3 Step eClaims User Guide DoE

The employee who is completing the claim form selects the Motor or Property eClaims link on Department of Education’s IKON intranet page.

This the first screen presented:

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. If ‘Property in Transit’ is selected the ‘Line Manager Details’ section is removed and the ‘Site Representative/Division/Head Office’ has a default selection.

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 ICWA or Department of Education Commercial and Contracting Services department, and a new claim form must be created.

• ‘Site Representative/Division/Head Office’: The school the claim relates to must be selected if an option is required.  When a selection is made it displays the Schools Online email address that will be used to enable the final stage of the submission process (Step 3) to be completed. If ‘Property in Transit’ was selected the ‘Site Representative/Division/Head Office’ has a default selection.
• ‘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: Example email below:

Once the employee progresses through all relevant pages and questions, the last page of the form displays. To progress it to Step 2 (Line Manager Endorsement), the employee selects ‘Send to Employer’.

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

A temporary Receipt Number to track the claim form submission process now appears on the screen for their reference. Please note this is not the Claim Number. The Claim Number will generate when the form has been submitted to ICWA in step 3.

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

1. To the employee  (using the address in the ‘Person Completing Claim Form’ section) providing the temporary Receipt Number.
   

1. To the Schools Online 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 who will endorse the claim in Step 2.
   
   
   


2. To the Line Manager’s email address, asking them to complete the endorsement action in Step 2.
   

The Line Manager receives an email, and is required to:

1) Review the information in the claim form PDF attachment, and then

2)  Select the link for the endorsement step in the email.

When the endorsement page appears (shown below) 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 school the claim relates to.

To complete the endorsement action,  the Line Manager selects ‘Send to Head Office’. This will progress the claim to the final stage, "Authorise and Submit". Once ‘Send to Head Office’ is selected no further changes can be made by the Line Manager.

It will also trigger an email, sent to the Schools Online email address, (as selected from the ‘Site Representative/Division/Head Office’ drop down list field). Example email:

The Manager Corporate Services/Principal’s delegate opens the email sent to the Schools Online mailbox. An example email is in Step 2.

On selection of the claim form link in the email, the screen below is presented. here, 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 school the claim relates to.

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, and this 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. Example email:
   
   
2. To the Schools Online 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.  Example email:
   
   

Claim form changes and claim enquiries

Once the ‘Submit’ button is selected, eClaims can no longer be used to make changes or enquire about the claim.

Please direct all requests and enquiries to your Claims Officer:

Reception: (08) 9264 3333

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

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