Claim for Reimbursement

How to complete the form

We have updated the information we require you to submit as part of your reimbursement claims.

This information will help to process your claim for reimbursement and align more closely with the Employer Reimbursement Rules 2017.

We have created a How to Complete a Claim for Reimbursement Guide to help you complete the new form. Please refer to this guide for more information, contact your Employer Relations manager, or call 1300 852 625.

How to submit a claim

All reimbursement claims are submitted online via Online Services. This streamlined submission process allows us to ensure all sensitive data submitted as part of your reimbursement claim is safe and secure within our platform.

User access

In order to submit a claim, you will first need to be a registered user of Online Services and set up with Reimbursement access.

Adding users and setting up their access can only be done by account managers. Please see more on how to manage users or speak with your account manager for access.

Submitting a claim online

Once set up with access in Online Services, you can submit a claim by completing these steps:

1. Log into Online Services

2. Navigate to the Reimbursements section in the main menu

3. Download the latest version of the form from the top right of the Reimbursements screen

4. Fill in the form with the correct details as required (see our How to Complete a Claim for Reimbursement Guide for assistance)

5. Upload the completed form by clicking the +New Claim button in the top right of the Reimbursements screen

6. Select or drag and drop your .xlsx form file for upload

7. Wait for the form to be checked - this check is to ensure the latest version is being used

8. Once approved you will see a green tick appear, then click Done

9. The form will now appear in your Open Claims list ready to be validated for processing

Helpful tip: To assist you with uploading a batch of reimbursement claims, you can submit up to 10 files at a time. A unique case number will be created for each file and appear in your list of Open Claims. 

Using the correct form

From time to time, we make improvements to our forms to ensure we are capturing the right information to help us process your claim.

To avoid an error when uploading your form submission, it is important you use the latest version of the form each time you submit a claim.

To ensure you are using the latest version, we recommend you download the form each time rather than using copies of previous forms submitted.

Downloading the form

You can download the Claim for Reimbursement form directly from Online Services:

1. Log into Online Services

2. Navigate to the Reimbursements section in the main menu

3. Download the latest version of the Claim for Reimbursement form in the top right

Not logged in? You can also access the latest version of the form from the Employer Resources section of this website.

Completing the form

Read our How to Complete a Claim for Reimbursement Guide for instructions on completing the Claim for Reimbursement form.

File check and validation

When you upload a form to Online Services it will run two checks on your submission.

File check

The first is a file check to ensure the correct file type has been submitted.

If no errors are returned during the file check, a green tick will appear and your form will be uploaded for validation.

If errors are returned during the file check, a red error message will appear and you will be asked to upload the correct file type.

Please be aware that Online Services can only support your completed Claim for Reimbursement form in Microsoft Excel format (.xlsx).

Form validation

Once the file has been uploaded, the second check is to validate the latest version of the form is being used.

If no errors are returned during validation, your submission will be validated and move to the ‘submitted’ status ready for processing by Coal LSL.

If errors are returned during validation, you have used an outdated form and will be asked to re-upload the latest version of the form.

Rejection of a claim

Coal LSL may reject your reimbursement claim if it cannot be processed because of data issues, or if the additional information provided during the validation process is insufficient to process it.

If your case requires additional information, it will be flagged as ‘requires attention’ and you will receive a notification.

Important

If you do not provide the additional information requested via Messages in Online Services within 10 business days, your case will be automatically closed.