Charging NDIS Participants for Travel: A Guide For NDIS Service Providers

Travel charges can be applied in the following circumstances:

• Travel to and from the participant’s location: If you are traveling to provide support in the participant's home or community, you can charge for this travel time.
• Transporting the participant: If part of your service includes transporting the participant (e.g., taking them to appointments or activities), you can charge for the travel involved in these trips.

The NDIS has set maximum limits on the amount of travel time that can be charged:

• Metro Areas: Up to 30 minutes of travel time can be claimed each way.
• Regional Areas: Up to 60 minutes of travel time can be claimed each way.
• Remote Areas: Up to 120 minutes of travel time can be claimed each way.

When calculating travel charges, consider the following:

• Hourly Rate: Use the agreed hourly rate for the service being provided. This rate should be specified in the service agreement.
• Distance-Based Costs: In addition to time, you can charge for the cost of travel, such as fuel and vehicle wear and tear, based on the distance traveled. This should also be specified in the service agreement.

To ensure transparency and compliance:

• Service Agreements: Clearly outline travel charges in the service agreement. Include details on how travel time is calculated and the rates applied.
• Invoices: Provide detailed invoices that break down the travel charges, including the time spent traveling and any distance-based costs.

It's important to communicate clearly with NDIS participants about travel charges to avoid misunderstandings:

• Discuss Charges Upfront: Before starting services, discuss travel charges with participants and ensure they understand and agree to the terms.
• Regular Updates: Keep participants informed about any changes to travel charges or policies.

To manage travel charges effectively:

• Plan Efficient Routes: Plan your travel routes to minimize time and costs. Group appointments in the same area to reduce travel time.
• Use Technology: Utilize GPS and route planning apps to find the most efficient routes and keep track of travel time and distance accurately.
• Stay Informed: Keep up-to-date with NDIS guidelines and any changes to travel charge policies.

Avoid common mistakes by:

• Not Overcharging: Ensure you do not exceed the maximum allowable travel time limits.
• Clear Communication: Always communicate any potential travel charges to participants before incurring them.
• Accurate Record-Keeping: Maintain accurate records of travel time and costs to support your invoices.

Claiming Travel with NDIS vs. at Tax Time 

It is important to differentiate between claiming travel costs through the NDIS and during tax time. When you claim travel expenses under the NDIS, you are reimbursed directly by the scheme for costs associated with delivering services to participants, such as travel time and distance-based costs. These claims must be supported by accurate records and included in service agreements. In contrast, at tax time, you can claim travel expenses as deductions if they are related to your business operations. This includes costs not reimbursed by the NDIS, such as vehicle maintenance and other travel-related expenses. To maximize your deductions and remain compliant, maintain detailed records and consult with a tax professional to ensure you are correctly reporting these expenses.

Charging for travel under the NDIS can seem daunting, but by understanding the rules and maintaining clear communication and documentation, you can manage travel charges effectively and fairly. This ensures that you are compensated for your time and expenses while providing transparency and trust with your participants.

Looking for a Travel Expense log? You can find one here