Participant Transport and Provider Travel
This article discusses the additional functionality available in SupportAbility for Participant Transport and Provider Travel Supports, designed to assist providers charging for ancillary costs such as kilometres, parking, road tolls, public transport costs, etc. incurred as part of service delivery.
Audience: Authorised Representatives, Operations Management, Support Staff, Team Leaders
The following list summarises the content within this article. Click on the links below to take you to the relevant sections:
- What additional functionality is available for Participant Transport and Provider Travel Supports?
- System Preferences configuration options
- NDIS Support Allocations
- Cost Type information displayed in Client Funding Statements and Direct Invoices
- List of Participant Transport and Provider Travel Supports this additional functionality is available for
What additional functionality is available for Participant Transport and Provider Travel Supports?
Transport (02_051_0108_1_1), Activity Based Transport, and Provider travel - non-labour costs Support Items include some additional functionality in order to assist providers in utilising these Supports. This includes:
- The ability to configure the Default Price for Travel & Transport in System Preferences
- A configurable List in System Preferences - Activity NDIS Support Allocations: Travel & Transport Cost Types
- An option to record the relevant Cost Type e.g. standard kms, road tolls, public transport, for any of the following NDIS Support Allocations in Activities (based on the above configurable List):
- Activity Based Transport, or
- Provider Travel Non-Labour Costs
- The ability to add 'All kms' for any of these NDIS Support Allocations if required
- This feature imports the total Private and Company Kilometres that have been entered in the Staff section of the Activity, into the Quantity field
- When a Travel or Transport Support Item has been Allocated, a badge is displayed in the Clients section of the Activity to reflect this
- Cost Type information is displayed in Client Funding Statements and the description field of Direct Invoices when they are used
Details regarding each of these features have been outlined below.
System Preferences configuration options
There are two configuration options available for Travel & Transport, one in the Funding tab and the other in the Lists tab as outlined below.
Default Price for Travel & Transport Supports
A setting is available in the Funding tab of System Preferences, for providers to set a default Price for Travel and Transport NDIS Supports. When configured, to 85 cents for example:
This Price is used as the default for these Supports, instead of the $1 Unit Price:
It is important to note that even though the Default Price will appear for Travel & Transport Supports, the Price of these Supports can continue to be customised as required.
Please see the Configuring the Default Price of Travel & Transport Supports article for more information, linked below for reference.
Activity NDIS Support Allocations: Travel & Transport Cost Types List
A configurable List is available in System Preferences for 'Activity NDIS Support Allocations: Travel & Transport Cost Types':
The default options available are:
- Standard Vehicle kms
- Modified Vehicle/Bus kms
- Parking Fees
- Public Transport
- Road Tolls
This configurable list can be reordered and updated as required to include any other ancillary charges.
N.B. The options of 'Standard Vehicle kms' and 'Modified Vehicle/Bus kms' are locked and cannot be edited, archived or deleted as there is additional functionality linked to these options as outlined below.
Please see the Configuring Lists article for more information regarding this, linked below for reference.
NDIS Support Allocations
Functionality to add 'All kms' as required
When a Transport, Activity Based Transport or Provider Travel Non-Labour Cost Support is allocated, an 'All kms' button is available under the Quantity field:
This is available to import all Staff kilometres that have been entered in the Private and Company Kms fields of the Staff section of an Activity:
When selected, this imports all Staff Private and Company Kilometres into the Quantity field automatically:
This is available by default when no Cost Type is selected, or when 'Standard Kms' or 'Modified Vehicle Kms' Cost Types are selected as outlined below.
When a Transport, Activity Based Transport or Provider Travel Non-Labour Cost Support is allocated, the relevant 'Cost Type' for this Support may be selected:
Selecting this opens up a drop-down menu to select from:
The available options to select from here are based on how this List has been configured for your organisation (as outlined above).
N.B. The 'Modified Vehicle/Bus kms' option is only available for Transport or Activity Based Transport NDIS Support Allocations as stipulated in the NDIS Price Guide as this is specific to Transporting the participant:
When Cost Types are selected:
This information appears in a number of places, including the Client Funding Statement and Direct Invoices as outlined below.
How to search for NDIS Support Allocations by Cost Type
The Allocations Report can be used to search for NDIS Support Allocations by Cost Type:
For more information regarding this, please see the Allocations Report article linked below for reference.
Apportioning the Price as required
The costs for many of these Supports are required to be divided by the number of participants. When this is the case, the relevant 'Portion' of the Support delivered must be specified:
N.B. When the NDIS Support Allocations require the Price to be Customised (i.e. those that are set to a Quote being required in the Price Guide, or those with no Price Control $0), the 'full' 1:1 price must be entered. SupportAbility automatically calculates the price portion and value based on this.
Please see the Apportioning the Price for Group Supports article for more information, linked below for reference.
When a Travel or Transport Support is Allocated, a badge of this nature is displayed in the Clients section of the Activity to reflect this for reference in the Activity record:
Cost Type information displayed in Client Funding Statement and Direct Invoices
When any of the Cost Types are selected, or the Price has been Apportioned, this information is included in the Client Funding Statement and in the description field in Direct Invoices to provide greater transparency around what costs are being charged.
For example, under the relevant Supports in the Client Funding Statement:
List of Participant Transport and Provider Travel Supports this additional functionality is available for
The following NDIS Support Items have additional functionality available in SupportAbility:
- Activity Based Transport
- Provider travel - non-labour costs
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