage will apply if a Modern Award is not in place. 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 will already have information relating to the National Minimum Wage and the Fair Work Ombudsman as 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.

(Deed Reference(s): Clause 95.1)

An Employment Outcome will begin to track once a Provider has:

• recorded a Vacancy in the Department’s IT Systems, and

• placed the Participant against it in a Job Placement, and

• recorded the Job Placement Start Date.

  Note:

• The Outcome tracker will not generate a result until after 4 weeks, for a Participant not on Income Support Payments, or 2 Services Australia Fortnights, for a Participant receiving Income Support Payments, has passed.

• WorkFoundations Placements will not track for Outcomes as they relate to paid employment placements under the WorkFoundations program and are not eligible for Employment Outcomes.

The Outcome tracker on the Department’s IT Systems enables a Provider to view and track Employment Outcomes and lodge a claim when it becomes available.

Note: 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 Payslip Verified Outcomes to confirm total hours worked over the Outcome Period and the date Outcome requirements were met.

If a Job Placement is contributing to a Sustainability Outcome and at the same time is tracking to a 12 Week Employment Outcome in its own right, the Provider must only claim one of these Outcomes.

Providers are required to support and provide assistance (Post-placement Support) to all Participants and/or Employers to help sustain their Employment.

Note: Outcomes will continue to track for a Participant after they have been Exited, and Providers will still be able to claim the Outcome where the requirements are met. Post-placement Support must be provided to Participants while they are tracking to an Outcome. Post-placement Support can still be provided after a Participant has Exited.

(Deed Reference(s): Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Providers can claim an Education Outcome (Participation) or an Education Outcome (Attainment or Completion) if a Participant satisfies the respective requirements as outlined in Annexure B1 – Outcomes, Table 1 – Outcome Requirements.

Providers must only claim one Education Outcome Type in relation to the same course being undertaken by a Participant (i.e. either an Attainment or a Participation).

Regardless of the length of the course, Providers cannot claim two Education Outcomes (Participation) for the same course. For example, a 52-week course cannot be claimed as two 26-week Participation Outcomes. However, Providers may claim multiple Education Outcomes where a Participant undertakes different courses, for example, completion of Year 12 and a Certificate III.

Providers must record all Education Placements for a Participant in the Department’s IT Systems within 28 calendar days of the Participant commencing the course.

The Outcome Start Date for an Education Outcome is based on the Participant’s Education Placement Start Date in the course.

The Outcome tracker on the Department’s IT Systems enables a Provider to view and track Education Outcomes and lodge a claim when it becomes available.

• System step — An Education Activity Placement must be recorded in the Department’s IT Systems for an Education Outcome to track.

• System step — When adding an Education Activity Placement, the Provider must ensure the Activity Sub-type is correct and aligns with the level of the course being undertaken. Selecting an Activity Sub-type which is not eligible for an Outcome (i.e. Cert II) will prevent an Outcome tracker from generating. Refer to the TtW System Steps Guidesign-in required (sign-in required) for additional information.

• System step — Providers must indicate that the ‘course provides skills identified as in-demand by National Skills Commission, approved for Austudy/Abstudy or Youth Allowance (student) and may result in an Education Outcome’.

• System step — If an Education course changes from part-time to full-time (or vice-versa) after the Education activity has been confirmed, the first Education activity must be ended and a new one created. 

• Documentary evidence — Providers must have Documentary Evidence to support recording an Education Placement in the Department’s IT Systems. This Documentary Evidence can take a range of forms, including a file note that records when and how the Provider became aware of the Education Placement (start date) or written communication about the Education Placement from the Participant or the education or training institution delivering the course.

(Deed Reference(s): Clause 135.1, Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

For an Education Outcome (Participation), Participants must attend and engage in one of the following education courses full-time for 26 Consecutive Weeks as described in the Deed:

• Secondary Education leading to Year 12 (this includes participation at school, for example Year 10, Year 11 or Year 12)

• a Certificate III or higher course (this includes a Diploma or Advanced Diploma, Associate Degree or Bachelor Degree, Undergraduate Certificate, a University Bridging Course or Unilearn Course (University Bridging Courses and Unilearn Courses must be delivered by an Australian University or RTO))

• the Skills for Education and Employment (SEE) program or

• the Adult Migrant English Program (AMEP).

