Online Services
Online ServicesWe 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 legislation.
We have created a How to 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.
All reimbursement claims are submitted 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.
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.
Once set up with access in Online Services, you can submit a claim by completing these steps:
Log into Online Services
Navigate to the Reimbursements section in the main menu
Download the latest version of the form from the top right of the Reimbursements screen
Fill in the form with the correct details as required (see our How to Guide for assistance)
Upload the completed form by clicking the +New Claim button in the top right of the Reimbursements screen
Select or drag and drop your .xlsx form file for upload
Wait for the form to be checked - this is to ensure you are using the correct file format
Once approved, you will see a green tick appear, then click Done
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.
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.
You can download the Claim for Reimbursement form directly from Online Services:
Log into Online Services
Navigate to the Reimbursements section in the main menu
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.
Read our How To Guide for instructions on completing the Claim for Reimbursement form.
When you upload a form to Online Services it will run two checks on your submission.
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).
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.
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.
If you do not provide the additional information requested via Messages in Online Services within 10 business days, your case will be automatically closed.