Transport and Travel, Oh My! Part 2

Travel part 2

The NDIS pays for a variety of transport options for participants and providers. Unfortunately, the use of the terms ‘travel’ and ‘transport’ can be confusing. Here in Part 2 we look at provider travel. We previously discussed transport payments in Part 1.

Travel explained

Provider travel

As a plan manager, our clients often ask us, “My provider has charged me for travel. Can they do that?”.

In brief, provider travel is anything but simple! The NDIA has rules about which support providers can charge travel, and is strict about where the supports are provided. Usually, providers can only charge for travel if:

  • the provided support is face to face,
  • the support is approved for provider travel in the NDIS price guide,
  • the provider has explained their service and it’s value to the participant, and
  • the specific travel costs have been explained, and agreed to in advance by the client. Ideally, this should be in the provider’s Service Agreement.

Provider travel can be charged in two parts

Time costs

Firstly, providers can claim the time to travel to a client, up to a maximum of:

  • 30 minutes for supports delivered in a metropolitan or regional centre (MMM 1-3) or
  • 60 minutes for a regional area (MMM 4-5).

The region code is based on the Modified Monash Model (2019 version). You can find an interactive guide here: https://www.health.gov.au/resources/apps-and-tools/health-workforce-locator/health-workforce-locator

The most important thing to remember is that the ‘region’ means where the support is being delivered, not where the provider comes from.

Secondly, Capacity Building providers (therapists) can also charge for ‘return travel’. This is only from the last client of the day back to their usual workplace or office. However, the time billed for the return trip cannot be more than the maximum billable caps as above. A provider bills this travel at the same hourly rate (or lower) as the primary support and from the same funding category.

Non-labour (vehicle) costs

Just like Activity Based Transport (see Part 1), providers can bill for costs to provide supports at the participant’s location. These costs can include road tolls, parking fees, and the running costs of the vehicle. They can be billed to the client at what the NDIA considers “a reasonable contribution”. Once again, the NDIA suggests 85 cents per kilometre as reasonable, but does not state a capped maximum amount.

As we have said, a provider can only bill for travel if the Price Guide ruling allows for it. This doesn’t mean that a provider must charge for travel. For example, while garden services and house cleaners can charge for provider travel, they generally don’t. After all, for these services, it would be easy to replace a high cost provider with someone cheaper!

work out regions

Just to confuse you further

What we’ve discussed above covers the majority of participants. As this is the NDIA however, it couldn’t possibly be that simple! There are other scenarios that you might stumble across, such as:

  • one therapist traveling to see multiple clients in a region.
  • participants living in remote (Region 6) or very remote regions (7), where different rules apply!

If you’ve got a question on these, it’s best to get in touch with us so we can help you in your specific circumstances. You can also find more information in the NDIS price guide. The latest guide is available here: https://www.ndis.gov.au/providers/price-guides-and-pricing

Summing it all up…

In a nutshell: Providers can charge for travel costs to provide their face-to-face service to you, as long as they have discussed fees with you beforehand, and follow NDIA price guide rules.

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