Placements and moneyPart 1 of 3
Placements and claims
A Notification of Employment runs ten checks, accepting it anchors the placement, and once an outcome period has ended with the hours to show it, the claim reaches your claims team's board.
- Checks
- Ten checks before Accept and anchor is enabled
- Accept and anchor creates
- Outcome periods, claim rows and a support schedule
- Claim raised
- Once a period has ended and the hours show it was achieved
What it does
For consultants reporting a job start, and for the central claims team who check it and manage claims.
A consultant raises a Notification of Employment from the participant's record: the employer's ABN, the job title, the start date, hours a week and whether a wage subsidy might apply. Ten checks run before it can be accepted: six that can fail outright, for example the ABN, the start date, the benchmark hours and the pay rate, and four that warn and need a reason to accept anyway, for example recurring employment with the same employer or another open placement with them (Part B 11.5.3).
Accepting a Notification of Employment anchors the placement: it creates the 12, 26 and 52-week outcome periods, a claim row for each one and a Post Placement Support schedule, saved as a stamped note. Once a period has ended and the recorded hours show it was achieved, Workstride raises the claim onto your claims team's board.
Caution
A job start that checks out on paper can still turn into a Non-Payable Outcome later, for example recurring employment or a rate below the award (Part B 11.5.3). And a claim will not appear the moment a period ends by itself: raising happens when hours, breaks or placement dates are next recorded, or an earlier claim is lodged. A scheduled check that raises a claim the moment its period ends is planned. Planned
On sample data
Kayla Smith's Notification of Employment
Change her hours a week and hourly rate and watch the checks, and Accept and anchor, respond.
SMITH, Kayla
Placement #1071
- Participant
- SMITH, Kayla
- Participant id
- 2295
- Employer
- Plainsview Motor Group
- Employer id
- 342
- Job title
- Customer service assistant
- Placement type
- Vacancy Placement
- Status
- Pending Validation
- Award
- Clerks Private Sector Award
- Classification
- Level 1 (year 1)
- Hourly rate
- 27.5
- Employment type
- Part time
Validation: Warn
- Pass Participant is commenced and not exited Commenced.
- Pass Employer identified with an ABN ABN verified.
- Pass Start date is plausible 14/09/2026
- Pass Expected hours meet the benchmark 16.0 hours a week against a 8.0 hour benchmark.
- Pass Employment Benchmark is one of the program's bands 8 hour benchmark.
- Pass Not recurring employment with this employer No earlier outcome with this employer.
- Pass Employer is not the provider or a related entity Independent employer.
- Pass No other open placement with this employer None found.
- Pass Pay rate meets the award or the national minimum wage $27.50 an hour against a minimum of $26.97.
- Warn Wage subsidy eligibility recorded Not yet assessed.
Leave blank to use the placement start date. Changing it needs a reason.
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Priority Notification of Employment awaiting acceptance
Validate and accept the placement.
- Platform id
1071
Created 16/09/2026 11:48, updated 16/09/2026 11:48.
Sample data. Invented names. The pay rate check here compares your figure with the national minimum wage as a general guide; Workstride also checks the applicable modern award classification.
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In the product
Accept and anchor is disabled while any check fails. On a warning it stays enabled, but a reason is required first.
Wage histories, breaks and ending a placement
A pay period is entered once, with the hours worked, the gross income, the pay date and up to ten evidence files, then Workstride spreads it by day across the outcome weeks it covers. Hours from payslips and hours from the Department's income reports are counted separately for each outcome period, so one source never quietly overwrites the other.
A permissible break needs a reason outside the participant's or the provider's control, for example illness or injury, a major personal crisis, a declared natural disaster, an employer shutdown, or starting a new job soon after an unexpected termination (Part B 9.5.3). Workstride keeps one open at a time, and every later outcome, claim and Post Placement Support date moves out by the break's length. Ending a placement records the end date and the reason; the periods, claims and support history already on the record stay as they are.
Workstride does not yet total break days against the 28-day allowance in each segment, or block a change to the anchor date after an outcome has been claimed against it: a provider checks both by hand today (Part B 9.5.2, Part B 9.5.3). Planned Breaks beyond 28 days in a segment need the Department's approval. Waiting on approval
On sample data
Linh Nguyen's 12-week outcome, from Partial to the claims board
Add her next fortnight's payslip and watch the outcome move from Partial to Full and the claim appear on the board. Use the board's own Move control, never drag and drop, to move it along.
