top of page

For Providers: Top Tips on Claiming Provider Travel

Updated: May 16, 2023

Unpacking the ins and outs of provider travel under the NDIS can sometimes be a little confusing. Which is why, we've done the work for you. Get to know more about provider travel and the NDIS, claiming eligibility and our top tips for claiming provider travel.


Professional woman driving to work
Professional woman driving to work

Provider Travel & the NDIS


As a provider you may be able to claim provider travel (also known as worker travel time) under the NDIS. Like everything with the NDIS, being able to claim worker travel time has specific rules and regulations that need to be adhered to.


Typically, providers can claim travel when delivering the following supports:

  • Personal care

  • Community access

  • Therapeutic supports

  • Early Childhood Early Intervention (ECEI) supports

Other factors that help to determine if a provider can claim travel include:

  • Type of support being delivered

  • Appointment location

  • Starting location and end location of a provider’s travel journey

Check out the NDIS Pricing Arrangements and Price Limits (page 19) for more details on the rules and regulations associated with worker travel claiming.


Top Tips for Claiming Provider Travel


Tip #1: Set Up a Service Agreement


If you’re a NDIS registered provider, you must have a service agreement in place with each participant you provide a service too. Although service agreements are not mandatory for unregistered providers, it is strongly recommended to have one in place, especially if you’re expecting to claim travel.


Providers cannot claim travel without first having discussed this with their participant. This should be done prior to commencing your services or in your initial meeting. To ensure clarity of service and expectations from yourself and the participant, it’s a good idea to have a service agreement in place that outlines any costs associated with your services including travel. In the service agreement you will need to specify how and when you will claim travel.


One of the most common delays with invoice processing can come from participant confusion around travel charges in their invoices. By setting up a clear service agreement and having a discussion with the participant focused on outlining potential travel costs for your services, you can avoid potential payment delays.


Tip #2: Understand the difference between provider travel and participant travel


If you are travelling to or from a participant this is considered provider travel which is billable travel time at the same rate as the service which you are providing.


If you are transporting a participant as part of the support, this is considered Activity Based Transport. This support is charged differently to provider travel and is billed per kilometre up to $0.97/kilometre (see page 24-26 of the Pricing Arrangements for more details).


Not understanding the differences between provider travel and participant travel, could lead to invoice errors which can mean delays in invoice processing.


Tip #3: Labour Cost vs. Non-Labour Cost


Labour costs (time) is where a provider claims for travel time. The maximum amount of travel time that can be claimed for the time spent travelling to each participant is dependent on the zone.

  • Zone 1-3: 30 minutes

  • Zone 4-5: 60 minutes

  • Zone 6-7 (remote and very remote areas): as agreed up to the hourly rate for the support item

In addition, you can also claim for the time spent travelling from the last participant to their usual place of work. Note, this travel is only claimable when the return travel must be paid by the provider’s company.


When claiming for travel, you should use the same hourly rate that they have agreed upon with the participant for the primary support (or a lower hourly rate for the travel if that is what they have agreed with the participant) in calculating the claimable travel cost.


Non-labour costs are other costs incurred in addition to the cost of the workers time and travel time. This includes:

  • Parking fees

  • Road tolls

  • Costs of running the vehicle

Claims can only be made for the non-labour costs associated with provider travel in respect of a support where the rules governing provider travel allow a claim for provider travel time to be made. Claims for the non-labour costs must be made separately to the claim for the primary support and for the travel time associated with the provider travel.


Tip #4: Invoice Structure


To claim for worker travel time, you will need to create a separate line item on your invoice. The invoice should outline:

  • Support item

  • Provider travel – labour costs (time)

  • Provider travel – non-labour costs (kilometre costs, parking fees and tolls)

  • Rate for each line item (see example below)

​Description

Qty/Hrs

Unit Price

Line Total

Provider Services

2 hours

$50/hr

$100

Provider travel

30 minutes

$25*

$25

Provider travel - non-labour costs

20kms

$0.97

$19.40


$144.40 (total)

*To determine the travel cost you will need to review travel zones, pricing and maximum claim time laid out by the NDIS in the NDIS Pricing Arrangements and Price Limits.


Tip #5: Keep records


It’s important to keep records when claiming worker travel time, not only for yourself and the participant but also in case the NDIA performs an audit of your services. Audits can happen at any time, so it is better to be prepared if the NDIA come knocking.


If you have any questions, you can contact our friendly team on 1300 322 273 or support@first2care.com.au.

1,788 views

Comments


bottom of page