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
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 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 Time 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 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.
Non-labour cost requirement
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 an expense SD record is generated for the non-labour expenses.
- 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 transport expenses were incurred, click on the Add Expense text link in the Transport Non-Labour Expenses section. Note that you must enter a zero or greater value in the related Total Time Transporting Client or Total Distance Transporting Client fields in order to generate a service delivered record for the expense.
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 8-11.
- 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.