Note: Education Outcomes for Certificate III or higher courses are not inclusive of Masters or Doctoral Degrees, please refer to the listed inclusions above. An eligible course for an Education Outcomes must satisfy the requirements as specified in Annexure B1 – Outcomes, Table 1 – Outcome Requirements of the Deed.

The education or training institution delivering the course determines the full-time status of a course for the purposes of tracking towards an Education Outcome.

It is important that Providers help Participants understand the local labour market and employment available in their area when discussing education/training options with them. The Department does not support ‘training for training’s sake’ so a Participant should not be unnecessarily or repeatedly cycled through training.

Note: During the 26-week Period, Participants must achieve the average weekly hour requirement or other participation requirements outlined in Annexure B1 – Outcomes, Table 1 – Outcome Requirements.

Note: Participating in Education courses which are not full-time must not track towards an Education Outcome (Participation). However, it can contribute towards a Participant’s 25 hours requirement for a Hybrid Outcome if combined with Employment (see 12 Week Hybrid Outcomes and Sustainability Outcomes).

(Deed Reference(s): Chapter B6, Annexure B1 – Outcomes - Table 1 – Outcome Requirements)

An Education Outcome based on Attainment or Completion will entail either the Participant’s successful Completion of Year 12, or Attainment of a Certificate III or higher.

The Participant does not have to undertake a full-time course for a Provider to claim an Education Outcome based on Attainment or Completion.

There is no specified or minimum length in which a Participant can attain a Certificate III or higher course qualification, except for a University Bridging Course which must be a minimum of 12 weeks duration.

(Deed Reference(s): Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Education which involves distance learning, online or self-paced study methods can track to an Education Outcome. However, Providers should take into account the quality of education provider, the course content/learning outcomes, access and assistance that will be available to Participants, and the individual circumstances of the Participant when determining the most appropriate mode of study.

The Department prefers Providers to use face-to-face learning, and local courses, given the characteristics of TtW Participants. However, a Provider can track and achieve Education Outcomes for Participants doing online education.

Providers must regularly monitor the Participant’s engagement in the Education Activity. This may involve contacting the relevant educational institution to ensure the Participant is fully engaged in the course or checking to ensure the Participant is completing relevant modules of an online course.

System step — Note: If a Participant in an Education course changes from part-time to full-time (or vice-versa) after the Education activity has been confirmed, the first Education Activity must be ended and a new one entered.

• System step — A Provider can backdate an Education Activity Start Date up to 28 days including where a Participant may have Exited. However, the Education Activity Start Date must fall within the Participant’s Period of Service.

When an Educational Activity Placement has ended, or the Participant stops attending, the Provider must update the Activity Placement with an end date and Exit reason.

(Deed Reference(s): Clause 79.4, Chapter B2)

Educational institutions will have individual policies about how much leave students can take before their absence starts to impact their enrolment and progression.

Providers must consider the individual institutions’ policies regarding acceptable levels of leave when determining whether the 26 Consecutive Weeks of Participation has been reached. The 26 Consecutive Weeks includes normally scheduled breaks in study as determined by the training institution (i.e., term or semester breaks).

Pre-existing Education is:

• Education that started prior to a Participant’s Commencement in TtW. This includes deferred study, or

• participation in the SEE program which started between the Participant's Referral to and Commencement in TtW

Except in relation to the SEE program, a Participant's part-time Pre-existing Education must increase to full-time before a Provider can track towards, and claim, an Education Outcome (Participation). If the Participant’s Pre-existing Education is full-time, an Education Outcome is not payable.

(Deed Reference(s): Clause 135.3; Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

A 12 Week Hybrid Outcome is achieved where a Participant participates for 12 consecutive weeks for the minimum average weekly hours required in the Deed in a combination of Education and Employment at the same time or in an apprenticeship or traineeship.

There can be any ratio of Education to Employment if the placements run concurrently.

The Education component must be a Certificate III or higher course, secondary education leading to Year 12, the SEE program or AMEP and can include normally scheduled breaks determined by the education institution.

Providers cannot claim both a Hybrid Outcome and an Education Outcome for the same Education activity or both a Hybrid Outcome and an Employment Outcome for the same Job Placement.

• System step — To start a Hybrid Outcome tracking, the Provider must:

• refer and result the Participant in a Vacancy, and

• refer the Participant to an Educational Activity Placement, for the same period.

