Capturing Staff Kilometers - Private or Company

For Activities where kilometres need to be tracked, billed and/or reimbursed, the following functionality is available.

When capturing kilometres within an Activity, there are a few important points to consider:

  • Do the kilometres need to be tracked OR billed?
  • If being billed, how will the Client be paying for these kilometres?
  • Does the Staff member facilitating the Activity need to be reimbursed for any private kilometres entered?

Recording Staff Kilometres

There are two options available when entering kilometres in the Staff section of the Activity; Private and/or Company:

What is the difference between Private and Company Kilometres?

Private kilometres may be entered when Staff have used their own vehicle to assist or attend an Activity and require reimbursement. 

Company kilometres may be entered and tracked when a company owned vehicle has been used and may require invoicing to the Client. 

Recording Private Kilometres

To record private kilometres navigate to the Staff section of the Activity, under the Kilometres column: 

Enter the number of kilometres as required into this field: 

Recording Company Kilometres

To capture any company  kilometres , select the down-arrow icon located next to Private Kilometres in the Non-NDIS Chargeable Hrs column: 

This will display additional non-NDIS Chargeable options, as well as the option to enter in any Company Kilometres;

How does SupportAbility know what to charge for non-NDIS Private and/or Company Kilometres?

Any non-NDIS Private or Company Kilometres that require billing are calculated based on the rate specified in the corresponding Service's Rate Card

N.B. The current functionality available to manage Billable and/or non-NDIS funding is rather limited and does not suit many Providers needs. Please review the linked article for more information regarding the available options to manage this to determine if this will be sufficient for your organisation. 

Can Private and Company Kilometres be allocated to NDIS funding?

Kilometres entered in the Private and/or Company kilometres section may be added to the NDIS Support Allocation quantity of the Transport NDIS Support item if required. 

To add the Private and Company kilometres entered to the Transport Allowance (02_051_0108_1_1) support allocation, select the blue '+ All Kms' button within the Quantity column:

Once selected, this will add the quantity of all kilometres entered into the Private and Company kilometres fields: 

How will kilometres  be billed in group Activities ?

SupportAbility uses a cost amortisation model which determines the amount each client is charged, and/or the expenditure that is accrued, for participation in a group activity where the rate card is being used. This means that the total kilometres incurred in a group activity are divided evenly across the number of participants. For more information - click here

How are Private kilometres reimbursed?

Any Private  kilometres  captured within an activity will be recorded on the Staff members Timesheet once the Activity has had the Sign Off performed. Timesheet batches can be generated for importation into your organisation's payroll system. Once a Timesheet batch has been generated, this may be exported for payroll, and the Staff member can be reimbursed the required private km's entered, using either of the available options listed below: 

N.B. This information will appear differently based on the export that your organisation is using. 

It is also important to note that Company Kilometres will only appear on the Summary and Detailed Time Sheets exports.

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