NGUYEN, Linh
Placement #1042
- Participant
- NGUYEN, Linh
- Participant id
- 2187
- Employer
- Heronsgate Aged Care
- Employer id
- 311
- Job title
- Personal care assistant
- Placement type
- Vacancy Placement
- Status
- Active
- Next support due
- 17/09/2026
- Frequency
- Every 14 days
- Last participant contact
- 03/09/2026
- Last employer contact
- 25/08/2026
- Successful contacts
- 5
- Support ends
- 20/12/2026
- 03/09/2026: Participant, successful, week 11 Going well; has asked about weekend shifts.
- 25/08/2026: Employer, successful Supervisor happy with punctuality and care notes.
- 20/08/2026: Participant, successful
- 06/08/2026: Participant, left message
- 23/07/2026: Participant, successful
- 14/07/2026: Employer, successful
| Week | Period | Hours | Progress | Outcome | State | Claim due | Amount |
|---|---|---|---|---|---|---|---|
| 12 | 22/06/2026 to 13/09/2026 | 268.5 of 180.0 (partial from 120)payslips 268.5, reports 0.0 | 100% | Full | Achieved | 11/10/2026 | $4,340.27 |
| 26 | 22/06/2026 to 20/12/2026 | 268.5 of 390.0 (partial from 260)payslips 268.5, reports 0.0 | 69% | Partial | Tracking | 17/01/2027 | $1,804.16 |
| 52 | 21/12/2026 to 20/06/2027 | 0.0 of 390.0 (partial from 260)payslips 0.0, reports 0.0 | 0% | Not yet | Tracking | 18/07/2027 | $1,423.42 |
| Week | Due | Amount | Outcome | State | Ticket | Actions |
|---|---|---|---|---|---|---|
| 12 | 11/10/2026 | $4,340.27 | Full | Submitted to the claims team | C26-00212 | Open |
| 26 | 17/01/2027 | $1,804.16 | Partial | Tracking | ||
| 52 | 18/07/2027 | $1,423.42 | Pending | Tracking |
Nothing needs attention on this record.
- Platform id
1042
Created 22/06/2026 15:30, updated 14/09/2026 16:41.
Sample data. Invented names.
Claims board
Every claim submitted to the claims team, by column. Cards are shaded by how long they have waited. Every move is recorded.
Claims inbox 2
IEA C26-00212
Week 12 outcome for NGUYEN, Linh
Submitted to the claims team, $4,340.27
Heronsgate Aged Care · Unassigned · 2 days
IEA C26-00215
Week 12 outcome for TAUFA, Sione
Submitted to the claims team, $6,123.12
Copperleaf Hardware · Unassigned · 1 day
In progress 2
IEA C26-00187
Week 26 outcome for RAGHUNATHAN, Meera
Assigned to a claims officer, $3,792.68
Portside Hospitality Group · Quan Vo · 6 days
IEA C26-00204
Week 12 outcome for WALKER, Tahlia
Being assessed, $4,340.27
Ironleaf Logistics · Dimitra Kallis · 2 days
Information needed 1
IEA C26-00176
Week 12 outcome for KOWALCZYK, Grace
Additional information required, $2,976.42
Northbank Joinery · Quan Vo · 8 days
On hold 2
IEA C26-00151
Week 26 outcome for MORGAN, Ethan
Awaiting third fortnight to achieve, $5,524.61
Coral Coast Facilities · Dimitra Kallis · 16 days
IEA C26-00199
Week 12 outcome for HADDAD, Mohammed
Payslip claim awaiting eighth week to lodge, $1,666.71
Fernhill Community Care · Quan Vo · 3 days
Lodged 2
IEA C26-00129
Week 26 outcome for NOWAK, Tomasz
Approved by the Department, $7,805.06
Portside Hospitality Group · Quan Vo · 4 days
IEA C26-00193
Week 12 outcome for PEARCE, Jack
Lodged, $2,976.42
Ironleaf Logistics · Dimitra Kallis · 3 days
Lodged under override 0
Nothing here.
Closed 1
IEA C26-00118
Rejected by the claims team, $2,976.42
Quayline Office Services · Dimitra Kallis · 2 days
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Rule
Full and Partial Outcome hours are set by the participant's Employment Benchmark (Part B 11.5.1). Linh's is 15 hours a week, so a Full 12-week Outcome needs 180 hours.
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Rule
The board's Move control records the new state, a reason and the Department's claim identifier. There is no drag and drop.