(Deed Reference(s): Chapter B6, Annexure B1 – Outcomes - Table 1 – Outcome Requirements)

Pre-existing Employment can be combined with Education to track towards a Hybrid Outcome. However, Pre-existing Employment cannot be combined with Pre-existing Education to track towards a Hybrid outcome.

A Hybrid Outcome will start to track if a Participant’s Education Placement is confirmed in an Education course within the Department’s IT Systems and the Participant already has a pre-existing Job Placement recorded in the Department’s IT Systems.

The Hybrid Outcome will track even if the pre-existing Job Placement has insufficient rate reduction to achieve an Employment Outcome in its own right.

(Deed Reference(s): Clause 135.4; Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Pre-existing Education can be combined with Employment to track towards a Hybrid Outcome. However, Pre-existing Education cannot be combined with Pre-existing Employment to track towards a Hybrid Outcome.

A Hybrid Outcome will start to track if a Participant’s Job Placement is recorded in the Department's IT Systems and the Participant already has a Pre-existing Education Placement confirmed in the Department’s IT Systems.

• System step — Where a Participant was undertaking part-time Pre-existing Education and later commences Employment that overlaps with the Education Activity, the Provider must end the first Education Activity Placement and start a new one in the Department’s IT Systems.

(Deed Reference(s): Clause 135.4; Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Apprenticeships and traineeships may be tracked as Hybrid Outcomes, where:

• the Provider considers participation in the apprenticeship or traineeship will not, in conjunction with any other jobs, satisfy the requirements of an Employment Outcome, and

• the education component of the apprenticeship or traineeship is, or will be, at Certificate III level or above.

An apprenticeship or traineeship entered as a Hybrid Outcome must meet the requirements outlined in the Deed.

• System step — The Provider should enter the Job Placement and Education Activity Placement into the Department’s IT Systems so that they start at the same time the Participant commences the apprenticeship or traineeship (even if the education component actually starts later).

• System step — When entering an Education Activity Placement associated with an apprenticeship or traineeship the Provider must identify in the comments section:

• that the Education Activity Placement is for an apprenticeship or traineeship,

• the Vacancy ID of the corresponding apprenticeship Job Placement,

• the anticipated start date of the Education component (Certificate III or above) of the apprenticeship, where this differs from the Job Placement Start Date of the apprenticeship/traineeship.

(Deed Reference(s): Clause 135.4, Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

A Hybrid Outcome starts to track for a Participant when the Education and Employment components occur in the same fortnight, for the required combined hours per week as set out in the Deed.

12 Week Hybrid Outcomes will appear on the Outcome tracker on the Department’s IT Systems. This will enable Providers to view and track Hybrid Outcomes and consider lodging a claim when it becomes available.

There are two types of Sustainability (26 Week) Outcomes for TtW:

• Employment Sustainability Outcomes

• Hybrid Sustainability Outcomes.

Sustainability Outcomes start immediately after a 12 Week Employment or Hybrid Outcome period is completed and must continue for an additional 14 consecutive weeks (7 Services Australia Fortnights for a Participant on Income Support Payments) for the required hours.

A 12 Week Employment Outcome can lead to a Hybrid Sustainability Outcome and a 12 Week Hybrid Outcome can lead to a Sustainability Outcome (Employment).

The course types allowed for Hybrid Sustainability Outcomes are the same as for 12 Week Hybrid Outcomes and Job Placements for Employment Sustainability Outcomes track as per the 12 Week Employment Outcomes.

There are no separate Sustainability Outcomes for Education as Education Outcomes already require 26 weeks' participation in relevant Education Activities.

(Deed Reference(s): Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Sustainability Outcomes have flexibility to allow a Participant to have short unpaid breaks, such as for illness. The Outcome can be claimed if the Participant still achieves the rate reduction or hours requirements, over the consecutive 14 weeks.

Mandatory breaks (Permissible Breaks) may prevent the Participant from achieving an Employment Sustainability Outcome or a Hybrid Sustainability Outcome. For example, an unpaid Christmas shutdown mandated by the Employer or a declared natural disaster may cause a break in the Employment Sustainability Outcome or the Employment element of the Hybrid Sustainability Outcome. In these circumstances, Providers should contact their Provider Lead about submitting a Manual Claim where the break alone will prevent the claiming of the Sustainability Outcome.

