3 Step eClaims User Guide

Open the claim form on the Department of Communities intranet page.

This is the first page that appears when the employee who is completing the claim form selects the Motor or Property eClaims link:

The second page of the claim form contains questions that play an important role in the progression of the claim form submission, specifically:

• ‘Claim Type’: An option must be selected from the drop down list, please refer to the information icon near this field for a description of the choices.

IMPORTANT: This selection determines the questions that appear as you progress with the claim form.  Once you move onto the remaining pages in the claim form it is not possible to come back to this field on the ‘Personal Details’ page and change the selection made. If an incorrect option is selected the current claim form must be deleted by Department of Communities’ Facilities Management contacts, and a new claim form must be created.

• ‘Site Representative/Division/Head Office’: The local District Office the claim relates to must be selected if an option is required.  When a selection is made it displays the District Office group email address that will be used to enable the final stage of the submission process (Step 3) to be completed.
• ‘Person Completing Claim Form’: Enter the details of the employee who is creating the claim form.  The email address is to be their individual work email address, it must not be the same as the email address listed in the above ‘Site Representative/Division/Head Office’ field, or what will be used for the below ‘Line Manager Details’ field.
• ‘Line Manager Details’: Enter the details of the direct Line Manager of the person entered in the ‘Person Completing Claim Form’ section mentioned above.  It must not be the same email address as the ‘Person Completing Claim Form’ and ‘Site Representative / Division / Head Office’ above.

Once ‘Next’ is selected an email is sent to the address entered in the ‘Person Completing Claim Form’ section providing a link to the draft claim form so it can be saved and completed at a later date – see example below.

Email example: Employee – Draft claim form link

Once the employee who created the claim form progresses through all relevant pages and questions (as determined by the ‘Claim Type’ that was selected in the ‘Personal Details’ page) the last page of the form displays as per the example below.

To complete the form and progress it to Step 2 (Line Manager Endorsement), the employee selects ‘Send to Employer’.

A temporary Receipt Number to track the claim form submission process now appears on the screen for their reference, this is also included in emails explained further below. Please note this is not the Claim Number as the form has not been submitted to ICWA until step 3.

Once ‘Send to Employer’ is selected no further changes can be made by the employee who completed the form.

On selection of ‘Send to Employer’ the following three emails are sent:

1. To the address in the ‘Person Completing Claim Form’ section (employee who created the claim form) providing the temporary Receipt Number – see example below.

Email example: Employee – Claim form created (Receipt Number)

2. To the District Office group email address that corresponds with the selection made in the ‘Site Representative/Division/Head Office’ field, advising that a claim has been created, and the details of the Line Manager input for endorsement in Step 2 - see example below.

Email example: District Office – Claim form created (Receipt Number)

3. To the Line Manager’s email address that was input to complete the endorsement action in Step 2 - see example below.

Email example: Line Manager – Endorsement request

The Line Manager receives an email, and selects the link for ENDORSEMENT in the email. An example of this email is shown in Step 1.

Clicking on ENDORSEMENT in the email will take the Line Manager to the endorsement page within the relevant eClaim.   The ‘Agency Authorisation/Declaration’ section must be completed, all other fields are to be completed if required.

If the ‘Location / Cost Centre / Risk Centre’ field is to be completed, select the appropriate Region name that the District Office belongs to.  For a complete list please refer to the 'Department of Communities District Office List’ section below.

To complete the endorsement action, and progress it to the final Authorise and Submit stage at Department of Communities (Step 3), the Line Manager selects ‘Send to Head Office’.

Once ‘Send to Head Office’ is selected no further changes can be made by the Line Manager.

An email is then sent to the District Office group email address, which corresponded with the selection made in the ‘Site Representative/Division/Head Office’ drop down list field, to complete the submit action in Step 3 – see example email below.

Email example: District Office – Submit request (endorsement completed):

An authorised District Office employee opens the email sent to the group mailbox. An example of this email is in Step 2.

On selection of the claim form link in the email, they can make changes to the input information, and complete the mandatory fields (*):

Please note, if the ‘Location / Cost Centre / Risk Centre’ field is to be completed, select the appropriate Region name that the District Office belongs to.  For a complete list please refer to the 'Department of Communities District Office List’ section below.

When no further changes are required and all fields are completed, the ‘Submit’ button is selected to send the claim form to ICWA for processing.  A new Claim Number is generated and displays. This claim number now replaces the receipt number.

On selection of ‘Submit’ the following two emails are sent:

1. To the employee who created the claim form providing the official Claim Number, which is to be used in all correspondence with ICWA.  The temporary Receipt Number is no longer used.  See example email below.

Email example: Employee – Claim form submitted (Claim Number)

2. To the District Office group email address providing the official Claim Number, which is to be used in all correspondence with ICWA.  The temporary Receipt Number is no longer used.  See example email below.

Email example: District Office – Claim form submitted (Claim Number)

Claim form changes and claim enquiries

Once the ‘Submit’ button is selected, Department of Communities can no longer use eClaims to make changes or enquire about the claim.

Please direct all requests and enquiries to your ICWA Claims Officer:

Reception: (08) 9264 3333

Motor claims - gi.motorclaims@icwa.wa.gov.au

Property claims - gi.propertyclaims@icwa.wa.gov.au