Moving a card to Lodged or Approved by the Department records what your claims team has already done in ESS Web, by hand: Workstride does not lodge claims into the Department's systems itself, so lodgement stays a manual step there. Waiting on approval
Outcome periods, fees and the claims board
Outcome periods run 12, 26 and 52 weeks from the anchor date, with the Full and Partial Outcome hours for the participant's Employment Benchmark and the Outcome Fee at their Funding Level, from the Fee Annexure effective 1 November 2025.
| Funding Level | 1 | 2 | 3 | 4 | 5 |
|---|---|---|---|---|---|
| 12-week Full Outcome Fee | $1,666.71 | $2,976.42 | $4,340.27 | $6,123.12 | $10,926.04 |
Fee Annexure effective 1 November 2025, GST inclusive. A Moderate Intellectual Disability Payment is added on a Full Outcome only, for a participant averaging at least 15 hours a week over the period (Part B 11.6).
A 26-week claim waits until the 12-week claim is lodged and paid, not only claimed, and a 52-week claim waits for the 26-week claim (Deed 163.3). Every claim sits on a seven-column board, from Claims inbox to Lodged and Closed, shaded by waiting time, with every move recorded with a reason and the Department's claim identifier. A claim whose window closes before its period is achieved moves to Out of time: Workstride's 28 and 56-day reminders are a provider default, since no lodgement deadline is set in the Deed or Guidelines.
Progress Fees are $1,106.81, the same at every Funding Level, in 52-week registration windows from commencement, up to two in a window and only one of the two for education or training (Part B 11.4.1). Workstride detects the employment basis, 24 hours over a continuous four-week period, from wage histories already on file, and flags a window ending with none claimed.
Ongoing Support fees and Moderate Intellectual Disability Payments sit on the same board, with the 28-day recording deadline kept in view and a warning below the minimum. A claim also records the specific reason when an outcome is not payable, for example recurring employment or a related entity, against the Deed's list (Part B 11.5.3). Three reports round this out: claims due in the next 30 days, claims past due, and claimed income by month, framed as income at risk from support already delivered.
| Level | Per instance or period |
|---|---|
| Flexible | $527.70 an instance, at least 4 hours |
| Moderate | $486.81 monthly, or $1,583.11 quarterly |
| High | $1,217.68 monthly, or $3,957.78 quarterly |
Fee Annexure effective 1 November 2025, GST inclusive. Workstride uses calendar months and quarters, not an exact match to the Deed's four-week and 13-week periods, and two readings await the Department's confirmation.
What it does not do yet
- A scheduled re-check so a claim raises the moment its period ends, rather than waiting for the next thing recorded Planned
- Blocking an anchor date change after an outcome has been claimed, and totalling break days against the 28-day allowance Planned
- Evidence checklists per claim, a chronological claim trail, and reconciliation with Department payments Planned
- ABN lookups against the Australian Business Register, and Department income reports loaded automatically Waiting on approval
- Lodging claims into ESS Web itself, which needs web services under the Third Party IT Vendor Deed Waiting on approval
Related pages, guides and tools
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Post Placement and Ongoing Support
Support schedules, contacts and the Ongoing Support Assessment.
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Employers and jobs
Where the vacancy, the ABN and the award classification come from.
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Outcome period calculator
Work out the 12, 26 and 52-week periods for an anchor date.
Questions about placements and claims
What happens if a check fails after the placement has already started?
Accept and anchor stays off while a check fails, so the placement is not anchored until the consultant or the claims team fixes the underlying record and the check passes.
Does Workstride lodge the claim in ESS Web for us?
No. Your claims team still lodges in ESS Web by hand, then records the claim identifier and moves the card to Lodged. Workstride lodging claims itself needs web services under the Third Party IT Vendor Deed.
Can we use this with participants now?
No. Using Workstride with participant data first needs DEWR to accredit the Workstride system and us to hold a Third Party IT Vendor Deed, then your organisation's written approval from the Department (Part A 7.2.2).
Sources
- Inclusive Employment Australia Guidelines Part B, version 1.1, sections 9.5, 10, 11.4 to 11.7
- Inclusive Employment Australia Deed, sections 162 to 165, and Annexures A, B1 and B2
- Fair Work Ombudsman, National Minimum Wage, from 1 July 2026
Sources checked on 17/09/2026. Checked against the build on 17/09/2026.
See it on sample data, with the people building it.
A walkthrough covers the parts of Workstride your teams would use, the status of each one, and the approval steps your organisation takes.
Using Workstride with participant data first needs DEWR to accredit the Workstride system and us to hold a Third Party IT Vendor Deed, then your organisation's written approval from the Department (IEA Guidelines Part A 7.2.2).
Workstride is new, and we are inviting Inclusive Employment Australia providers to help shape it before launch. Help shape Workstride.
Tell us who is coming
Send the form with the roles you want to bring and the parts you want to see.
We reply to set a time
We suggest times that suit your team and confirm what the session will cover.
The walkthrough
Sample data only, with the status of every part said out loud. Nothing about your participants is asked or needed.