Activity Costs

Activity Costs can be used for Non-NDIS Billing and allow providers to generate Client Invoices for an individual fixed dollar amount or a Shared Cost across the number of participants, or to track expenditure of these costs if Invoices are not required. 

Individual Activity Costs can be updated by Staff with Finance Admin privileges, along with the associated 'Cost Funded By' setting in a Signed Off Activity, up to the point where they are included in an Invoice. 

This article discusses how to add Individual Activity Costs, update the related Cost Funded By setting, how to update Individual Activity Costs in Signed Off Activities as required, as well as a brief overview on Shared Activity Costs 

N.B. The Shared Activity Costs functionality is due to be decommissioned before July 2022. Please see the SupportAbility Roadmap article linked below for more information. 

Privileges: 

  • All Staff with access to the Activity can update the Activity Costs and Costs Funded By setting up until the Activity Sign Off is completed
  • Only Staff with the privileges required to manage Activities can update the 'Add GST to all activity costs when invoicing' setting
  • Finance Admin (those with the 'View Financial Information' privilege in combination with either the  'Edit ALL Client Records', or 'Team Leader for ALL Services' privilege) is required to update Individual Activity Costs in Signed Off Activities

Audience: Finance Team, Team Leaders


Summary

The following list summarises the content within this article. Click on the links below to take you to the relevant sections:


Individual Activity Costs 

Individual Activity Costs can be used to generate an invoice for the cost of the services delivered, or for any additional cost incurred as part of service delivery.

Individual Activity Costs are added in the Activity Cost field for the relevant Client: 

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Updating the 'Costs Funded By' setting to reflect how the Client will be charged

Following the Activity Cost for each Client being entered, the corresponding 'Costs Funded By' section may need to be updated to reflect how the Client is paying for this charge:

The three available options are: 

  • Billable
  • Funding Source, or
  • Client Paid Using Own Money

When  Billable is selected, an Invoice can be generated for the Client or the Client's Billing Contact to pay for this cost directly. This is the default selection when the Client's Funding Source is set to their NDIS Funding, as outlined in an example below. 

When  Funding Source is selected, the Activity Cost will be related to the selected Non-NDIS Funding Source i.e. a Non-NDIS Funding record or Billable (No Funding). When a Non-NDIS Funding record is used as the Client's Funding Source, expenditure is accrued against this in the Utilisation tab of the Client's Non-NDIS Funding record, as outlined in an example below. 

When  Client Paid Using Own Money is selected, this simply indicates that no further action is required as the cost has been covered and is only applicable if your organisation wishes to track this. 

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Updating the 'Add GST to all activity costs when invoicing' setting

GST is applied at the point Invoices are generated based on how the 'Add GST to all activity costs when invoicing' setting in Shared Costs is configured: 

When this is selected, GST is added to both Individual and/or Shared Activity Costs at the point that Invoices are generated. When it is deselected, GST is not added to Activity Costs when Invoices are generated. 

It is important to note that only Staff with the privileges required to manage Activities can update this setting. Please see the Privileges required to manage Activities article linked below for more information regarding this. 

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Using Individual Activity Costs to charge for incidental costs

When incidental costs are incurred as part of an Activity that needs to be charged to the individual, this can be recorded against the individual in the Activity Cost field e.g: $12:

When a Client is paying for an Activity using NDIS Funding, this Funding Source cannot be used to pay for this charge. The only options to select from in 'Costs Funded By' are  Billable or Client Paid Using Own Money. Please see below for more on this. 

If the Client has a relevant Support Category in their  NDIS Funding to cover this charge, the appropriate Support will need to be allocated in the Client's NDIS Support Allocations instead. Please review the  Allocating NDIS Support Items in Activities article linked below for more information. 

