Participant Transport and Provider Travel
The recent inclusion of Activity Based Transport Costs, as well as the new Provider Travel Non-Labour Costs, has introduced the ability for providers to charge for ancillary costs such as kilometres, parking, road tolls, public transport costs, etc. incurred as part of service delivery.
The upgrade to SupportAbility v7.1 (October 29th, 2020) introduced a number of enhancements to Participant Transport and Provider Travel. This article outlines these enhancements in detail.
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:
- Enhancements to Participant Transport and Provider Travel Supports
- Activity NDIS Support Allocations: Travel & Transport Cost Types List
- NDIS Support Allocations
- Cost Type displayed in Client Funding Statement and Direct Invoices
Enhancements to Participant Transport and Provider Travel Supports
From the upgrade to SupportAbility v7.1, a number of enhancements to Participant Transport and Provider Travel Supports have been made, including:
- NDIS Support Allocations of the same Support Item with the same Claim Type can now be added more than once in Activities
- A new 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 can now be selected (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 which imports the total Private and Company Kilometres as 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 is displayed in Client Funding Statements and the description field of Direct Invoices when it is in use
N.B. No changes have been made to customising the default price for these Supports as is available for 02_051_0108_1_1. Please see the 'Customising the default price for 'Transport' (02_051_0108_1_1)' section of the Transport NDIS Support Item article linked below for reference for more information regarding this. If expanding this functionality to also include a default per km rate for Standard and Modified/Bus is something that your organisation would benefit from, please have your organisations Authorised Representatives request this to us via email. Thank you kindly in advance.
Activity NDIS Support Allocations: Travel & Transport Cost Types List
A new configurable List in System Preferences for 'Activity NDIS Support Allocations: Travel & Transport Cost Types' is available:
Including the options of:
- 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 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 as required, as 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 km 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' 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:
When Cost Types are selected:
This information appears in a number of places, including the Client Funding Statement and Direct Invoices as outlined below.
Searching for NDIS Support Allocations by Cost Type is possible for those with the required privileges using the Allocations Report. 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.
IMPORTANT - It has come to our attention that there is a known issue with the portal whereby Activity Based Transport Support Item 04_590_0125_6_1 is being capped at a rate of $1. The NDIA has advised that providers need to ensure that the value entered does not exceed $1 (even when this is permissible e.g. $2.40 for a modified vehicle/bus) and then adjust the quantity so that the correct total is claimed.
For example, if 10 kms was delivered at a price of $2.40 = $24 to be charged. In this case, the recommendation from the NDIA is to enter the quantity of 24 x the price of $1.
This is technically incorrect and will be confusing for Plan Managers and Self Managing Clients and also may cause confusion for Client's when reviewing their Client Funding Statement. We, therefore, recommend that providers who need to claim/invoice for 04_590_0125_6_1 contact the NDIA to request this to be fixed in the portal so that it is not capped at $1 incorrectly.
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 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: