Whether a worker drove their own car or a company vehicle changes what they are reimbursed and what the participant can be charged. Recording that per shift is what makes travel billing defensible.
Vehicles fleet — how it works
Vehicles are recorded against workers with their registration, make, model and expiry dates. When travel is claimed, the rate applied depends on the vehicle used — a worker in their own car is reimbursed at the per-kilometre allowance, a company or modified vehicle is treated differently.
Kilometres captured on shift flow into both pay and billing, so what the worker is reimbursed and what the participant is charged come from the same recorded distance rather than from two separate claims.
Why it matters for NDIS providers
Travel is one of the most disputed items in both payroll and NDIS billing. It is small per shift, large in aggregate, and almost impossible to defend after the fact unless the vehicle and distance were recorded at the time.
- Vehicle determines the rate: own car, company car and modified vehicle are not the same claim.
- One distance, two uses: the same recorded kilometres drive reimbursement and billing.
- Expiries tracked: registration and insurance dates held against the vehicle.
What's included
- Vehicle records. Registration, make, model, colour and expiry against each worker.
- Rate selection by vehicle. The correct per-kilometre treatment for the vehicle used.
- Kilometres from the shift. Distance captured at the time, used for pay and billing.
- Modified vehicle handling. Higher rates where a modified vehicle applies.
- Expiry visibility. Registration and insurance dates surfaced before they lapse.
Who it's for
Providers whose workers transport participants or travel between them, which is nearly all community-based providers. Payroll and finance staff use the same records to answer travel queries from both workers and participants.
Getting started
Vehicles & Fleet is included in your Rostery plan and works the moment your data is in — there is no separate module to buy or set up. Book a demo and we will show it on your own workflows, and use Rostery's “Smart Switch” data migration to bring your existing clients, staff, shifts and notes across from your current software in minutes.
Terms used on this page
Related capabilities
Source
The rules this feature works to are set by NDIS — Pricing Arrangements and Price Limits, which is the authority on them and is updated more often than any page here.