Notifiable work user guide for plumbers and drainers: Guide to using the Plumbing Application Service (V1.0) [2014]

Notifiable work user guide for plumbers and drainers: Guide to using the Plumbing Application Service (V1.0) [2014]

Table of contents Introduction... 3 What is notifiable work?... 3 Electronic lodgement... 3 Manual lodgement... 3 Will my work be checked?... 4 Overview... 5 Plumbing Application Service (PAS)... 5 Getting started... 5 Existing eda PAS users... 5 New PAS users... 5 1. Creating an account... 6 Activate an account... 9 Terms and conditions... 10 2. Validate an account... 11 To validate your account:... 11 User profiles... 12 3. Welcome to PAS... 13 4. Form 4 lodgement... 13 Multiple lodgements... 14 Single transaction payment... 18 Top-up facility... 21 Forgotten password... 23 Helpdesk... 23 [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 2

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 notifiable work forms (Form 4s) notifying the Queensland Building and Construction Commission (QBCC) 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 commenced. 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 QBCC 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 QBCC. QBCC 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 QBCC on 139 333 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 QBCC copy of the Form 4, and the owner/occupier copy of the Form 4. A receipt will be issued upon request by the licensee when the payment is processed. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 3

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 QBCC will have auditing responsibilities. Local governments may audit the performance and standard of the work, and QBCC may audit the conduct of licensees, including the lodgement of Form 4s. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 4

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 www.qbcc.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. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 5

1. Creating 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 Queensland Build and Construction Commission webpage at www.qbcc.qld.gov.au/notifiable-work. Users should see the following screen: Step 1 Click on Plumbing application service (PAS). [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 6

Step 2 - Users will be taken to the following screen where they should click on the wording Create an account To set up a PAS account, licensee s must have a unique email address. This email address will be linked to your PAS identification number (or occupational licence number) and will become your permanent username for login purposes. It is best not to use a business email address because information relating to a licensee s lodgement history is recorded against the email address. If a business address is used the history cannot be taken with the licensee. The licensee can use a business address for the purposes of receiving correspondence but this is different to the username (unique email address). [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 7

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 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. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 8

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. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 9

Terms and conditions To use the PAS system users must agree to the system s terms and conditions: Click the I Agree button. An account has now been successfully created. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 10

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 the Form 4 with your details. To validate your account: Step 1 Once users click the I Agree button on 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 QBCC to verify the user s details against the licensing system: Enter your PAS identification number (the unique registration number provided to you) and your surname Click the Continue button. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 11

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) Before address details can be edited, a request must be made to QBCC to ensure that the licence database can be updated accordingly. Step 4 If users edit their profile, they must then click the Save profile button. 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. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 12

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 (located in the top left-hand side of the header of any screen). 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. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 13

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 the prescribed fee 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 (the prescribed fee) 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) [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 14

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 the Continue button; 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. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 15

Step 3 Upload supporting documentation Users can attach supporting information, e.g. as-constructed diagrams or photos, if required. Note: a Form 4 for notifiable work involving underground drainage must be accompanied by an as-constructed diagram. If no attachments are required click 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. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 16

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 the Pay and lodge button below the declaration statement to proceed to payment. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 17

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 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. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 18

Users will be taken to the following screen: To make payment: Click the Pay by credit card button Enter your credit card details Click on the Pay now tab; the following screen will appear: [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 19

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: Users will receive confirmation that the Form 4 has been lodged with QBCC. 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 via the Home tab to submit additional forms. Both tabs will be located in the header bar of any screen: [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 20

Top-up facility Methods of payment Online payments can only be made by credit or debit card (Mastercard or Visa). Pay by cheque or money order at your local QBCC office. To find your nearest office, visit www.qbcc.qld.gov.au or call 139 333. 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 tab; 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 the Continue button; the following screen will appear: [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 21

Click the Continue to payment gateway button. Follow the same steps as described under single transaction payment (pages 16, 17). Once payment is made, users will see the following screen: To return to the account screen, click the Close button. Users can now: Logout simply click on the Logout tab Submit additional forms click on the Home tab. Both tabs will be located in the header bar of any screen. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 22

Forgotten password If at any stage users forget their login password, visit the department webpage at: http://www.qbcc.qld.gov.au/notifiable-work At the Plumbing application service 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 QBCC on 139 333. 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. [V1.0] QBCC (24/7) 139 333 www.qbcc.qld.gov.au 23