Returning to work after illness, injury or surgery, or staying in work with a disability or long-term condition, often depends on the right adjustments being in place. This guide explains what Irish law expects of employers, what employees are entitled to, and how the Department of Social Protection's Work and Access grants can fund workplace assessments, equipment and adaptations.
Returning to Work in Ireland: Why It Matters
For most people, getting back to work after time off is about more than a return date. The job, the workstation and the working pattern may all need to change before someone can return safely and stay in work.
The scale of this in Ireland is bigger than many employers realise. According to Census 2022 data published by the National Disability Authority:
- 1 in 5+people in Ireland has a disability
- 49.3%of working-age disabled people were employed, compared with 70.8% of people without a disability
- 37 pointsIreland's disability employment gap, well above the EU figure of 21.4
Many of those people are not born with a disability. They develop a condition during their working life through illness or injury, which is exactly when good return to work planning makes the difference.
Your Rights and Your Employer's Duties
Reasonable accommodation under the Employment Equality Acts
The Employment Equality Acts 1998 to 2015 require employers to make reasonable accommodation for people with disabilities. This means taking appropriate measures so a disabled person can be treated the same as co-workers and have equal opportunities for promotion and training. (IHREC guidance)
"Disability" is defined very broadly. It includes chronic disease or illness, conditions affecting a person's thought processes or emotions, and disabilities that exist now, existed in the past or may exist in the future. In practice, many employees returning after a serious illness or injury fall within it.
Two points matter most for return to work cases:
- An employer can't simply decide someone can't do the job. Before reaching that conclusion, the employer must consider whether appropriate measures could support the person to carry out their duties.
- Cost alone isn't a reason to refuse. The duty applies unless an accommodation would be a disproportionate burden, and when weighing cost, employers should factor in the supports available from the Department of Social Protection. That's where Work and Access comes in.
Irish case law backs this up. In Humphreys v Westwood Fitness Club, the Labour Court set out that an employer who becomes aware of an employee's disability should first make sure it has all the material facts about the employee's condition. The stakes are real: compensation for discrimination under the Acts can reach two years' salary.
Health and safety duties
Alongside equality law, the Safety, Health and Welfare at Work Act 2005 requires employers to keep risk assessments up to date. An employee returning with new limitations is a change in circumstances, so their role and workstation should be reviewed. For computer users, that includes a DSE assessment that takes their condition into account.
What Is the Work and Access Programme?
Work and Access is a Department of Social Protection programme that helps people with disabilities find or keep a job by removing or reducing workplace barriers. It also helps employers provide reasonable accommodation. It replaced the Reasonable Accommodation Fund and the Disability Awareness Support Scheme. (Citizens Information: Work and Access)
Who is eligible?
To qualify, an individual must be over 18 and under 70, not getting a State Pension, have the right to work in Ireland, and be working or looking for work in the Republic of Ireland, excluding public sector and voluntary work. They must also:
- Have a disability or health condition expected to last longer than 12 months
- Provide professional evidence of the condition, or be getting a long-term disability payment
- Be working at least 8 hours a week (or 32 hours a month), be self-employed, be on a work placement of at least 6 months, or hold a job offer or interview confirmation
Eligible employers include the private sector, community and voluntary sectors, not-for-profit organisations and the commercial semi-state sector. Employers and self-employed people must also provide a tax clearance access number (TCAN).
The Seven Work and Access Supports at a Glance
| Support | Who applies | Funding available | Key point |
|---|---|---|---|
| Workplace Needs Assessment | Employer or self-employed person | Up to €2,500, plus up to 10 hours of communication support/ISL | Often the first step that unlocks other supports |
| Communication Support / ISL | Employee, self-employed person, job candidate or representative | Set hours for interviews, induction and ongoing support | Covers interviews, induction and day-to-day work |
| In-Work Support | Employer or self-employed person | Up to €12,500 a year for a specialist support worker | Needs a workplace needs assessment first |
| Personal Reader | Employee, self-employed person or representative | Up to €12,500 a year | Help with work-related reading |
| Work Equipment | Employee, self-employed person or representative | Up to €12,000 for the workplace, and up to €12,000 for remote-working premises | May need a workplace needs assessment |
| Workplace Adaptation | Employer or self-employed person | Up to €25,000 | Business premises, not a home; most cases need a workplace needs assessment |
| Disability Equality and Inclusion Training | Employer | Up to €20,000 a year | Covers 80% to 90% of training costs |
Figures are as published by Citizens Information, and you can apply for more than one support at the same time. Always check the latest rules before applying.