Once the Activity Sign Off is performed: 

  • NDIS Support Allocations will be available for financial processing in Direct Bulk Payment Requests (BPRs) or Direct Invoice Batches based on how the Client's Financial Plan Manager (FPM) has been configured

  • Activity Costs will be available for inclusion in Direct Invoice Batches: 
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Using Individual Activity Costs to charge for service delivery

Activity Costs can be used to charge for service delivery for Client's who are paying your organisation directly or are paying using another Non-NDIS Funding Source e.g. TAC or Clinical Funding. 

For example, in our Exercise Physiology group, there are three participants. Caileigh has NDIS Funding, therefore NDIS Support Allocations have been added for her as this is how she will be paying for her participation in this group. 

Whereas Tim and Amelia are privately funded, therefore an individual Activity Cost of $55.66 has been added for each of these individuals: 

The Funding Source has been set up in a different way for each of these Clients to demonstrate how this can be utilised: 

  • Tim has a Clinical Non-NDIS Funding record as this is required in order to track Utilisation and Expenditure in addition to generating Invoices
  • Amelia is paying for this via Billable (No Funding) which means a Billable Invoice will be generated, however, we suggest the use of 'Billable (No Funding' is reserved for incidental one-off Activity Costs as expenditure related to this is not as easy to track given it is not a Funding Type

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Clinical Non-NDIS Funding record - required to track expenditure

Tim has a Clinical Non-NDIS Funding record that is being used to generate Invoices for his participation in this Activity: 

As well as to allow expenditure to be tracked in the Utilisation tab of his Non-NDIS Funding record:

Client Funding Statements can also be generated for Non-NDIS Funding records and includes any expenditure: 

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Billable (No Funding) - when tracking expenditure is not required 

Amelia does not have a Non-NDIS Funding record and is therefore being charged for these costs directly given the Funding Source is set to 'Billable (No Funding). 

Invoices for these costs will appear on the Funding tab of her Client record: 

And can be located using the Direct Invoice Search, however, expenditure is not tracked given there is no Funding record associated. Hence using Billable (No Funding) is recommended for incidental costs only. 

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How to update Individual Activity Costs in Signed Off Activities

Individual Activity Costs can be updated by Staff with Finance Admin privileges, along with the associated 'Cost Funded By' setting in a Signed Off Activity, up to the point where they have been included in an Invoice:

For example, if the Activity Cost was actually $12 including GST, given GST is added at the point the Invoice Batch is generated, the Activity Cost can be updated to correct this e.g. $10.91: 

Once the Activity record is saved, this updated cost will be available immediately when generating a Direct Invoice Batch: 

N.B. If any issues are encountered when attempting to edit Activity Costs, this is most likely due to a Pending Invoice being in progress. 

Please see the 'How to make corrections when generating a Direct Invoice Batch' section of the How to correct NDIS Support Allocations after Activity Sign Off in Finance Edit Mode (edit, delete and/or add) article linked below for more information regarding this.

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Shared Activity Costs - not recommended

N.B. The Shared Activity Costs functionality is due to be decommissioned before July 2022. We therefore recommend using Indvidual Activity Costs as outlined above in lieu of this. Please see the SupportAbility Roadmap article linked below for more information. 

If an additional shared expense for an Activity is incurred that needs to be tracked and/or invoiced, this may be entered in as a shared cost under one of the following options: 

  • Accommodation
  • Petty Cash
  • Other 

Shared costs are amortised across the group of participants within the Activity so that each Client is charged an equal proportion of this cost. 

In the above example, there are two Clients participating in this group Activity and therefore the petty cash cost of $50 is split between them; $25 each: 

Following the shared Activity cost being entered, the corresponding 'Costs Funded By' section must be updated to reflect how the Client is paying for this cost. Given in this example, a Shared Activity Cost was included in the 'Petty Cash' category, therefore, the corresponding 'Petty Cash' option in the Costs Funded By has been set to 'Billable' in order for a Billable Invoice to be available for this Client following Activity Sign Off:

If the Client paid their portion of these costs using their own money, this can be updated to reflect that an invoice is not required to be generated by selecting 'Client Paid Using Own Money' where appropriate: 

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