What is it?
As an independent NDIS support worker, you may transport participants or travel to different locations for support sessions. Planning your transportation and mobility needs helps you maintain a smooth and efficient business.
This lesson covers routes, vehicle suitability, costs and the considerations involved in transporting participants.
Why it matters
- Safety: Your vehicle and transport arrangements need to suit the participant and the activity.
- Efficiency: Planning routes can save time and reduce unnecessary costs.
- Responsibilities: Check licensing, insurance and the requirements applying to the journey.
- Cost management: Fuel, maintenance and other travel costs can add up quickly.
How to do it
1. Plan routes and schedules
Use mapping tools to plan routes in advance. Incorporate travel time into your schedule, especially when visiting multiple participants or locations in one day.
Use a calendar or scheduling app to avoid double-booking and allow enough time between sessions.
2. Consider vehicle safety and accessibility
Keep your vehicle well maintained, including tyres, brakes and lights. Confirm that it can safely accommodate the participant and any equipment they use.
Tip: Make sure mobility aids and other equipment can be secured safely. Work within your training and any transport procedures relevant to the participant.
3. Understand the costs involved
Track fuel, maintenance, tolls and parking costs. If using a personal vehicle for business, part of these expenses may be deductible depending on the applicable tax rules.
Distinguish provider travel to deliver support from transporting a participant during support. These can have different charging rules. Check the relevant support item, funding arrangement and current NDIS pricing guidance, then agree any permitted charges in advance.
Do not assume every participant has transport funding or that a single per-kilometre amount applies to every journey.
4. Confirm licensing and insurance
If driving for work, hold a valid licence appropriate to the vehicle and comply with relevant transport requirements.
Ask your insurer about business use and participant transport. Some personal policies do not cover the work-related driving you intend to do. Confirm the cover before offering transport.
5. Use the right records
Expense record: Keep a log of travel-related expenses and supporting receipts.
Logbook for tax: Under the ATO logbook method, an eligible logbook covers at least 12 continuous weeks and helps establish the business-use percentage. It does not automatically make all fuel or car expenses deductible. Keep the required odometer and expense records, and confirm which method applies to you. Read the ATO’s logbook explanation.
Vehicle presentation: Keep the vehicle clean, organised and free of unnecessary clutter. A tidy vehicle contributes to a comfortable and professional experience.
What you will need
- Confirmation of insurance for the planned use.
- A vehicle maintenance routine.
- Appropriate licensing and a suitable vehicle.
- Travel and expense records.
- An agreed understanding of any transport charges.
What to expect
As a planning estimate, allow a few hours to plan transport arrangements initially, followed by regular time to update schedules and records. Review costs and routes as your work changes.
Illustrative example
Penelope regularly transported a participant to appointments. Planning routes and recording travel helped her manage time and costs. She confirmed the relevant insurance and discussed the transport arrangements with the participant before beginning.
Common mistakes to avoid
- Not tracking travel: Keep accurate records of trips and expenses.
- Not allowing travel time: Rushed schedules can cause delays and pressure.
- Assuming insurance is sufficient: Confirm the actual business use with your insurer.
- Assuming transport funding or fees: Check what applies and discuss it upfront.
FAQs
Can I charge for travel time and fuel?
It depends on the support, funding arrangement, applicable rules and prior agreement. Check these before charging.
Do I need a separate car insurance policy?
Ask your insurer whether the existing policy can cover your planned work or whether another policy is needed.
Action steps
- Plan routes and allow travel time between sessions.
- Confirm vehicle suitability, licensing and insurance.
- Agree any permitted charges in advance.
- Keep appropriate travel, odometer and expense records.
- Maintain a clean and presentable vehicle.