As a sole trader providing services under the NDIS, understanding proper invoicing procedures is crucial. This article outlines the key steps for invoicing both plan-managed and self-managed participants, ensuring you receive timely payment while adhering to NDIS regulations.
Here’s a little template that I use, and should hit most of your points
Required Participant Details:
- Participant Name: Include the full name of the participant receiving the service.
- NDIS Participant Reference Number: This unique identifier is essential for processing claims.
Service Description:
- Date, Duration and Time of Service: Clearly state the date and duration of each episode of service that was delivered. Adding the time will also add clarity if there is a shift from day to evening or night rates.
- Funding Package & Line Item: Specify the relevant funding package and line item from the participant’s plan that your service falls under. This ensures the service aligns with their goals and budget.
- Specific Service Provided: Provide a detailed description of the specific service delivered, aligning with the relevant NDIS Price Guide category. Examples could include “Assistance with personal care activities,” “Community access support,” or “Therapeutic intervention.”
- Service Goals Achieved: Briefly outline the key goals achieved during the service session, demonstrating how it contributed to the participant’s plan goals.
Travel Time and Expenses:
- Travel Allowance: You can claim travel time as part of your service delivery if it’s reasonable and directly related to the support provided. Refer to the NDIS Price Guide for the allowable travel allowance within your service category.
- Travel Expenses: Claiming actual travel expenses is permitted, provided they are reasonable and documented with receipts. Common examples include car mileage, public transport fares, or parking fees. Ensure these expenses comply with the NDIS Price Guide travel claim limits. (Currently they are $1.00 per kilometer)
Subscriptions:
- Subscription Services: Subscriptions may be a practical way of billing for groups (such as an activity in a day centre requiring a commitment to the term) or for products that are going to be ordered regularly (such as incontinence products).
Price Gouging:
- Ethical Obligation: As a provider, you have an ethical obligation to charge fair and reasonable prices for your services. Exploiting participant vulnerability by inflating your prices constitutes price gouging and is strictly prohibited by the NDIS.
- NDIS Price Guide: Use the NDIS Price Guide as a reference to ensure your charges align with established benchmarks for your service category and location.
Additional Tips:
- Invoice Format: Use a clear and professional invoice format, including your business details, contact information, and payment terms.
- NDIS Portal: Consider using the NDIS Portal for submitting invoices to plan managers, improving efficiency and transparency.
- Record Keeping: Maintain accurate records of service delivery, including timesheets, session notes, and any receipts for travel expenses.
- Stay Informed: Regularly update your knowledge on NDIS invoicing policies and regulations to ensure compliance.
By following these guidelines and adhering to ethical practices, you can ensure smooth and compliant invoicing for both plan-managed and self-managed NDIS participants. Remember, clear communication, transparency, and fair pricing are key to building trust and maintaining positive relationships with participants and plan managers.