• Documentary evidence — For mandatory breaks, the Provider must provide Documentary Evidence additional to that required by the Outcome claim. They must upload a signed and dated written statement or email from the Employer which confirms: 

• the break in employment including the reason for the break and that the break is mandated or an expectation by the Employer or in the industry,

• the duration of the break including start and end dates,

• the Participant is employed in the same position following the break.

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

• 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 TtW, except where a Significant Increase in Pre-existing Employment applies

• Recurring Employment

• concurrent or overlapping Outcomes

• 12 Week Employment Outcome, 12 Week Hybrid Outcome or Education Outcome, where the Outcome Start Date occurs outside of the Participant’s Period of Service

• 12 Week Employment Outcome or a Sustainability Outcome, where the Participant is placed in Employment and the Participant ceases to receive their Income Support Payment due to reasons other than that employment (i.e. moves to Full-time Study, Overseas absence)

• any other situation advised by the Department.

Pre-existing Education is a Non-Payable Outcome unless it is the SEE Program or if part-time Pre-existing Education increases to full-time. Refer to Pre-existing Education for further details.

(Deed Reference(s): Clauses 135.1, 137.7, 137.8; Annexure B1 – Outcomes)

Different time periods are used to achieve the various Outcomes available under TtW. Table 1 – Outcome Requirements in ANNEXURE B1 – OUTCOMES in the Deed contains all relevant information to determine the Outcome Period.

Providers cannot claim multiple Outcome Payments for Employment Outcomes, Education Outcomes or Hybrid Outcomes when the Outcome periods overlap.

If a Participant is tracking towards multiple Outcomes, the Provider may choose which Outcome to claim. Once claimed, the Outcome Start Date for the remaining overlapping Outcomes will move to the claimed Outcome end date plus one day and commence tracking.

Sustainability Outcomes are treated slightly differently. They must continue to track for the 14 consecutive weeks immediately following completion of a 12 Week Employment or a 12 Week Hybrid Outcome regardless of any other overlapping Outcome claims. This means, if another Outcome is claimed that overlaps with the Sustainability Outcome, the Sustainability Outcome will become unclaimable.

• System step — The Outcome tracker enables a Provider to view and track Outcomes and lodge a claim when it becomes available. To access the tracker from the Provider landing page:

• select Payments from the blue ribbon at the top of the page

• select Payments hub from the ribbon that appears

• select Outcome tracker.

(Deed Reference(s): Clause 136, Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

All Personnel must complete Claims Processing Training before lodging a claim for Outcome Payments in the Department’s IT Systems.

It is recommended that Providers claim Outcome Payments which satisfy Deed requirements promptly after the Outcome is achieved. Delayed claims may adversely impact a Provider’s performance data and the tracking of an Outcome for new placements and Sustainability Outcomes.

• System step — The ‘last date to claim’ field in the Outcome Tracker is not applicable to TtW Outcomes, however Providers are encouraged to use the date as a guide to identify if Outcomes are being claimed in a timely manner after they have been achieved.

Note: A Participant does not need to be Exited from TtW where a Provider claims an Outcome if the Participant is still within their Period of Service.

When an Outcome for a Participant on Income Support becomes available to claim, and the Participant’s Income Support has been stopped (for example, ‘failure to report’), the Provider must confirm that the Participant remained Employed for any fortnights where the Outcome tracker indicates the result is 'system derived' before the Outcome can be claimed.

When an Employment Outcome is tracking under hours and the Outcome tracker records a fortnight with a default 76 hours and a basic rate payment of zero, Providers must confirm that the Participant remained Employed before the Outcome can be claimed.

• Documentary evidence — Providers must have Documentary Evidence supporting the confirmation. This can include a file note (in Comments) that records how the Provider confirmed the system derived fortnights were due to Employment, or written communication from the Participant or Employer.

Providers must only claim an Outcome if the Participant has achieved the relevant outcome requirements.

• Documentary evidence — Documentary Evidence requirements vary based on Outcome type, Participant characteristics and whether the Outcome is a result of Pre-existing Employment.

• Documentary evidence — Providers must upload all Documentary Evidence to support their Outcome claim into the Department’s IT Systems at the time of the claim unless otherwise stated. Outcome claims are monitored and reviewed by the Department on an ongoing basis.

See Documentary Evidence for Outcome Claims.

(Deed Reference(s): Clause 47.3, 137; Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

If a Participant on a Provider’s Caseload is tracking towards an Outcome and the Participant transfers to another TtW Provider during the Outcome Period, the original Provider may claim the related Outcome or Sustainability Outcome as long as all relevant requirements are met.