Why the Workplace Needs Assessment Usually Comes First
The assessment is the foundation for most other supports. Employers can only apply for In-Work Support and Workplace Adaptation if a workplace needs assessment has been completed and it recommended them.
The assessment identifies the adjustments needed to remove barriers someone faces while doing their job or returning to work. It can cover a business premises, home or remote working location. (Citizens Information: Workplace Needs Assessment Grant)
Who can carry out the assessment?
A specialist must carry it out. The assessor should have relevant qualifications or experience, a track record in occupational evaluation or workplace assessment, and up-to-date knowledge of disabilities and the latest supports. Suitable specialists include:
- Occupational therapists and occupational psychologists
- Occupational physicians, occupational health nurses and rehabilitation nurses
- Ergonomics specialists
- Chartered physiotherapists
Two details catch people out. Assessors should be registered with a relevant professional body, such as CORU or the Association of Occupational Therapists of Ireland. An assessor from the employer's own staff or an associate company can carry out the assessment, but it won't be eligible for funding.
What the report needs to include
The report should set out each barrier with evidence-based recommendations and identify the accommodations and training needed, such as assistive technology, a Personal Reader or In-Work Support. The Department's operational guidelines include a report template, and the completed report must be sent to the Department of Social Protection.
How to Apply for Work and Access, Step by Step
For employers
- Complete form WA2. The employer application form is available from your local Intreo Office or from gov.ie. Download the WA2 form (PDF).
- Submit it. Send it by email to workandaccess@welfare.ie, drop it into your local Intreo Office, or post it to the Employment Services Management Support Team, Department of Social Protection, PO Box 13736, Co Louth, FREEPOST.
- Work with your designated officer. An officer will manage the application and contact you about options and documents.
For employees and self-employed people
- Complete form WA1. Individuals use this form to apply for Communication Support/ISL, Personal Reader or Work Equipment, and should include quotes where required. Download the WA1 form (PDF).
- Eligibility check. The Work and Access Section checks eligibility, and an officer then contacts you to discuss next steps.
The rule that matters most: approval before you buy. Final approval is required before purchasing any support, and applications submitted after purchase can't be processed or paid. Don't buy equipment or book adaptations until you have approval in writing.
There's no formal appeal because Work and Access is an administrative scheme, but you can ask for a review by a different officer if you write to the Department within 21 days of the decision.
Practical Return to Work Steps
For employers and HR teams
- Talk early. Contact the employee before their return date, not on the day.
- Get the facts. Use occupational health or medical advice to understand any restrictions, reduced hours or phased return.
- Assess the workplace. Arrange a specialist assessment of the job and workstation, and check Work and Access eligibility at the same time.
- Apply before you buy. Submit any grant application and wait for approval before ordering equipment.
- Document everything. Record the adjustments considered, agreed and put in place.
- Review. Check in after the first few weeks and adjust the plan if needed.
For employees returning to work
- Get professional evidence. A letter from your GP or consultant describing your condition and limitations is useful for both your employer and any grant application.
- Ask for adjustments in writing. Explain what you're finding difficult and what might help.
- Ask about a workplace needs assessment. Your employer applies for this grant, so raise it with HR or your manager.
- Check what you can apply for yourself. Work Equipment, Personal Reader and Communication Support are applied for by the individual.
- Try before anyone buys. Where possible, try recommended equipment first so the grant covers the right items.
What If You're Not Eligible for Work and Access?
Not every return to work qualifies. Public sector employees and short-term injuries that are expected to resolve within 12 months fall outside the programme.
That doesn't remove the employer's duties. Reasonable accommodation still applies to disabled employees, including in the public sector, and health and safety law still requires an up-to-date risk assessment. In these cases the employer funds the adjustments directly. A structured assessment is still the best way to get them right first time and avoid spending on equipment that doesn't help.
How KOS Ergonomics Can Help
KOS Ergonomics has supported Irish workplaces since 1991, and our team supports both employers and individuals through the return to work process:
- Specialist assessments. Our team of occupational therapists, physiotherapists and ergonomists carries out workplace needs and return to work assessments on-site or virtually, nationwide.
- Grant-ready reports. Every report sets out each barrier with clear, evidence-based recommendations, structured to support Work and Access applications.
- Grant guidance. We help you work out which supports may apply before you spend anything.
- Free equipment trial. Try recommended equipment at our Fitting Studio before a grant application goes in, so it covers the right items.
- Public sector support. If Work and Access doesn't apply, we still provide a clear, documented plan for reasonable accommodation.
Conclusion
A safe, lasting return to work is built on the right information: what the person can do now, what the job demands, and what needs to change. Irish law expects employers to take that seriously, and the Work and Access programme means cost doesn't have to be the barrier.
