There are some occasions where it is not feasible or possible for a provider to invoice a plan manager in order to fund a support or purchase. On these occasions, it may be more practical for a participant, or an authorised representative, to make a purchase out of pocket. This can then be submitted to a plan manager as a reimbursement claim.
So that these claims can be processed smoothly, there are a number of important details to consider. Some of these may be requirements set by the NDIA, while others could be processes that we have put in place to ensure that nothing is missed and payments go through quickly.
To best ensure that reimbursements go through quickly and efficiently, please go through the following tips and steps:
Reasonable & Necessary
The supports or purchases being claimed must fulfil the same Reasonable & Necessary criteria as any other payment made directly to a provider. We have previously covered Reasonable & Necessary guidelines here: Reasonable & Necessary… are there any exceptions? (first2care.com.au)
ABN
Even though we are not paying them directly, it is very important to note that all providers in a reimbursement claim must be eligible for NDIS funding. Essentially, this means that the provider must hold an active ABN.
Tax Receipt
As with invoices, a correct standard of invoice is required when submitting reimbursements to the NDIA. See our section below on invoice formatting to get a good idea of what is required. Receipts must include a clear description of the support/purchase, a date, and business information. These cannot be an EFTPOS receipt, an order summary, or a leaflet describing the service. A full tax receipt (or invoice with a $0 balance outstanding) is required.
Proof of Payment
Most tax receipts include proof of payment. For those that do not, we may request proof that this service or support has been fully purchased prior to making any reimbursement.
Submit to First2Care
There are two ways to submit your reimbursements to First2Care. The first is through the Reimbursement Form on our website, found on the Your Hub dropdown. This will prompt you to upload the necessary information and documents. Alternatively, you may email these directly to accounts@first2care.com.au – it is very important to include the word Reimbursement in the email subject.
Bank Details
If you have not already received a reimbursement from First2Care, you will need to provide us with your bank BSB and Account Number. The Reimbursement Form will prompt you for this. If the reimbursement is not to yourself, you will need to make it clear who is to be the recipient.
Along with Reimbursements, you may also want your providers to have the best tips on how to get paid quickly. We have put together our advice on best invoicing practices in a seperate blog, which can be sent on to providers for their referral.
Everyone loves to get paid quickly!
Your best chance to get your reimbursement into your bank account quickly is to follow this process. Having a clear, official tax receipt is often the most important step. Any provider, large or small, should be able to issue a receipt that is sufficient to process. Sometimes you may need to request one. Check out Invoicing Tips for Faster Processing for more information on this.
Invoices, including invoices submitted for reimbursement should be presented in a clear and concise manner, with certain necessary criteria as dictated by the NDIS. If your providers follow the below guidelines, your invoices can be paid quickly and your reimbursements will also be clear.
The following information needs to be included on all invoices:
Client name and/or NDIS number.
Business name and ABN.
Invoice Number.
Description of supports with support codes if required.
Quantity of hours if required.
Unit price and Invoice subtotal.
These details are required to process any payment – whether it is being sent to the provider or processed as a reimbursement.
Once you have all the documentation needed, send it all through to us. If all is well, then you won’t need to speak to us at all until the money appears in your bank account! Though, of course, we are always happy to discuss your invoices should you have any queries.