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Key steps for Managers to get your organisation ready to use Comm.care

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Comm.care simplifies Minimum Data Set reporting of a set of data elements agreed for mandatory collection and reporting at a national level.

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These articles contain helpful information to best manage your organisation in Comm.care.

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How to Invoice Tolls in Comm.care

Transport is one of the many tricky areas of NDIS. This article explains how you can use Comm.care to record, claim and report the transport costs that include toll charges. Tolls are also named as Provider travel (non-labour cost) in NDIS for the staff that goes to provide the service delivery.

Tolls can be charged for two types of transport

  • Provider travel (non-labour cost) tolls: These are the tolls gone through by the service provider to reach to the participant.
  • Activity-based transport tolls: These are the tolls gone through by the service provider along with the participant i.e, where the participant is using the transport service.

So when you need to claim those, you need to do it separately. 

Please note, the toll charges are different than the other transport services which are charged based on hours or km. Toll charges vary every time.

Provider travel tolls

The NDIS Price Guide stipulates the conditions that a provider must meet, in order to claim travel costs from a Participant's NDIS Plan. Refer to the latest Price Guide, for detail. In summary, Provider Travel has two components; Labour Costs (Time) and Non-Labour costs. For tolls, let's look at the Non-labour costs.

Creating Services to charge tolls/parking fees

The NDIS Support Catalogue indicates which support line items Provider Travel can be claimed against. We ensure this information is up to date in Comm.care, under your Organisation's services ( read more about how to create your Organisational services here). To charge for tolls, we will need to create 2 same line items under that service. One for provider travel charged as per time or km and the other is for tolls which are charged variably.
For example,
Service: Participation in Community Activities
Area of service: Select your organisation's area of service as per the NDIS guideline.
Registration group: Select the correct registration group for you to select the correct line item.
Line item:
  1. Provider travel (non-labour costs): For the provider transport to the participant under the latest NDIS price (0.85 per km).
  2. Provider travel (non-labour costs): For tolls during the provider transport to the participant which will vary. in every case.

So here we will need to create two line items for the same support line under the service and label one of them as Toll charges (Provider travel) to differentiate while creating appointments or Progress Notes.

We now need to set the unit price for toll charges as 1. This is because the toll charges vary for every instance.

Please note: To edit unit price of a line item you should select a previous period date (not the latest) e.g 2019/20 or 2021_Mar.

Creating appointments for services that includes tolls/parking fees

Once the Organisation's service is set up, you are now ready to create appointments containing tolls. To know more about how to create a typical appointment refer to this article: Create or Delete Appointment.

To add tolls to the appointment, you need to add support to one item in the same appointment. Thanks to Comm.care, which allows multiple support lines in the same appointment!

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You may keep the time and quantity as 0 for toll charges while creating the appointments. The actual toll rate can then be entered while creating the Progress Notes. Similarly, you can keep an estimated amount of time but 0 quantity in the provider Travel (non-labour), which can be entered based on the KMS travelled by the service provider.

Creating Progress Notes to enter tolls/parking fees for service delivery

Staff will need to enter the Progress Notes the same way as they do for the other services. to know more refer: Progress Notes.

Entering toll/parking charges: While creating the progress notes, the staff will be able to enter the toll charges in the Qty field. Now because we have set the charge as $1, the number mentioned in the Qty will be multiplied by $1 which equals the amount to be charged in total.

So for example, if the toll/parking charges are $30, the staff will enter 30 in Qty which will be multiplied by $1= $30 for the Tolls or parking.

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Don't forget to save changes. That's it, all these line items along with the toll charges will now reflect on the claims and invoices.

You can now save your organisation from bearing the non-labour costs like tolls and parking fees and can claim those too!

Still need help? Contact Us

Last updated on October 29, 2021