Provider Travel is an essential aspect of NDIS service delivery, allowing providers to claim travel-related costs for visiting participants. It covers the time and expenses associated with workers travelling to (and sometimes from) a participant's location, ensuring that support is delivered effectively.
Provider Travel is actually different from Activity Based Transport:
In this tutorial, we will show you how to correctly handle Provider Travel under the NDIS guidelines on Comm.care. If you're interested in Activity Based Transport, read the tutorial here.
Provider Travel is the time and travel costs you or your worker incur when travelling to deliver a service to a participant. Overall, in the context of NDIS Provider Travel, there are two types of costs:
If you travel to multiple participants on one trip, you should divide the worker's time and non-labour costs amongst participants, with the agreement of each participant in advance.
Note: You must meet ALL conditions outlined by the NDIS Pricing Arrangements and Price Limits (previously the NDIS Price Guide) in order to claim for Provider Travel from a participant's NDIS Plan. For detailed information, please refer to the latest version of the NDIS Pricing Arrangements and Price Limits.
Your support worker travels 35 minutes (20 kilometres) to help a participant in Zone 3 of the Modified Monash Model. They provide two hours of Core support (Assistance With Self-Care Activities).
You and the participant have agreed to an hourly rate of $72.13. They have also agreed that you can claim for travel time and for the non-labour costs associated with that travel (at $0.85 per kilometre). Zone 3 has a travel claim limit of 30 minutes.
Moreover, the worker has to pay for a road toll fee ($5), and the participant has agreed that you can claim this toll fee too.
Technically, your claim for this particular support comes in four separate parts:
Follow the steps below on how to set things up on Comm.care to successfully claim for Provider Travel later.
If you want to claim for Provider Travel, first you need to do some setup in your organisation's services. Keep in mind that, Comm.care adheres to the latest version of the NDIS Support Catalogue that indicates the support items that Provider Travel can be claimed against.
Go to Your Organisation > Services. Then click Add Service or click on an existing Service and click Edit.
On the Service modal, when you proceed to the Line (support) items section:
Tips: 'Provider Travel - Non-labour cost' support items always come with the sequence number 799.
Provided that you and the participant have agreed that you can claim for Provider Travel, as detailed in the Service Agreement, the next step is to enter the agreed details on the related Service in Circle Roadmap.
Go to Circle > Roadmap, then open the related Service and click Edit. Make sure you do the following two things:
When you add an appointment that you can claim for Provider Travel, it’s important to set up the support items correctly.
Go to Circle > Calendar > Add Event. Alternatively, go to Your Organisation > Calendar > Circle > Add Appointment. Then fill in the fields as normal.
After selecting the related service that you have set up in Step 1, proceed to the Support Item section, you should:
After delivering the support that involves Provider Travel, it’s time to make sure your staff complete the Progress Note properly.
To get started, simply click on the red page icon in the related appointment on the circle calendar.
On the Progress Note modal, you can see that Comm.care has already pre-filled multiple line items using the data from the appointment. This means you can spend more time on entering other vital information.
Below are several things you may notice in the support items:
At this stage, let’s consider that you have created an invoice or claim using the progress note from Step 4. You will see on the invoice that the Provider Travel charges are shown separately from the primary support charge, allowing for accuracy and transparency.
When you submit an NDIS Bulk claim upload, the Travel Time charges are flagged with TRAN under Claim Type.
In the Staff Hours report, if you look at the Time column, you will see the actual time spent for the Provider Travel - Labour Cost item (0.58 hour or 35 mins), instead of the maximum amount against the time cap as in the Invoice (0.5 hour or 30 mins).