NDIS travel charging rules confuse most new providers. This complete 2026 guide explains exactly when you can charge for travel time ($64.90/hr standard) and kilometers ($0.99/km), with real examples and compliance tips to avoid NDIS audits.

Quick Calculator: Use our NDIS Travel Charging Calculator to calculate billable travel charges instantly.

NDIS travel charging rules: The basics

Two types of travel charges:

  1. Travel time - Hourly rate (same as your service rate)
  2. Travel distance - $0.99 per kilometer (2025-26 rate)

Key rule: You can charge EITHER time OR distance for the same trip, NOT both (unless specifically agreed in service agreement).

When is NDIS travel billable?

✅ BILLABLE travel scenarios

1. Travel between participants (back-to-back appointments)

  • Finish with Participant A at 10am
  • Travel to Participant B for 11am appointment
  • Travel time/distance IS billable

2. Travel beyond normal service area

  • Your normal area: 20km radius
  • Participant lives 35km away
  • Extra 15km IS billable (participant agrees upfront)

3. Travel for service delivery purposes

  • Picking up participant for community access
  • Transporting participant to appointments
  • Travel during service IS billable

4. Agreed travel in service agreement

  • Service agreement states “travel charges apply”
  • Participant signs agreement
  • Travel IS billable (as per agreement terms)

❌ NON-BILLABLE travel scenarios

1. Travel from home to first participant

  • You leave home at 8am
  • First participant at 9am
  • This travel is NOT billable (business overhead)

2. Return travel from last participant to home

  • Finish last participant at 5pm
  • Travel home
  • NOT billable

3. Travel for admin purposes

  • Traveling to office for paperwork
  • Attending team meetings
  • Staff training travel
  • NOT billable to participant

4. Travel within normal service area (unless agreed)

  • Participant lives 10km away (within normal area)
  • Travel is business overhead
  • NOT billable (unless service agreement specifies)

NDIS travel rates 2025-26

Travel time rates (per hour)

Time PeriodStandard RateHigh Intensity Rate
Weekday (6am-8pm)$64.90$71.40
Evening (8pm-midnight)$71.40$78.49
Saturday$97.90$107.69
Sunday$130.80$143.88
Public Holiday$130.80$143.88

Use your service category rate for travel time. If you provide “standard support work” at $64.90/hr, travel time is also $64.90/hr.

Distance rate (per kilometer)

$0.99 per kilometer (2025-26)

  • Calculated using Google Maps shortest route
  • Measured one-way (unless agreement states return)
  • Invoiced using NDIS line item “09_012_0117_1_2” (Non-labour costs - Transport)

Travel time vs travel distance: Which to charge?

You choose ONE method per trip:

Option 1: Travel TIME

  • Better for: Slow traffic, complex routes, longer distances
  • Example: 30 minutes travel = $32.45 (at $64.90/hr)
  • Use when: Time × hourly rate > distance × $0.99/km

Option 2: Travel DISTANCE

  • Better for: Quick trips, highway driving, short distances
  • Example: 40km = $39.60 (40 × $0.99)
  • Use when: Distance × $0.99/km > time × hourly rate

Pro tip: Calculate both, charge whichever is higher (if service agreement allows). Most providers default to travel time as it’s usually more.

Real-world travel charging examples

Example 1: Support worker with back-to-back shifts

Scenario:

  • 9am-11am: Support Worker visits Participant A (Suburb X)
  • 11:30am-1:30pm: Support Worker visits Participant B (Suburb Y)
  • Distance: 18km, Time: 25 minutes

Billable:

  • ✅ Travel time: 25 min = $27.04 (billed to Participant B)
  • OR
  • ✅ Travel distance: 18km × $0.99 = $17.82 (billed to Participant B)

Choose: Time ($27.04) is better

Example 2: Allied health provider traveling to participant

Scenario:

  • Provider lives/works 30km from participant
  • Travel time: 40 minutes
  • Service agreement: “Travel charges apply for distances over 15km”

Billable:

  • Extra distance: 15km (30km - 15km normal area)
  • ✅ 15km × $0.99 = $14.85

Not billable:

  • First 15km (within normal service area as per agreement)

Example 3: Community access outing

Scenario:

  • Support worker picks up participant at home
  • Drives to community activity (shopping center)
  • Returns participant home
  • Total distance: 25km

Billable:

  • ✅ ALL travel during the service (25km × $0.99 = $24.75)
  • This is transport AS PART of service delivery

Line item: Use “01” (Assistance with daily living) not “09” (transport), as travel is part of community access service.

