NDIS Service Provider Contact record

When an organisation delivers Plan Management Services under the NDIS, External Invoices received from NDIS Service Providers can be entered into the relevant Client's FPM tab. Invoice Items are added to these external invoices, to list their corresponding NDIS Support Items for inclusion in the NDIS Bulk Payment Request file your organisation generates for claiming.

In order to enter External Invoices into a Client's NDIS FPM tab, the NDIS Service Provider record of the corresponding organisations you are receiving invoices from must be entered first along with their corresponding Creditor ID as per your organisation's Finance system.

Audience: Finance Team

Summary

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

How to create an NDIS Service Provider Contact record

To create an NDIS Service Provider Contact record in SupportAbility, add a new Contact, by selecting the '+' icon for 'Contacts' on the Dashboard :

On the Contact Details tab:

Enter the Company Name, Address and any other applicable details regarding the organisation
Select the NDIS Service Provider checkbox in the Financials section. This is required to ensure that the Service Provider can be added in the Client's FPM tab when entering External Invoices
Enter the Creditor ID that corresponds with the identifier in your organisation's finance system
Remember to select Save Contact

ABN

Effective June 5th, 2021, the 'ABN of Support Provider' field must be completed in BPRs for all participants with a Plan Managed Service Booking i.e:

Payment requests against plan-managed funds must include the Australian Business Number (ABN) of the provider who provided the support or service to a participant.

If the ABN of the provider who provided the support or service to a participant is unavailable, then an exemption reason must be supplied (page 3 of the June 2021 version of the Bulk Payment Request self-help guide for providers accessible from the NDIS website here).

Therefore, all NDIS Service Provider Contact records must be updated to include a valid ABN if the ABN of the support provider is available, or an indication if this is exempt due to ‘ATO Excluded Supply’ or ‘Participant Reimbursement’ in order for the correct data to be included in the ‘ABN of Support Provider’ column of the Plan Management BPR for the associated External Invoice Items.

Select the 'Change' button to enter an ABN or to set the most appropriate option:

When an ABN is entered, it is important to note that SupportAbility verifies that the first two digits of the ABN are valid, based on the 11 digit ABN being structured as a 9 digit identifier with two leading check digits, as per the Australian Business Register guidance outlined here.

When a valid ABN is entered, this will appear in the record as such:

If there is an issue with the ABN e.g. a digit is missing as per the example below, a warning message will appear to indicate that this field must still be completed:

Select the 'Change' button to correct this, or, choose an alternative option.

ATO Excluded Supply

Selecting 'ATO Excluded Supply' will ensure the code EXCLS is used for Payment Requests associated with this Service Provider. The NDIA states that when the EXCLS exemption code is used:

You are declaring that this payment request is being made to a supplier in connection with a supply that is excluded from the withholding tax rules. By selecting this, you are declaring that the supplier has provided you with the completed ATO form ‘Statement by Supplier’ and you are able to provide the completed form on request (page 13 of the June 2021 version of the Bulk Payment Request self-help guide for providers accessible from the NDIS website here).

ATO Statement by a supplier not quoting an ABN can be found on the ATO website for reference.

Participant Reimbursement

Selecting 'ATO Excluded Supply' will ensure the code REIMB is used for Payment Requests associated with this Service Provider i.e. Client set up as an 'NDIS Service Provider' Contact record for the purpose of reimbursements. The NDIA states that when the REIMB exemption code is used:

You are declaring that this payment request is a reimbursement to a participant for services and goods purchased in accordance with the funded supports outlined in the participants NDIS plan. By selecting this, you must be able to provide the tax invoice and other relevant documentation should the NDIA request it (page 13 of the June 2021 version of the Bulk Payment Request self-help guide for providers accessible from the NDIS website here).

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Adding an NDIS Service Provider to the Client's FPM tab

Once created, the NDIS Service Provider will be available for selection when entering External Invoices into the Client's FPM tab e.g:

External Invoices received can then be entered for the applicable NDIS Service Providers the Client is receiving services from requiring payment and claiming.

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NDIS FPM tab in the Contact record

Only those Staff Members who have been granted the 'View Financial Information' Staff Account privilege and have access to the FPM Service will be able to see and access the 'NDIS FPM' tab.

In this example the Contact Helping Hand has been configured as 'NDIS Service Provider' on the 'Contact Details' tab of the Contact record: