notifiable work user guide for plumbers and drainers

Building Codes Queensland Department of Housing and Public Works

Notifiable work user guide for plumbers and drainers

A guide to preparing, lodging and tracking electronic lodgement of Form 4—Notifiable work

Notifiable work user guide for plumbers and drainers of 18

Building Codes Queensland Version 1

Table of Contents

Introduction....................................... ............................................................................................ 3

What is notifiable work? 3

Electronic lodgement 3

Manual lodgement 3

Will my work be checked? 3

Overview........................................... ............................................................................................. 4

Plumbing Application Service (PAS) 4

Getting started .................................... .......................................................................................... 4

Existing eDA PAS users 4

New PAS users 4

1. Create an account .................................. ........................................................................... 5

Activate an account 6

Terms and conditions 7

2. Validate an account................................ ........................................................................... 8

User profiles 9

3. Welcome to PAS..................................... ........................................................................... 9

4. Form 4 lodgement ................................... .......................................................................... 9

Multiple lodgements 10

Step 1 – Notification details 10

Step 2 – Add location 11

Step 3 – Upload supporting documentation 11

Step 4 – Review application 12

Declaration statement 12

Step 5 – Make payment 13

‘Top-up’ facility .................................. ......................................................................................... 16

Methods of payment 16

Adding funds to a ‘top-up’ facility 16

Forgotten password ................................. .................................................................................. 17

Helpdesk........................................... ........................................................................................... 18



Introduction Notifiable work will cut red tape by reducing costs and delays for licensees, consumers and local governments.

This user guide has been prepared to assist licensees who have chosen to use the online Plumbing Application Service (PAS) to lodge Form 4s notifying the Plumbing Industry Council (PIC) electronically that notifiable work has been performed.

What is notifiable work?

From 1 November 2012, a new category of plumbing and drainage work called ‘notifiable work’ will commence. Notifiable work expands the previous category of ‘notifiable minor work’ and increases the amount of routine work a plumber or drainer can perform on existing buildings without requiring local government approval or mandatory inspections. Notifiable work will include the majority of work undertaken in existing buildings. Limits will apply to installing new fixtures in multi-unit, commercial and industrial buildings. A Form 4—Notifiable work must be submitted to the PIC within 10 business days of completing the notifiable work. Failure to lodge a Form 4 within 10 business days of completing the notifiable work may result in disciplinary action being taken against the licensee by the PIC.

The PIC recommends that users read this document in conjunction with the guideline Notifiable work – a guide for plumbers and drainers. The purpose of the guideline is to assist members of the plumbing and drainage industry to understand their roles and responsibilities under the Plumbing and Drainage Act 2002 (PDA) in relation to the notifiable work reforms.

Electronic lodgement

This user guide provides licensees with a step-by-step guide to creating an account and preparing, lodging and tracking Form 4s for notifiable work within PAS.

Manual lodgement

Licensees who wish to complete a hard copy of the Form 4s must contact the PIC on 1800 264 585 to request a Form 4 book. The book will be registered to the licensee responsible for the work and forms (100 per book) will be numbered individually. Each form in the book has three parts – the licensee stub (to be retained for the licensee’s records), the PIC copy of the Form 4 and the owner/occupier copy of the Form 4. A receipt will be issued to the licensee when the payment is processed.

Will my work be checked?

Notifiable work will not be subject to compliance assessment or mandatory inspections. Licensees must ensure that all work is performed in accordance with the relevant legislation, codes and standards.

Local governments and the PIC will have auditing responsibilities. Local governments may audit the performance and standard of the work and the PIC may audit the conduct of licensees including the lodgement of Form 4s.



Overview

Plumbing Application Service (PAS)

The PAS is the system approved under the PDA for receiving electronic notifications, including payment, of completed notifiable work and other types of plumbing applications. The PAS is web based and, like any website, can be accessed using most devices with an internet capability. This includes computers and portable devices such as laptops, tablets and smart phones. Registration for PAS is free, and your PAS account can be accessed 24 hours a day, seven days a week. To create an account you must first have an email address in order to lodge, refer and track Form 4s electronically and manage tasks. While Form 4s must be lodged by all licensees for notifiable work performed in any local government area in Queensland, Forms 1, 7 and 9 can only be lodged if the user’s local government is participating in the service. A full list of participating councils is regularly updated and user guides are available on the department’s website at www.hpw.qld.gov.au The plumbing application process in Queensland is set out in the PDA and the Standard Plumbing and Drainage Regulation 2003.

