Claiming incentive payments with SmartForms – what you need to know

Claiming incentive payments with SmartForms – what you need to know

  • Published on Tuesday 20 December, 2016
  • 4 min. to read


If you are due to claim an Australian Government financial incentive for your apprentice or trainee, you will be emailed instructions on how to complete your SmartForm online.

Here are some tips to ensure your payments are processed without delay:

Do we have the right email address?

If you’re not sure, contact your local office on 13 6348, and our friendly staff will check this for you and update your details if necessary.

Updated your details but can’t find the SmartForm email?

Check your junk or spam mail folder.

SmartForm claim forms are sent by the Department of Industry, showing an email address (sender) of and a subject line TYIMS SmartForms – Claims. Some email providers don’t recognise this and put the SmartForm emails straight into your junk mail.

If this is the case, make sure you add the email address to your list of safe recipients once you retrieve the SmartForm.

What happens once you complete the SmartForm?

Once you have completed your section of the SmartForm, including the Employer Declaration, and submitted your claim electronically, a secure link will be emailed to your apprentice or trainee for them to access the SmartForm online.

Please make sure your apprentice or trainee has given us their correct email address and that they are checking their junk mail folder.

We will not receive your SmartForm for processing until your apprentice or trainee has completed their section, including the Apprentice Declaration, and submitted the form online.

What if your apprentice or trainee can’t complete the SmartForm?

If your apprentice or trainee isn’t available to complete the form you can upload wage evidence (payslips) when you submit your section of the SmartForm. If you choose to do this, please ensure you tick the ‘co-authoriser not available’ box when uploading wage evidence. Wage evidence must include the employer’s ABN and legal/trading name, the full name of the Australian Apprentice and their pay period, ensuring it covers the effect date of the claim.

The SmartForm will then come directly to us, and we won’t need to forward it to your apprentice or trainee to be completed.

Other information we need from you

Once your SmartForm is processed, your incentive will be paid directly into your bank account. If you have changed your bank details, the SmartForm has a section you can complete to notify us of the new account information. Please note: the account name must match the legal or trading name of the company.

If you are a Victorian or Queensland employer claiming a Commencement Incentive, you will also need to provide Form 1237 or a Training Plan for your claim to be processed. Both the 1237 or the Training Plan need to be signed by a representative from the Registered Training Organisation (RTO) where your apprentice or trainee is undertaking their study.

Other information you need from us

The link to your SmartForm will expire within 60 days of receipt or last action.

If you are not able to open your SmartForm, please contact MEGT for assistance on 13 6348.


Once we have received your SmartForm, we will process your claim within 10 business days. Please allow up to 7 business days for the funds to appear in your nominated bank account.

You will also receive a copy of your completed claim form via email.

To check on the status of a claim, call 13 6348 and one of our team will be able to let you know when you can expect your payment.

Find out more about Claim SmartForms here.

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