NDIS has two separate situations where travel can be claimed. One is for the travel time to an appointment or service, and the other to account for travel cost per Km related to the service or shift. See NDIS website.
Provider/Carer travel. "If agreed by participants, providers can claim for the time spent travelling to each participant, for core supports."
Participant/Client transport. "From March 2020, you can use the participants plan’s support funding to pay registered providers transport costs when they are transporting the participant to and from a number of community activities funded in their NDIS plan including employment and higher education."
For how to import the latest NDIS price guide to your account see this article.
Based on information taken from the NDIS website for prices guides and pricing. If agreed by participants/clients, providers can claim for the time spent travelling to each participant/client, for core supports.
The support items that allow travel to be claimed are marked "Y" under the travel column in the Support Catalogue.
Only the actual travel time can be claimed, up to a maximum of:
30 minutes within city areas (MMM 1–3)
60 minutes in regional areas (MMM 4–5).
Before providers/carers can charge for travel, they must first discuss and get agreement on any changes with the participant. Once an agreement is reached, providers will need to update the relevant shifts reflect the changes agreed.
To claim provider travel in this manner you must use the same support item code for the service provided during that appointment.
There are 3 options to claim Provider travel:
Claim provider travel and staff is also paid for same duration: In this you can simply extend the length of shift. For example, it might take your staff 15 mins, so you can extend shift by 15 minutes. Client's billing report will include additional 15 mins as well as staff timesheet.
Use this cautiously, a shift where the client is marked as Absent will result in the client being charged for the shift where no travel occurred.
Claim provider travel but staff are not paid for it - In this case, creating an additional shift and assigned to a Placeholder staff is best option.
Recommended: Have a seperate line item for Provider travel - The best way to claim this type of travel is by using the split shit function. You can split a clients shift up so that the various portions are easily identifiable.
Participant Transport (March 2020 Update)
Based on information for the NDIS website on understanding the price guide, from March 2020, you can use the participant/client plan’s support funding to pay registered providers transport costs when they are transporting the participant/client to and from a number of community activities funded in the participants NDIS plan including employment and higher education.
While these are not price controlled, the NDIS Price Guide outlines reasonable levels of costs that providers can claim for:
up to $0.85 a kilometre for a vehicle that is not modified for accessibility
up to $2.40 a kilometre for a vehicle that is modified for accessibility or a bus
other forms of transport or associated costs up to the full amount, such as road tolls, parking, public transport fares
This does not allow for payment of fines or other similar costs.
Add transport codes to price book
To claim participant transport costs you need to use the transport support item codes while invoicing. After importing the NDIS price guide, you can no see there is an option to add Per Km cost, and Reference Number (Km) for each service.
To edit this, Navigate to price books by clicking the side bar menu Account, then click sub heading Prices.
Find the Price book used for the client you wish to charge transport costs, and click Edit in the top right corner.
Set the Per Km price you agreed upon, and also add the transport item support code under Reference Number (Km). This will now appear as a separate item on invoices to allow for ease when making claims through your NDIS portal.
For example, at the time of writing this article, transport support item numbers exist for:
Specialised Transport To School/Educational Facility/Employment/Community 02_050_0108_1_1
You would enter one of these codes under this area Reference Number (Km) to claim these services as this is required by the NDIS. Then enter the agreed cost in Per Km.