(Deed Reference(s): Clause 137; Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Group One Participants may remain in TtW after they have completed their Period of Service (i.e. 18 or 24 months of servicing) where they are tracking to an Outcome until either the Outcome is achieved, or the Participant stops continually progressing toward the Outcome.

For the purposes of determining when a Group One Participant should remain in TtW where they have completed their Period of Service, ‘tracking to an Outcome’ means:

• at a minimum, a Participant is participating in Employment or Education, on the last day of their Period of Service,

• there are sufficient earnings/hours that will meet the requirements outlined in Annexure B1 – Outcomes, Table 1 – Outcome Requirementssign-in required (sign-in required), and

• in the case of 12 Week Employment Outcomes, the Participant is likely to achieve an Outcome within 12 weeks.

The Participant must be immediately Exited by the TtW Provider if there are any fortnights where there are insufficient, or no, hours worked or no participation in Education.

Note: Sustainability Outcomes may have fortnights of no hours worked because they are calculated over a consecutive 14-week period using an average of Employment earnings/hours. However, the Provider must immediately Exit Participants who remain on the caseload while tracking to a Sustainability Outcome either:

• at the end of the 14-week period regardless of whether the Outcome has been claimed or not, or

• if the Provider determines that the Outcome cannot be achieved over the 14-week period, such as in cases where the Participant’s employment ends or there are extended periods without work.

• Documentary evidence — Where a Provider retains a Participant past their Period of Service and the tracker does not show continued earnings/hours, Providers should record a file note (in comments) outlining the specific circumstances/reason to support the decision (i.e. the Provider has confirmation of a break or leave due to injury, etc).

Note: A Group Two Participant will be automatically Exited at 18 months Period of Service, even if they are tracking toward an Outcome.

After a Participant is Exited, Outcomes will continue to track in the Department’s IT Systems and where the requirements are met, Providers will be able to claim the Outcome.

Post-placement Support must be provided to all Participants while they are tracking to an Outcome.

Refer to the Period of Service, Suspensions, Transfers and Exits Chapter and Eligibility, Referral and Commencement Chapter for more information.

(Deed Reference(s): Clauses 104, 107; Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

There are two ways that Outcomes can be verified – by information from Services Australia or by Documentary Evidence (Payslip Verified Outcome Payment). The process will be different if the Participant is:

• on Income Support Payments and the Department’s IT System is receiving correct Services Australia data

• on Income Support Payments and there is a discrepancy between Services Australia data displayed in the Department’s IT System and what the Participant received from the Employer(s), or

• not on Income Support Payments.

(Deed Reference(s): Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Participants on Income Support Payments (Services Australia data-based claim)

For Participants on an Income Support Payment, Employment Outcomes are verified by the Department’s IT Systems using the earnings or hours declared to Services Australia by Participants each fortnight.

The Department’s IT Systems will consider the Participant’s earnings each fortnight, to calculate the amount their Income Support has been reduced due to those earnings (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/hours information will be imported from Services Australia’s IT system.

Outcomes will become available to claim once Services Australia data has verified that the appropriate hours or rate reductions have occurred to meet the Outcome requirements and if all other Outcome requirements are met.

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

Participants on Income Support Payments (Variation)

Where a Provider disagrees with the earnings or hours information received from Services Australia, they can add a variation to the Outcome. A Provider is required to enter earnings or hours in a way that aligns with the Services Australia fortnight.

• System step — To add a variation, a Provider must:

• select the Outcome in the Outcome Tracker

• select ‘add a variation’ in the Outcome detail screen and record;

• for earnings-based Outcomes, the Participant’s earnings based on the payment date (as shown on the Payslip) that aligns within the relevant Services Australia fortnight.

• for hours-based Outcomes, the Participant’s hours to align with the Services Australia fortnight in which the Participant worked, not when they received their earnings.

After the variation has been added to the Department’s IT Systems, Payslips for the period of the variation must be uploaded as Documentary Evidence. The Outcome will become available for the Provider to claim in the Department’s IT System if the appropriate rate reductions or hours have occurred to meet the Outcome requirements and the Provider is satisfied that all other Outcome requirements are also met.