Getting started To get started, PAS users will need:

• Internet Explorer Version 7 or later, Firefox Version 3 or later, Safari Version 4 or later, or Chrome Version 4 or later

• Adobe Reader Version 9 or later (this is required to enable functionality of e-Forms). Adobe Reader can be downloaded for free from www.adobe.com

Existing eDA PAS users

The PAS system currently supports the preparation, lodgement and processing of Forms 1, 4, 7 and 9. Existing eDA PAS account holders do not need to create a new account to submit a Form 4. Simply login using your existing username and password.

New PAS users

New users must create and validate an account before Form 4s can be lodged through PAS. Creating and validating an account will only take a few minutes.



1. Create an account Users only need to create a PAS account once. Once validated, the user’s licence details will be stored in the PAS system. This will reduce the time it takes to lodge future forms as PAS will automatically complete parts of Form 4 from the user’s profile.

To create accounts go to the Department of Housing and Public Works webpage at www.hpw.qld.gov.au/notifiablework. Users should see the following screen.

Step 1 – Click on the wording ’Create Account’. Users will be taken to the following screen:

Step 2 – Enter your name, email address, contact details and a password. Your email address will become your PAS username. Passwords are case sensitive, must be between six and 12 characters long and contain at least one number and one letter. When complete, click on the ‘Create account’ button. Users will see the following screen:



Step 3 – An acknowledgment email entitled ‘Your Plumbing Applications account’ (example below) will be sent to your nominated email address within 10 minutes with instructions on how to activate your account. If you do not receive an email, be sure to check any spam or junk email folders.

Activate an account

Before you can use the PAS system, the following steps must be taken to activate your account. This only needs to be completed once.

Step 1 – To activate your account:

• click on the link within the acknowledgment email. The following screen will appear advising that the account has been successfully activated:

• click on the link ‘click here to log in’. Users will be taken to the following screen:



Step 2 – Complete login: • enter your username (nominated email address) • enter your password • click the ‘Login’ button. You will be taken to the following screen.

To login in future, simply repeat the above steps.

Terms and conditions

To use the PAS system users must agree to the systems terms and conditions:

• click on the ‘I Agree’ button.

An account has now been successfully created.



2. Validate an account Before users can submit Form 4s, they must create a profile for their licence.

Validating your account allows for your licence details to be stored in the PAS system, reducing the time taken to lodge future forms by automatically completing parts of Form 4 with your details.

To validate your account:

Step 1 – Once users click on the ‘Agree’ button of the above terms and conditions screen, the following screen will appear.

Step 2 – Click on the ‘Notifiable work’ tab. The following screen will appear.

Step 3 – To allow the PIC to verify the user’s details against the licensing system:

• enter your occupational licence number (the registration number on your PIC licence card) and surname

• click the ‘Continue’ button.

Congratulations, you have successfully created and validated a user account. Users will be taken to the following ‘My account’ screen.



User profiles

Licensees can edit their profiles at any time using the ‘My account’ tab. Users can:

• change their password • add funds to the account (‘top-up’ facility) • view account balance history • view payment history • request a Form 4 book (for manual lodgement if required) • view book sequence ranges and history • add business details (optional) • subscribe to electronic plumbing news and correspondence (optional).

Before address details can be edited, a request must be made to the PIC to ensure that the licence database can be updated accordingly.

Step 4 – If users edit their profile, they must then click on the ‘Save profile’ tab.

Step 5 – Users can now either log out or lodge a form:

• to logout, click on ‘Logout’ • to continue, click on ‘Home’.

Both links will be located in the header bar of any screen.

3. Welcome to PAS Users can perform all PAS functions from the ‘My account’ screen by simply clicking on the function name in the left hand column directly under the user name.

Users will be able to:

• lodge and pay for a Form 4 online • review all forms lodged • attach documentation (drainage plans or photos) • receive notifications electronically.

4. Form 4 lodgement The Form 4 in PAS is an online version of the paper-based form. The form is to be completed in an ‘interview format’ where only relevant questions will be generated depending on the answers provided. Once users have completed the form, PAS will automatically populate and save these details to the application.

To lodge forms click on the ‘Home’ tab from any screen (located in the top left hand side of the header of any screen). Users will be taken to the following page.



There are five steps to lodging a Form 4:

1. notification details 2. add location 3. upload supporting documents 4. review application 5. make payment.

Multiple lodgements

Users who intend to lodge forms in multiple numbers may find the ‘top-up’ facility useful. This function allows users to add funds (maximum amount $25 000) to an online account and deduct $25 each time they need to lodge a form rather than paying for each lodgement separately.

Unless making a single transaction payment, users must have the correct amount ($25) in their ‘top-up’ facility before lodging a form (see page 16).

Step 1 – Notification details

• Click on the ‘Notifiable work’ tab.

• Users will be taken to the following screen:

• Select the types of work performed (users can choose multiple categories).

