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NDIS - How to manage NDIS Admin/Accommodation Fees

Managing NDIS administrative and accommodation fees efficiently is crucial for accurate invoicing and financial tracking. In Entire OnHire, providers can streamline this process using a structured approach that ensures proper invoicing without requiring timesheets. This guide outlines how to set up and manage NDIS admin and accommodation fees using a Medium Term Accommodation (MTA) qualification for example.

Step 1: Create a Qualification for Medium-Term Accommodation (MTA)

To track accommodation fees separately from support worker costs, a dedicated qualification should be created.

How to Create an MTA Qualification:

  1. Navigate to: Masters > Member Master > Qualification/Classifications.
  2. Click ‘Add New Qualification / Role’.
  3. Enter the qualification name as MTA (Medium Term Accommodation).
  4. Save the qualification.

This setup allows the system to differentiate between standard support services and accommodation fees, ensuring accurate invoicing and reporting.

Step 2: Create an Internal Member for Your Company

Since accommodation and admin fees are not linked to a field support worker, they should be assigned to an internal entity (e.g., your company name) rather than an individual employee.

How to Set Up an Internal Member:

  1. Create a new member profile and name it Your Company Name (e.g., Xeople).
  2. Assign the MTA Qualification and  any other fees  exclusively to this internal member.
  3. Ensure no other members have this qualification to prevent incorrect allocations.
  4. Save the member profile.

This ensures that accommodation fees are processed internally rather than being associated with field support workers.

Step 3: Roster Shifts for Accommodation Charges

To ensure proper invoicing, accommodation fees should be rostered as shifts but without requiring timesheets.

How to Roster Accommodation Fees:

  1. Go to: Allocations > Add Multi Shift.
  2. Service Location: Enter the participant’s name (e.g., "John Doe’s Accommodation").
  3. Qualification: Select MTA (Medium Term Accommodation).
  4. Member: Assign the shift to Xeople (your company’s internal member).
  5. Shift Details: Set the appropriate date and time range that they are in your care for.
  6. Confirm the shift.

This method ensures that accommodation fees are allocated to the correct participant while remaining separate from support worker service. You should only do this once once they become in your placement and delete or extend if they leave or stay longer.

Example - All shifts from support worker and accommodation fees.

Step 4: Approving Without Timesheets for Invoicing

Since administrative and accommodation charges are not tied to actual timesheets, shifts for MTA should be approved in finance without requiring timesheet submissions.

How to Approve MTA Shifts for Invoicing:

  1. Navigate to: Finance - Confirming Timesheets
  2. Locate the MTA shifts assigned to your internal member (Xeople).
  3. Approve the shifts without requiring timesheets.
  4. Once approved, the system generates an invoice for the participant, covering both:
    • The support worker’s service fees.
    • The accommodation charges.

This process ensures that participants are billed correctly without unnecessary timesheet entries.

Applying This Logic for Other Admin & Additional Fees

This structure can be applied to any additional NDIS fees that are not directly associated with a support worker, such as:
✔ Administration fees
✔ Transport fees
✔ Vacancy management fees
✔ Additional participant charges

By creating relevant qualifications and linking them to an internal company member, providers can efficiently track and invoice these costs within the same rate card, ensuring smooth financial management.