This article explains how to capture activity based transport for a service when manually creating service delivered (SD) records from the Service Delivery Entry screen.
Activity based transport refers to a worker transporting a client during another service. If you're 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 activity based transport costs from the Service Delivery Entry tab. When you make an entry for the labour cost of the service that was delivered, extra fields are shown to capture non-labour transport costs.
Required packages
Last updated in version: Lumary 21 minor release 4
Before you begin...
You'll need:
- a current service agreement that allows transport claiming, and
- a category and service that allows transport claiming.
Once your service agreement is set up:
- go to the Service Delivery Entry screen and fill in the Service Delivered Information section. If you're tracking non-labour costs as separate items on your service agreement, you'll still need to use the primary service to create SD records. Include time spent transporting the client in the Quantity field, as this is claimed as part of the service, and
- add any provider travel, if required.
Once you've added your primary service and any travel information:
- Scroll past 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.
- In the Total Time Transporting Client (mins) field, enter the time in minutes spent transporting the client.
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 SD records. This is because the time entered in the Quantity/Amount field for the primary service should include the time spent transporting the client.
- In the Total Distance Transporting Client (KM) field, enter the distance in kilometres travelled while transporting the client.
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, which 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 agreed transport rate set in the agreement for the client, if they have one.
If you're planning to claim non-labour expenses, you'll need to set Total Time Transporting Client or Total Distance Transporting Client to a value of 0 or more. This will ensure that you can generate expense SD records for non-labour expenses.
- In the Client Portion field, enter the portion of the transport that will be charged to the client. If the cost is being apportioned between multiple clients, new entries will need to be added in the Service Delivery Entry screen for each individual client.
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.
- If any non-labour transport expenses were incurred, go to the the Transport Non-Labour Expenses section and click on the Add Expense text link. You must enter zero or a greater value in the related Total Time Transporting Client and/or Total Distance Transporting Client fields to reveal the link and to generate SD records for expenses.
- Clicking on an Add Expense text link reveals fields for capturing expenses. These fields are described in the following table.
| Field | Purpose |
|---|---|
| Expense Description | A description of the expense. For example, road toll. |
| Amount | The cost of the expense. |
| Client Portion | The percentage of the expense that will be charged to the client selected for this entry. |
- To add multiple expenses, click on the Add Expense text link again to add another row and then fill in the details.
- Scroll to the bottom of the form and fill in any further Comments or Case Notes, if required.
If you add a case note title, you'll also need to add text to the Case Note field to create a case note. If you add text to the Case Note field and leave the Case Note Title blank, the SD record number will be used for the title.
- 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.
- SD records created from your entry will appear in the Services Delivered list. Individual SD records will be generated for travel labour time, and each non-labour expense for both travel and transport services. This may result in many SD records for each entry.