Add NDIS travel and transport as separate service agreement items

This article explains how to set up NDIS provider travel and/or activity based transport as separate service agreement items for non-labour costs.

To help providers budget and track NDIS non-labour travel and transport costs, these services can be added as separate service agreement items. The process is similar to adding other services, with a few extra limitations and considerations.

Once you have a service agreement item that allows travel and/or transport, there are several parts to adding a separate travel or transport non-labour cost item. Some only need to be completed if you’re using specific features, such as automatically calculating the quantity.

This article explains how to:

• add a new item and set the dates
• select a service and add its details
• set a quantity and overclaim option
• add an NDIA service booking
• calculate the quantity using recurrences, and
• save or merge your service agreement item.

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Add a new item and set dates

To add a provider travel or activity based transport service agreement item for non-labour costs to your service agreement:

1. Go to your service agreement.
2. Scroll down to the Service Agreement Items section. You should already have a category and item for the main service related to the travel and/or transport.
3. Click on the drop-down arrow at the end of the category's heading row and select New Item.

4. This will launch a New Service Agreement Item popup. The first section captures the dates.
5. The Start Date and End Date default to the dates of the service agreement. You can use the fields to change them, if required. The dates must be within the agreement’s date range.

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Select a service and add details

The Service Details section shows the name of the support category and includes fields for selecting and setting up your service. Different fields will appear and may auto-fill depending on your selections. The following table lists key fields and how they work.

Field	How it works
Site	The site linked to the delivery of the service. If the site you need isn't available, a system administrator may need to link the service to the site.
Service	Select a provider travel - non-labour costs or activity based transport service. You may need to check the support item code to get the right item for the support being delivered. The services are also filtered by whether the agreement is marked as a PACE Plan. Depending on the service you select, other fields may become available or inactive. If no services appear, services in this category may need a system administrator to link them to a site.
Program	Optional. May appear if your business uses programs to manage clients and/or services.
Service Type	Optional. May appear if your business uses service types to manage services.
Delivery Ratio	This field is inactive when provider travel - non-labour cost or activity based transport services are selected in the Service field.
Rate	This rate will show as $1.00. However, when generating service delivered (SD) records, the cost will be calculated using the relevant default rate for your organisation, or service agreement setting rate.
Prevent NDIS Rates Substitution	This field is inactive when provider travel - non-labour cost or activity based transport services are selected in the Service field.
Funding Management	Provides the option to set the funding source at the item level. This allows you to override the funding source of the service agreement. For example, in an NDIS agreement, you can use this field to change the funding source to the participant at the service agreement item level. If you can't see the Funding Management field, it may need to be enabled by your system administrator.

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Set quantity and overclaim options

In the Financials section, you can enter a value in the Quantity or Total field according to the client's plan or budget. You can also indicate how the system should handle overclaims for this item. The following table explains more about how these fields work.

Field	How it works
Quantity	The number of units that will be delivered for this service. Entering a value here will automatically calculate the total based on the rate. When calculated from a value entered in the Total field, the value rounds down to 2 decimal places. You can also calculate this value by filling out the recurrences panel and clicking on the Calculate Quantity button. Keep in mind, if this is calculated from the total, it uses the $1.00 value as the multiplier. The actual quantity may be different depending on how your agreement is set up to charge non-labour travel and transport.
Total	The total amount allocated for this service. Entering a value here will automatically calculate the quantity based on the rate. When saving, this may recalculate to a lower value if the Quantity field has rounded down. Keep in mind, if this is calculated from the quantity, it uses the $1.00 value as the multiplier. The actual total may be different depending on how your agreement is set up to charge non-labour travel and transport. If you have a set budget, we recommend entering it into the Total field.
Overclaim	Controls how the system handles overclaims for this service. The Prevent, Warn or Allow options behave the same as at the service agreement and category levels.

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Add an NDIA service booking

If the service is related to an NDIA service booking, you can link to a record of the booking number and its dates in the Service Booking field. You can create a new record of the service booking in Lumary by selecting the + New Service Booking option.

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Calculate the quantity using recurrences

The fields in the recurrences panel can be used to calculate the required quantity.

The following table explains how these fields work.

Field	How it works
Repeat Every	How many days, weeks or months to count. For example, every 2 weeks will add enough units to the quantity to cover fortnightly occurrences.
Frequency	Sets the unit of time used to count the intervals to days, weeks or months. Selecting Weeks reveals an option to select which day or days of the week the service repeats on. Selecting Months uses the Start Date of the service agreement item as the day of the month to start counting from.
Repeat On	This field appears and is mandatory if Frequency is set to Weeks. Selecting multiple days will count each of the selected days each week.
End On	Users can select whether to end the count on a specific date or after a set number of occurrences.
End Date	Appears if End On is set to Date. This field auto-populates with the end date of the service agreement item and cannot be changed. To change this date, change the end date of the service agreement item.
Number of Occurrences	Appears if End On is set to Set Number of Occurrences. The number of times to count the occurrence.
Quantity per Occurrence	The number of units that will be counted for each occurrence.
Calculate Quantity	Clicking this button will populate the quantity field using the other information captured in the recurrences panel.
Auto-generate Service Delivered Records	This field is inactive when provider travel - non-labour cost or activity based transport services are selected in the Service field.

If you use the same date as the first and last date of your service agreement item, this can cause an additional occurrence to be counted at the end of the agreement. For example, if your item is dated 1 January 2023 to 1 January 2024, and you select 1 per day, this will count 366 occurrences.

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Save or merge your service agreement item

Once you’ve added all of the details about your service, click on the Save button to add the item to the service agreement.

When you click on Save, the system checks if there's another version of the item on the agreement that has overlapping dates and the same:

• support item
• site
• funding management
• program, and
• service type.

If the system detects a duplicate of a travel or transport service that's been added as a separate service agreement item, it'll popup a Merge dialogue box to:

• notify you that the item already exists
• show the dates and allocations for the new item and the existing item, and
• show the revised dates and allocation if the items are merged.

You can adjust the final allocation before merging. If you included comments on a new item, they won't be merged into the existing item. You'll need to edit the existing item to adjust or to add to comments.

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