Whether you're an employer managing a return or an employee preparing for one, start with a clear assessment, apply before you buy, and document every step.
Take the Next Step Toward a Safe, Supported Return to Work
Talk to our team about workplace needs and return to work assessments, grant guidance and equipment trials. We'll call you back.
-
Workplace Needs & Return to Work Assessments
OT-led assessments with grant-ready reports and a free equipment trial.
Request a Callback -
Detailed Ergonomic Assessments
For medical, chronic pain and pregnancy needs. Personalised evaluations to support health and comfort.
Book Now -
Visit Our Showroom
Try ergonomic chairs, desks and accessories with expert guidance in Dublin or Tipperary.
Book a Visit
Frequently Asked Questions about Returning to Work and Work and Access Grants
Straight answers to the questions employers and employees ask most about returning to work in Ireland and the Work and Access programme.
Can I apply for Work and Access myself as an employee?
Yes, for some supports. Employees can apply directly for Work Equipment, Personal Reader and Communication Support using form WA1. The Workplace Needs Assessment, In-Work Support and Workplace Adaptation grants are applied for by the employer, or by you if you're self-employed.
Does a short-term injury qualify for Work and Access?
Usually not. The programme is for disabilities or health conditions expected to last longer than 12 months, backed by professional evidence. A short-term injury that's expected to fully recover won't normally qualify, but the employer still has health and safety duties to review the role and workstation.
Who can carry out a workplace needs assessment funded by Work and Access?
A qualified specialist, such as an occupational therapist, ergonomics specialist, chartered physiotherapist or occupational health professional, ideally registered with a professional body like CORU or AOTI. An assessor from the employer's own staff can do the assessment, but it won't be funded.
Can I buy the equipment first and claim the money back?
No. Final approval is needed before anything is bought, and applications made after purchase can't be processed or paid. Get approval in writing first.
What if my Work and Access application is refused?
There's no formal appeal, but you can ask for a review by a different Department of Social Protection officer. Write to the Department within 21 days of the decision, explain why you think it's wrong and include any supporting evidence.
Does my employer have to make adjustments if there's no grant?
If you have a disability as defined under the Employment Equality Acts, your employer must provide reasonable accommodation unless it would be a disproportionate burden, and available public funding is part of that assessment. This applies whether or not Work and Access funding is available, including in the public sector.
Returning to work after illness, injury or surgery, or staying in work with a disability or long-term condition, often depends on the right adjustments being in place. This guide explains what Irish law expects of employers, what employees are entitled to, and how the Department of Social Protection's Work and Access grants can fund workplace assessments, equipment and adaptations.
Returning to Work in Ireland: Why It Matters
For most people, getting back to work after time off is about more than a return date. The job, the workstation and the working pattern may all need to change before someone can return safely and stay in work.
The scale of this in Ireland is bigger than many employers realise. According to Census 2022 data published by the National Disability Authority:
- 1 in 5+people in Ireland has a disability
- 49.3%of working-age disabled people were employed, compared with 70.8% of people without a disability
- 37 pointsIreland's disability employment gap, well above the EU figure of 21.4
Many of those people are not born with a disability. They develop a condition during their working life through illness or injury, which is exactly when good return to work planning makes the difference.
Your Rights and Your Employer's Duties
Reasonable accommodation under the Employment Equality Acts
The Employment Equality Acts 1998 to 2015 require employers to make reasonable accommodation for people with disabilities. This means taking appropriate measures so a disabled person can be treated the same as co-workers and have equal opportunities for promotion and training. (IHREC guidance)
"Disability" is defined very broadly. It includes chronic disease or illness, conditions affecting a person's thought processes or emotions, and disabilities that exist now, existed in the past or may exist in the future. In practice, many employees returning after a serious illness or injury fall within it.
Two points matter most for return to work cases:
- An employer can't simply decide someone can't do the job. Before reaching that conclusion, the employer must consider whether appropriate measures could support the person to carry out their duties.
- Cost alone isn't a reason to refuse. The duty applies unless an accommodation would be a disproportionate burden, and when weighing cost, employers should factor in the supports available from the Department of Social Protection. That's where Work and Access comes in.
Irish case law backs this up. In Humphreys v Westwood Fitness Club, the Labour Court set out that an employer who becomes aware of an employee's disability should first make sure it has all the material facts about the employee's condition. The stakes are real: compensation for discrimination under the Acts can reach two years' salary.
Health and safety duties
Alongside equality law, the Safety, Health and Welfare at Work Act 2005 requires employers to keep risk assessments up to date. An employee returning with new limitations is a change in circumstances, so their role and workstation should be reviewed. For computer users, that includes a DSE assessment that takes their condition into account.