Participants not on Income Support Payments

Providers must submit a claim for a Payslip Verified Outcome Payment to claim an Employment Outcome for Participants who are not on an Income Support Payment or are in Unsubsidised Self-Employment and meet all other participation requirements (as outlined in Annexure B1 – Outcomes, Table 1 – Outcome Requirements).

• System step — To claim an Employment Outcome, Providers must:

• select the Outcome in the Outcome tracker

• record the total number of hours the Participant has worked over the relevant Employment Outcome Period

• record the date the Participant achieved the total number of required hours to achieve the Employment Outcome

• upload Documentary Evidence and record the Documentary Evidence type.

The Department’s IT Systems will check that the hours entered meet the Deed requirements for an Employment Outcome and will allow the claim to be lodged for payment where they do.

(Deed Reference(s): Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Providers may be able to claim an Employment Outcome where the Participant gains Employment through another organisation or Other Service Provider, assuming all other Outcome requirements are met. If a Job Placement is entered into the Department’s IT Systems, this will track Outcomes for the Provider.

Provider should work with these Other Providers to confirm details and arrangements for providing Post-placement Support for the Participant.

(Deed Reference(s): Clause 137.6)

Providers must hold the required Documentary Evidence at the time of making the claim in the Department’s IT Systems.

(Deed Reference(s): Clause 10, 18.4, 19, 137; Chapter B6, Annexure B1 – Outcomes, Table 1 – Outcome Requirements)

Documentary Evidence – Employment Outcomes

Documentary Evidence must be:

• a payslip (record of Employer payment to a Participant generated by an Employer which satisfies the requirements of the Fair Work Act 2009 and Fair Work Regulations 2009), or

• Employer payroll summary (record of the Participant’s official payment history generated by an Employer)

The document must include the following information:

• Employer’s and Participant’s name

• Employer’s Australian Business Number (ABN) or Australian Company Number (ACN) (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.

The Provider must obtain an email from the Employer confirming any details which are not included on the payslip/Employer payroll summary.

If using an Employer payroll summary, the Provider must attach an email from an Employer confirming the hours worked per Payment Period if the Participant does not receive a payslip with an hourly wage identified because they undertake piece-work (i.e. the Participant is paid per item of work).

Where variations are entered for Participants on Income Support, the Provider is only required to provide payslips or Employer payroll summary report/s for the period of time/fortnight in the Outcome period that cannot be verified by Services Australia data.

Note: As per section 3.6.2. of the Workforce Australia Universal Guidelines Part A, 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. 

Unsubsidised Self-employed Participants

For Participants undertaking Unsubsidised Self-Employment, different Documentary Evidence requirements apply for Pay Slip Verified Outcomes.

This must be supported by dated Documentary Evidence from the Participant in one or more of the following forms: 

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

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

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

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

The records or statements provided should confirm the National Minimum Wage rate has been achieved and demonstrate the Participant's business has generated sufficient personal income (net of business expenses, including tax) to 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 as long as the combined written evidence contains all of the above information. 

Note:

• Providers do not need to hold Documentary Evidence for self-employed Participants who are on Activity Tested Income Support if the Department’s IT Systems are able to use Services Australia data to verify that an Employment Outcome is payable. 

• Providers may need to wait for Participants to report their income or business statements to Services Australia prior to lodging Outcome or Manual claims.

Declaration of earnings and hours to Services Australia

Services Australia data will automatically inform the Department’s IT Systems of a Participant’s earnings or hours worked for Participants on Income Support and tracking towards an Employment Outcome.

If the Services Australia data does not reflect the Participant’s earnings or hours worked, it may be because the Participant is not declaring or is under-declaring their earnings or hours to Services Australia. If a Provider becomes aware of this, they should discuss the discrepancy with the Participant to remind them of their obligations and encourage them to correctly declare any Employment hours or earnings. The Provider could also support the Participant to call or visit Services Australia.

The Provider should lodge a ‘variation’ in the Department’s IT Systems where they have evidence the information returning from Services Australia is incorrect due to non-declaration or under-declaration.

If the Provider is not lodging a Payslip Verified Outcome Payment claim and becomes aware that a Participant is not declaring, or is under declaring their work hours or earnings to Services Australia, the Provider must inform Services Australia either:

• through the Services Australia Reporting Fraud form on the Services Australia Website, or

• by calling the Services Australia Fraud Tip-off Line on 131 524.

