This article explains how to capture NDIS general and specialised transport costs.
General and specialised transport involve transporting clients outside of another service and require that funds are allocated to the transport category on the client's service agreement.
Required packages
Last updated in version: Lumary 21 minor release 4
Provider travel costs and activity based transport costs can't be claimed from general or specialised transport services.
Before you begin...
To capture general and/or specialised transport, you'll need a current service agreement with a Support Category for Transport (auto payments) that includes:
- a transport service agreement item, and/or
- a specialised transport to school/educational facility/employment/community service agreement item.
Find out how to include general and specialised transport on a service agreement.
General and specialised transport can be claimed as separate services:
- through the Service Delivery Entry screen, or
- as a planned service on a session.
Service Delivery Entry screen
Service delivered (SD) records for general or specialised transport can be created from the Service Delivery Entry screen. Once you've set up your service agreement:
- 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.
- Click on the Add Service Delivered button.
This will launch an Add Service Delivered form. The following table explains how to fill in the fields in this form to claim general or specialised transport. Mandatory fields are marked with an asterisk.
| Field | Use |
|---|---|
| Worker | This field is optional. To add a worker, start typing the worker's name and select the worker from the list that appears below the field. |
| * Client Name | To add the client, start typing their name and select them from the list that appears below the field. |
| * Support Category | Select Transport (auto payments). |
| * Service | Select Transport for general transport or Specialised transport to school/educational facility/employment/community. |
| * Rate | The rate should auto-fill based on the client's service agreement. |
| Claim Type | Leave this field unchanged. |
| * Quantity/Amount |
If you're claiming general transport, the rate will be $1. Enter the total cost of the service. If you're claiming specialised transport, the rate as agreed with the client should appear in the rate field. Enter the number of units for this service delivery. |
| Apportion Primary Service | If this checkbox appears, leave it unticked. It reveals a field for calculating the percentage of the total cost for a group service. |
- Once you've filled in the service details, add any Comments and/or Case Notes to describe this entry.
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 your business links SD records to accounts, you can use the Account field to search for the account.
- Scroll down and tick the Client Accepted checkbox if the client has confirmed.
- Click on the Save button.
This will create a service delivered (SD) record that can be extracted for billing or claiming.
Planned service
General or specialised transport can be scheduled using the Sessions Calendar. To get started, follow the usual steps to:
This will take you to the Services step. To add general or specialised transport:
- Go to Add Planned Service.
- Click on the blue button with the plus sign.
This will launch the Add Planned Service form. The following table explains how to fill in these fields for general or specialised transport. All of the fields are mandatory.
| Field | Purpose and use |
|---|---|
| Support Category | Select Transport (auto payments). |
| Service | Select Transport for general transport or Specialised transport to school/educational facility/employment/community. |
| Scheduled Delivery Ratio | This field should only be available for specialised transport. It's used to determine how the cost of the service will be apportioned. For an appointment with only one client, the 1:1 option should be selected. |
| Site | The site associated with the service being delivered. This field appears for services from unrestricted categories. |
| Rate |
If you selected the general transport service, the rate will be $1. If you selected specialised transport, the rate as agreed with the client should appear in the rate field. |
| Funding Management | This field will be based on the funding management type in the client's service agreement. |
| Claim Type | Select Face-to-Face. |
| Delivery Method | Select Fixed Quantity. |
| Quantity |
This field will appear when you select Fixed Quantity as the delivery method. If you selected the general transport service, the rate will be $1. Enter the total cost of the service. If you selected specialised transport, the rate as agreed with the client should appear in the rate field. Enter the number of units for this service delivery. |
| Travel Chargeable |
Put a tick in the Travel Chargeable checkbox if the worker will be able to claim for travel and/or transport. NDIS provider travel and activity based transport cannot be claimed for general or specialised transport. |
| Travel Area | This field will only appear when there is a tick in the Travel Chargeable checkbox. Select the relevant travel area from the drop-down list. |
- Once you've filled in all of the mandatory fields, click on the Save Service button.
- This will show a summary of the service you've added.
- Once you've saved the service, use the blue button with the plus sign next to Add Planned Service to add any other services that will be delivered in the session.
- You'll also have the option to add an ad hoc service by clicking on the blue button with the plus sign next to Add Ad Hoc Service. Find out how to add an ad hoc service.
- If you've finished adding services to the session, click on the Next button.
This will take you to the next screen, where you can add a few final settings before saving the session. They include adding service types, setting up recurrences and saving the session.