What Is the Work and Access Programme?
Work and Access is a Department of Social Protection programme that helps people with disabilities find or keep a job by removing or reducing workplace barriers. It also helps employers provide reasonable accommodation. It replaced the Reasonable Accommodation Fund and the Disability Awareness Support Scheme. (Citizens Information: Work and Access)
Who is eligible?
To qualify, an individual must be over 18 and under 70, not getting a State Pension, have the right to work in Ireland, and be working or looking for work in the Republic of Ireland, excluding public sector and voluntary work. They must also:
- Have a disability or health condition expected to last longer than 12 months
- Provide professional evidence of the condition, or be getting a long-term disability payment
- Be working at least 8 hours a week (or 32 hours a month), be self-employed, be on a work placement of at least 6 months, or hold a job offer or interview confirmation
Eligible employers include the private sector, community and voluntary sectors, not-for-profit organisations and the commercial semi-state sector. Employers and self-employed people must also provide a tax clearance access number (TCAN).
The Seven Work and Access Supports at a Glance
| Support | Who applies | Funding available | Key point |
|---|---|---|---|
| Workplace Needs Assessment | Employer or self-employed person | Up to €2,500, plus up to 10 hours of communication support/ISL | Often the first step that unlocks other supports |
| Communication Support / ISL | Employee, self-employed person, job candidate or representative | Set hours for interviews, induction and ongoing support | Covers interviews, induction and day-to-day work |
| In-Work Support | Employer or self-employed person | Up to €12,500 a year for a specialist support worker | Needs a workplace needs assessment first |
| Personal Reader | Employee, self-employed person or representative | Up to €12,500 a year | Help with work-related reading |
| Work Equipment | Employee, self-employed person or representative | Up to €12,000 for the workplace, and up to €12,000 for remote-working premises | May need a workplace needs assessment |
| Workplace Adaptation | Employer or self-employed person | Up to €25,000 | Business premises, not a home; most cases need a workplace needs assessment |
| Disability Equality and Inclusion Training | Employer | Up to €20,000 a year | Covers 80% to 90% of training costs |
Figures are as published by Citizens Information, and you can apply for more than one support at the same time. Always check the latest rules before applying.
Why the Workplace Needs Assessment Usually Comes First
The assessment is the foundation for most other supports. Employers can only apply for In-Work Support and Workplace Adaptation if a workplace needs assessment has been completed and it recommended them.
The assessment identifies the adjustments needed to remove barriers someone faces while doing their job or returning to work. It can cover a business premises, home or remote working location. (Citizens Information: Workplace Needs Assessment Grant)
Who can carry out the assessment?
A specialist must carry it out. The assessor should have relevant qualifications or experience, a track record in occupational evaluation or workplace assessment, and up-to-date knowledge of disabilities and the latest supports. Suitable specialists include:
- Occupational therapists and occupational psychologists
- Occupational physicians, occupational health nurses and rehabilitation nurses
- Ergonomics specialists
- Chartered physiotherapists
Two details catch people out. Assessors should be registered with a relevant professional body, such as CORU or the Association of Occupational Therapists of Ireland. An assessor from the employer's own staff or an associate company can carry out the assessment, but it won't be eligible for funding.
What the report needs to include
The report should set out each barrier with evidence-based recommendations and identify the accommodations and training needed, such as assistive technology, a Personal Reader or In-Work Support. The Department's operational guidelines include a report template, and the completed report must be sent to the Department of Social Protection.
How to Apply for Work and Access, Step by Step
For employers
- Complete form WA2. The employer application form is available from your local Intreo Office or from gov.ie. Download the WA2 form (PDF).
- Submit it. Send it by email to workandaccess@welfare.ie, drop it into your local Intreo Office, or post it to the Employment Services Management Support Team, Department of Social Protection, PO Box 13736, Co Louth, FREEPOST.
- Work with your designated officer. An officer will manage the application and contact you about options and documents.
For employees and self-employed people
- Complete form WA1. Individuals use this form to apply for Communication Support/ISL, Personal Reader or Work Equipment, and should include quotes where required. Download the WA1 form (PDF).
- Eligibility check. The Work and Access Section checks eligibility, and an officer then contacts you to discuss next steps.
The rule that matters most: approval before you buy. Final approval is required before purchasing any support, and applications submitted after purchase can't be processed or paid. Don't buy equipment or book adaptations until you have approval in writing.
There's no formal appeal because Work and Access is an administrative scheme, but you can ask for a review by a different officer if you write to the Department within 21 days of the decision.
Practical Return to Work Steps
For employers and HR teams
- Talk early. Contact the employee before their return date, not on the day.
