This article explains how to capture activity based transport for a service when manually creating service delivered records from the Service Delivery Entry screen.
Click to view updated steps for Lumary 16
Activity based transport
Activity based transport refers to a worker transporting a client during another service. If you are providing transport as a service in itself and will not be providing other services to the client, this is general or specialised transport and can be claimed as a regular service. See our NDIS travel and transport overview article for more information on the types of transport.
If you're not using Sessions, you can claim transport costs from the Service Delivery Entry tab. You'll need:
- a current service agreement that allows transport claiming, and
- a service that allows transport claiming.
Find out how to include transport on a service agreement.
Once you've set up your service agreement, and a service that included transport has been provided:
- Fill in the Service Delivered Information section of the form, as explained here.
- Add any travel, as explained here.
- Below the travel section, put a tick in the Client transported during this session checkbox.
- In the Transporting a Client section, put a tick in the Modified vehicle or bus was used checkbox, if applicable. If a regular vehicle was used, leave this blank.
- Enter the time in minutes spent transporting the client in the Total Travel Transporting Client (mins) field.
Transport time
The Total Time Spent Transporting Client (mins) field is used to capture data for your business's internal reporting. This information is captured on the parent SD record but is not used in any calculations and does not create any additional service delivered (SD) records. This is because the time entered in the Quantity/Amount field should include the time spent transporting the client.
- Enter the distance in km travelled while transporting the client in the Total Distance Transporting Client (KM) field.
Travel distance
The distance travelled when transporting a client is used to calculate part of the non-labour costs associated with transport. This may involve the costs associated with running a vehicle and are charged per km travelled. The rate charged per km is shown next to the Total Distance Transporting Client (KM) field. This rate will be taken from the default rate set by your organisation, or the negotiated travel rate for the client, if they have one.
- Enter the portion of the transport that will be charged to the client in the Client Portion field. If the cost is being apportioned between multiple clients, new Service Delivered forms will need to be filled out for each individual client.
- If any non-labour travel expenses were incurred, click on the Add Expense text link in the Transport Non-Labour Expenses section.
Transport Non-Labour Expenses
Non-labour expenses are expenses that are incurred beyond the time taken for the service to be delivered. These fields can be used to capture expenses like road tolls or parking fees.
- Enter the description for the expense in the Expense Description field.
- Enter the cost of the expense in the Amount field.
- Enter the portion of the expense that will be charged to the client in the Client Portion field.
- Multiple expenses can be added be repeating steps 9-11.
- Scroll to the bottom of the form and fill in any further Comments or Case Notes, if required.
- If the client has approved the service, put a tick in the Client Accepted checkbox. Leave this unchecked if the client still needs to confirm details of the service.
- Click on the Save button.
- You will now be able to see the SD records you've created in the Services Delivered list. Individual SD records will be generated for each labour and non-labour expense for both travel and transport services. This may result in quite a few SD records being created for each Service Delivered form that is filled out.
Lumary 15 steps
This article explains how to capture transport as part of a service when manually creating service delivered records from the Service Delivery Entry tab.
To claim transport from the Service Delivery Entry tab, you'll need a signed and approved service agreement with a Support Category for Assistance with social and community participation. If the participant will be contributing to the cost of the transport, you'll also need a Support Category for Transport (auto payments) and the Transport line item.
Find out how to include transport on a service agreement.
Once you've set up your service agreement, and a service that included transport has been provided:
- Go to the Service Delivery Entry tab or click on the App Launcher and search for service delivery entry.
- Scroll down to the Services Delivered section and click on the Add Service Delivered button.
- The Worker field is optional.
- Add your client to the Client Name field.
- Use the drop-down list to select the Support Category. This should be Assistance with social and community participation.
- Services will either be listed or you can start typing the name of the service into the Service field to list services available in this category. Then click on the relevant service name.
- Depending on the characteristics of the service, you may be required to populate additional fields. Mandatory fields will be marked with a * red asterisk. Some fields, such as Rate, may auto-fill.
- Unless you are also claiming travel against this service, leave the Claim Type field empty.
- Fill in the Quantity/Amount field with the hours/length of the service that was provided.
- Unless you are also claiming travel, leave the two travel fields blank.
- Fill in the Total time Transporting client (mins) field with the amount of time that was spent transporting the participant in addition to the amount of time spent delivering the service.
The Total time Transporting client (mins) field uses the rate of the service item you've selected. When you add time to this field, it's added to the total Quantity/Amount of the service.
- Add any Comments or a Case Note relating to the travel charge.
- Scroll down and tick the Client Accepted checkbox if the client has confirmed.
- Click on the Save button.
This will create a single service delivery entry that includes the time spent delivering the service and the time spent transporting the client.
The service delivered list only shows the quantity from the Quantity/Amount field, in this example 2. To see the multiplier that will be used to calculate the amount claimed, navigate to the service delivered record and scroll down to the Service Delivered and Travel section. In the example, the 30 minutes transporting the client has been added to the quantity for a Total Quantity of 2.5.
Add the participant's contribution
To add the participant's contribution to the claim without making a separate service delivery entry, enter a value in the Total Km Transporting Client field. This will draw the funds from the Transport service item that you set up under the Transport (auto) category.
Populating the Total Km Transporting Client field will generate a separate service delivery record.