• The option to request a local government inspection of the work is available. However, as an inspection is not required for notifiable work, local governments may charge a cost-recovery fee for this service. It is recommended that if you wish to request a local government inspection you contact the local government before lodging a Form 4.



• Click on the ‘Continue’ tab; users will be taken to the following screen.

Step 2 – Add location

There are several ways to select and identify a location:

• enter data – a location can be identified and added using the lot on plan, street address or Global Positioning System (GPS) coordinates

• the lot on plan can be identified by using online maps. If a match cannot be found, users will be requested to revise the location details. Users will be prompted to proceed with address details not recognised by the system.

• Once the location is identified, users will be requested to confirm the address details. • Click the ‘Accept and continue’ button.

Step 3 – Upload supporting documentation

Users can attach supporting information for example as-constructed diagrams or photos, if required. Please note that Form 4 for notifiable work involving underground drainage must be accompanied by an as-constructed diagram.

• If no attachments are required click on the ‘Continue’ button to move to the next step. • If attachments are to be uploaded, click on the ‘Add attachment’ link. Users will be taken to

the following screen.



• Follow the prompts to attach documents (maximum size 50MB per attachment).

• Click ‘Upload’ once the file has been located.

• For additional documents repeat the above steps for each attachment.

• Click the ‘Continue’ button when ready to progress the application.

Step 4 – Review application

Users are presented with an overview of the Form 4 prior to submission. Before lodgement, users need to check that the correct details have been entered and the relevant files are attached.

Declaration statement

Users must select the date under the declaration statement acknowledging that, as the responsible person, the work performed complies with all relevant laws and codes.

• Tick the declaration box.

• The date entered must be within 10 business days of the date the work was completed.

• Click on the ‘Pay and lodge’ button below the declaration statement to proceed to payment.



Step 5 – Make payment

• Users will be prompted to confirm that they want to make a payment. Forms will be lodged as soon as payment is made.

• To make payment, click on the ‘Yes’ button. Users will be taken to the following screen.

Users can choose to either make a single transaction payment or use funds from their top-up account (if funds are available).

Single transaction payment

To make a single transaction payment select the payment method:

• I want to pay via credit card or debit card online (Visa, Mastercard)

• Click the ‘Continue’ button.

A pop-up screen will advise that users are about to leave this service and enter the Smart Service Queensland (SSQ) payment screen.

• Click the ‘Yes’ button to continue. Users will be taken to the following screen.



To make payment:

• click on the ‘Pay by credit card’ button • enter your credit card details • click on the ‘Pay now’ tab; the following screen will appear.



Receipt details

Receipt details will expire from the system (users will be provided with an expiration date). To save a copy of the receipt, users can either download a copy in PDF format or alternatively send it to an email address.

To return to the PAS system:

• click on the wording ‘Return to online services’. Users will return to the summary screen

Users will receive confirmation that the Form 4 has been lodged with the PIC.

Users can download the completed Form 4, attachments and payment invoice from this screen.

Users can then:

• click on the ‘Logout’ tab to leave the system • return to the ‘Home’ tab to submit additional forms.

Both tabs will be located in the header bar of any screen



‘Top-up’ facility

Methods of payment

Online payments can only be made by credit or debit card (Mastercard or Visa). Payments to ‘top- up’ accounts using cash, credit card or EFTPOS can be made in person at the PIC counter at 63 George Street, Brisbane. Alternatively, cheques or money orders can be mailed to the Plumbing Industry Council, PO Box 15027, City East, Queensland 4002.

Adding funds to a ‘top-up’ facility

To add funds to a ‘top-up’ facility using credit/debit cards:

• click on the ‘Home’ or ‘My account’ tabs; the following screen will appear

• click ‘Add funds to account’. Users will be taken to the following screen:

• enter the monetary amount you would like to add

• click on the ‘Continue’ button; the following screen will appear.



• click the ‘Continue to payment gateway’ button

• follow the same steps as described under single transaction payment (page 13).

Once payment is made, users will see the following screen.

To return to the account screen, click on the ‘Close’ button. Users can now:

• logout – simply click on ‘Logout’ tab

• submit additional forms – click on the ‘Home’ tab.

Both tabs will be located in the header bar of any screen.

Forgotten password If at any stage users forget their login password, visit the department webpage at: www.hpw.qld.gov.au/notifiablework

• At the login screen click on the ‘Forgot password?’ link.



• Follow the prompts.

• A new password will be sent to your nominated email address

• It is recommended that users change the password when they next login.

Helpdesk For assistance or any queries about applications or the PAS site, please contact the PIC on 1800 264 585 or [email protected]. The PAS system will also be subject to upgrades. Please ensure you are using the most recent version of this guide as processes listed in this document may change over time.

notifiable work user guide for plumbers and drainers

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