- Get the facts. Use occupational health or medical advice to understand any restrictions, reduced hours or phased return.
- Assess the workplace. Arrange a specialist assessment of the job and workstation, and check Work and Access eligibility at the same time.
- Apply before you buy. Submit any grant application and wait for approval before ordering equipment.
- Document everything. Record the adjustments considered, agreed and put in place.
- Review. Check in after the first few weeks and adjust the plan if needed.
For employees returning to work
- Get professional evidence. A letter from your GP or consultant describing your condition and limitations is useful for both your employer and any grant application.
- Ask for adjustments in writing. Explain what you're finding difficult and what might help.
- Ask about a workplace needs assessment. Your employer applies for this grant, so raise it with HR or your manager.
- Check what you can apply for yourself. Work Equipment, Personal Reader and Communication Support are applied for by the individual.
- Try before anyone buys. Where possible, try recommended equipment first so the grant covers the right items.
What If You're Not Eligible for Work and Access?
Not every return to work qualifies. Public sector employees and short-term injuries that are expected to resolve within 12 months fall outside the programme.
That doesn't remove the employer's duties. Reasonable accommodation still applies to disabled employees, including in the public sector, and health and safety law still requires an up-to-date risk assessment. In these cases the employer funds the adjustments directly. A structured assessment is still the best way to get them right first time and avoid spending on equipment that doesn't help.
How KOS Ergonomics Can Help
KOS Ergonomics has supported Irish workplaces since 1991, and our team supports both employers and individuals through the return to work process:
- Specialist assessments. Our team of occupational therapists, physiotherapists and ergonomists carries out workplace needs and return to work assessments on-site or virtually, nationwide.
- Grant-ready reports. Every report sets out each barrier with clear, evidence-based recommendations, structured to support Work and Access applications.
- Grant guidance. We help you work out which supports may apply before you spend anything.
- Free equipment trial. Try recommended equipment at our Fitting Studio before a grant application goes in, so it covers the right items.
- Public sector support. If Work and Access doesn't apply, we still provide a clear, documented plan for reasonable accommodation.
Conclusion
A safe, lasting return to work is built on the right information: what the person can do now, what the job demands, and what needs to change. Irish law expects employers to take that seriously, and the Work and Access programme means cost doesn't have to be the barrier.
Whether you're an employer managing a return or an employee preparing for one, start with a clear assessment, apply before you buy, and document every step.
Take the Next Step Toward a Safe, Supported Return to Work
Talk to our team about workplace needs and return to work assessments, grant guidance and equipment trials. We'll call you back.
-
Workplace Needs & Return to Work Assessments
OT-led assessments with grant-ready reports and a free equipment trial.
Request a Callback -
Detailed Ergonomic Assessments
For medical, chronic pain and pregnancy needs. Personalised evaluations to support health and comfort.
Book Now -
Visit Our Showroom
Try ergonomic chairs, desks and accessories with expert guidance in Dublin or Tipperary.
Book a Visit
Frequently Asked Questions about Returning to Work and Work and Access Grants
Straight answers to the questions employers and employees ask most about returning to work in Ireland and the Work and Access programme.
Can I apply for Work and Access myself as an employee?
Yes, for some supports. Employees can apply directly for Work Equipment, Personal Reader and Communication Support using form WA1. The Workplace Needs Assessment, In-Work Support and Workplace Adaptation grants are applied for by the employer, or by you if you're self-employed.
Does a short-term injury qualify for Work and Access?
Usually not. The programme is for disabilities or health conditions expected to last longer than 12 months, backed by professional evidence. A short-term injury that's expected to fully recover won't normally qualify, but the employer still has health and safety duties to review the role and workstation.
Who can carry out a workplace needs assessment funded by Work and Access?
A qualified specialist, such as an occupational therapist, ergonomics specialist, chartered physiotherapist or occupational health professional, ideally registered with a professional body like CORU or AOTI. An assessor from the employer's own staff can do the assessment, but it won't be funded.
Can I buy the equipment first and claim the money back?
No. Final approval is needed before anything is bought, and applications made after purchase can't be processed or paid. Get approval in writing first.
What if my Work and Access application is refused?
There's no formal appeal, but you can ask for a review by a different Department of Social Protection officer. Write to the Department within 21 days of the decision, explain why you think it's wrong and include any supporting evidence.
Does my employer have to make adjustments if there's no grant?
If you have a disability as defined under the Employment Equality Acts, your employer must provide reasonable accommodation unless it would be a disproportionate burden, and available public funding is part of that assessment. This applies whether or not Work and Access funding is available, including in the public sector.
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