Documentary Evidence for Education Outcomes 

Participation Outcomes 

Documentary Evidence must be a statement or email from the education institution that is signed, dated and sent after the completion of the required 26 weeks. The evidence of participating in Education must include: 

• confirmation the Participant engaged in Education for 26 weeks after the commencement date 

• the course is full-time study as defined by the education institution or reflects any hours of study undertaken (in accordance with the Participant’s requirements outlined in the Deed, and

• the study periods (i.e. term, trimester or semester) and the start and end dates. Noting, this includes breaks which occur over the Christmas/summer holiday period. 

In addition to the statement/email above, the Provider may also provide an academic transcript issued by the education institution to demonstrate progress through the course.

Note: Where Providers are unable to obtain evidence from an education institution for an Education Participation Outcome, the following Documentary Evidence will be accepted:

• an email from the education institution stating that they will not provide the requested information,

• confirmation the Participant engaged in Education for 26 weeks after the commencement date, dated after the completion of 26 weeks of participation in that Education,

• the course is full-time study as defined by the education institution,

• the study periods (i.e. term, trimester or semester) and the start and end dates, and 

• an academic transcript issued by the education institution to demonstrate progress through the course (the Participant should be able to provide this).

Online or self-paced learning Participation Outcomes 

In the instance of distance learning/online or self-paced components, Documentary Evidence must include evidence of modules completed, progress of a year level completed, unit of a Certificate III, or a statement from a supporting education provider detailing the units of study successfully completed.

As with all Education Participation Outcome claims, the evidence provided must also confirm the study has occurred for 26 weeks, that it has been full-time as defined by the Education institution or reflects the hours of study undertaken (in accordance with the Participant’s requirements outlined in the Deed.

Part-time participation in an Education Activity can count towards a Participant’s 25-hours-per-week requirement or Hybrid Outcome, but will not count towards an Education Participation Outcome, unless the Participant has a reduced hour participation requirement.

Attainment Outcomes 

Evidence of completing a year 12 Certificate or a Certificate III or higher must be an electronic or a hard copy of the qualification and must show: 

• the details of the qualification the Participant has achieved 

• the Participant’s name 

• details of the Authority, Institution or Registered Training Organisation (including national provider number) that issued the qualification 

• the date of the qualification 

• the course code or unit code identified on training.gov.au or TEQSA (or equivalent verification from a state government authority for a Year 12 qualification), and

• for a University Bridging Course, evidence that the course ran for a minimum of 12 weeks. 

Note: Documentary Evidence for Education Attainment Outcomes cannot be a statement of attainment. These documents detail units of competency a Participant has completed in a course but do not demonstrate that the entire course has been completed and a qualification achieved. The Documentary Evidence date must be after the Activity Placement Start Date.

Documentary Evidence for Hybrid Outcomes 

For a Hybrid Outcome, Documentary Evidence must prove the Participant has met the required hours through a combination of Education and Employment.

• Documentary evidence — Evidence is required for both the Education and Employment components. This evidence must demonstrate the hours of study and hours of work undertaken per week or fortnight over the 12 week Outcome period. This requires: 

• a signed and dated written statement or dated email from the education institution confirming the Participant’s contact hours per week/fortnight and the dates of the course. This evidence must be dated after the Outcome end date, and 

• payslips or Employer payroll summary/ies indicating the hours worked (for details on what constitutes an appropriate Payslip see Participants in Employment in this section). 

  Hybrid Outcomes require manual calculation of hours to determine whether the Outcome has been achieved, regardless of whether the Participant is on Income Support or not. 

  In the case of an apprenticeship or traineeship tracking as a Hybrid Outcome, Providers must upload Documentary Evidence relevant to the completed Employment and Education components, unless the Participant has not yet commenced in the Education component. 

Hybrid Sustainability Outcomes

The Provider is required to upload Documentary Evidence in the Department’s IT Systems at the time of lodgement. This Documentary Evidence must demonstrate the combined number of hours the Participant has participated in Education and worked over the relevant 14 Week Period.

For example, if the Participant did not commence the Education component of the apprenticeship/traineeship within the Hybrid Outcome period, the Provider is only required to upload Documentary Evidence for the Employment component. Note, the Provider must include details of when the Education component will commence, see Record course details on the Education Activity Placement in the Create a Participant’s Education Activity Placementsign-in required (sign-in required) section. 

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 should 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 Transition to Work Manual Claims Provider Advicesign-in required (sign-in required).