Example 4: Multiple participants in one trip

Scenario:

  • Group outing: Pick up 3 participants from different homes
  • Total distance: 45km
  • Service duration: 4 hours

Billable:

  • ❌ CANNOT charge 45km × 3 = 135km to each participant
  • ✅ Split evenly: 15km each (45km ÷ 3) = $14.85 per participant
  • OR
  • ✅ Split by time: 1.5 hours travel ÷ 3 = $32.45 each (0.5hr × $64.90)

Rule: Total charges cannot exceed actual costs incurred.

How to invoice NDIS travel charges

Travel TIME - Use your service line item

  • Example: “Support Worker - Standard - Weekday” (01_010_0107_1_2)
  • Add note: “Includes 30 minutes travel time between participants”
  • Rate: Same as your service rate

Travel DISTANCE - Use transport line item

  • Line item: “Non-labour costs - Transport” (09_012_0117_1_2)
  • Quantity: Kilometers traveled
  • Rate: $0.99/km
  • Add note: “Travel from Participant A to Participant B - 18km”

Service agreements must specify:

  • Whether travel is billable
  • Time or distance method
  • Any distance limits (e.g., “travel charges apply beyond 20km”)
  • How charges are calculated

Common NDIS travel charging mistakes

Mistake #1: Charging home-to-first-participant travel

Wrong: Bill participant for your commute from home Right: Only bill travel BETWEEN participants or beyond agreed service area Why: Home-to-work travel is business overhead, not participant cost

Mistake #2: Double-charging time AND distance

Wrong: Invoice travel time ($27.04) AND distance ($17.82) for same trip Right: Choose ONE method per trip Why: NDIS considers this double-dipping

Mistake #3: Not documenting travel in service agreement

Wrong: Start charging travel without participant agreement Right: Clearly state travel charges in signed service agreement before services start Why: NDIS requires transparency and participant consent

Mistake #4: Inflating travel claims

Wrong: Claim 60 minutes travel when Google Maps shows 35 minutes Right: Use Google Maps shortest route duration Why: NDIS audits compare claims to Google Maps data

Mistake #5: Charging travel for telehealth

Wrong: Invoice “travel” for video call appointments Right: Only charge for face-to-face visits Why: No actual travel occurred

NDIS travel charging compliance

What NDIS auditors check:

  1. Service agreements: Do they clearly state travel charges apply?
  2. Reasonableness: Is claimed travel time consistent with distance?
  3. Documentation: Do you have trip logs/diary notes proving travel?
  4. Consistency: Are you charging all participants fairly (not just well-funded ones)?
  5. Method: Are you using time OR distance (not both)?

Best practices to avoid audit issues:

✅ Document everything:

  • Keep trip logs (date, time, participants, route, distance)
  • Take odometer photos or use GPS tracking app
  • Save Google Maps route screenshots

✅ Be consistent:

  • Use same method (time or distance) for similar trips
  • Don’t cherry-pick higher charge method per trip (choose one method per service agreement)

✅ Update service agreements:

  • Review annually
  • Document any changes to travel charging
  • Get participant signature on updates

✅ Reasonable and necessary:

  • Don’t charge excessive travel for nearby participants
  • Consider telehealth for long-distance participants
  • Group participants geographically where possible

Frequently asked questions

Can I charge travel time from home to my first participant?

No. Travel from your home/office to first participant is business overhead and not billable to the participant. Only travel BETWEEN participants or beyond your normal service area (if agreed in service agreement) is billable.

What if traffic delays make travel longer than expected?

You can charge actual travel time if documented, but it must be reasonable. If Google Maps shows 30 minutes but traffic takes 60 minutes, charge up to 60 minutes BUT be prepared to explain in audit. Most providers use Google Maps estimate to avoid disputes.

Can I charge both travel time AND kilometers for the same trip?

No. NDIS allows time OR distance, not both for same trip. Choose whichever method is higher (if service agreement allows both options). Most providers default to travel time as it’s usually more favorable.

Do I charge travel to telehealth appointments?

No. Telehealth involves no physical travel so no travel charges apply. If participant requests in-person visit after telehealth, document the request and ensure service agreement covers travel charges for in-person services.

Can I charge return travel from last participant back home?

No. Return travel from last participant to your home/office is business overhead, not billable. Only billable travel is: (1) between participants, (2) during service delivery (e.g., community access outings), or (3) beyond normal service area if agreed.

Summary: NDIS travel charging checklist

Before charging travel, verify:

  • Service agreement specifies travel charges apply
  • Travel is billable type (between participants, beyond service area, or during service)
  • Method chosen (time OR distance, not both)
  • Rate correct ($64.90/hr standard time, $0.99/km distance)
  • Travel documented (trip log, diary note, GPS data)
  • Charge is reasonable (matches Google Maps estimate)
  • Invoice line item correct (service line for time, 09_012_0117_1_2 for distance)

Use our NDIS Travel Charging Calculator to ensure accurate billing and compliance with NDIS rules.