How to get started with becoming a certified NDIS transport providers?

ndis transport providers

For years individuals in Australia have preferred to work independently. The need for independence prolongs continues even for the disable person. The necessity of freedom and the need of travelling is still on their top requirement list.  

Therefore, the NDIS (National Disability Insurance Scheme) is there to assist the NDIS participants on their travel journey. The NDIA, with their NDIS, has collaborated with different transportation partners to ease out the travelling issues of the participants so that none of them is left behind from community participation and recreational activities.  

This article seeks to help businesses that wish to become travel providers for National Disability Insurance Scheme participants but have no idea where to begin.  

So, we purely discuss a step-by-step process, along with the factors on how a transportation provider can become a registered NDIS transport provider in Sydney or Melbourne.  


How to become an NDIS transport providers?


NDIA (National Disability Insurance Agency) can assist any transport business in becoming an NDIS (National Disability Insurance Scheme) transport provider. As a start, we recommend completing the registration form for the NDIS transport support service.  

Before starting your service, your business needs to be registered at NDIS; fill out the NDIS registration form: 

  • Your transport company information includes the contact details, necessary personal details, and business address.  
  • Secondly, find out the appropriate NDIS standards and practices levied for the transportation service.  
  • Based on your answer, you will need to complete the self-assessment form and the support you are offering the NDIS participants. For the relevancy of support, you also need to provide relevant documents.  
  • Your business needs ABN (Australian Business Number) to get your transportation business registered.  


It is possible to complete the registration process within 60 days. For business registration, you can click here!  


How does the NDIS transportation funding work for the providers?


The NDIA has set a rule for the travel cost. The transportation provider must meet all the requirements before the claim for the NDIS transportation fund:  

  1. As an NDIS provider transport, one can claim the cost only if it has been agreed with the participants in advance.  
  2. The pricing limits and NDIA pricing arrangement must ascertain that the NDIS transport is eligible for the claim for their transportation. It must comply with the pricing guide list presented by NDIA.  
  3. The whole transportation activity must be related to the disability support.  
  4. No virtual assistance is accepted, i.e., you need to take up the NDIS transport services.  
  5. It is also the responsibility of the NDIS transport provider the benefits of using the NDIS fund for travel purposes.  


How does the provider determine the NDIS transportation cost?


The NDIS funds per km to the provider only if the NDIS participants have taken up the mobility funding.  

According to the NDIS, $0.85 per kilometer should be considered a reasonable contribution towards provider travel for vehicles not modified for accessibility. 

Participants may be required to cover these costs if transport costs do not fall under the NDIS Plan.  

Participants may also need to pay transportation costs, road tolls, or parking fees when accompanying workers or organisations. Providing the provider or worker agrees in advance to these costs, the NDIS views it as reasonable to claim them in full. 


How does the transport allowance work for the transport provider?


Location and population determine the price for the support and travel services. NDIS uses 7 zones which:  

  • Zone 1 to Zone 3 includes 30 min max travel for the NDIS provider travel and participant transport. 
  • Zone 4 and 5 include 60 min max travel for the disability transport service.  
  • Zone 6 and 7 include an extremely remote area where no travel time restrictions are levied on the NDIS provider travel. However, the surcharge will be the maximum rate per hour.  


On what basis can the provider claim the transportation costs?


There are several associated factors determining the claim of the NDIS transport provider. 

  • Kind of support delivered by the provider 
  • Location of the participant’s appointment 
  • The journey duration (start & end) 


Does the core budget of the NDIS participants affect the selection of NDIS transportation providers?


Depending on the NDIS core fund, the participants can use transportation funding. NDIA has offered three levels to access the transportation fund.  

Level I: NDIS provides an annual NDIS travel funding up to $ 1606. NDIS participants can avail themselves if they are not attending any day programs or working or studying but are approaching opportunities for community enhancement.  


Level II: Annual transport support of up to $2,472 is provided to the NDIS participants who dedicate up to 15 hours a week to their study, work, or any day participation program.  


Level III: NDIS participants can receive an allowance of up to $3,456 who work, study, or participate in recreational activities for at least 15 hours a week. `  


Can the mobility allowance NDIS be divided between the participants and the provider?


Transport under the NDIS is primarily concerned with providing the proper and necessary support that assists beneficiaries in achieving their goals.

The services include transportation that enables individuals to participate in the community, social, economic, and daily activities. 

Transport services, including the following, may be reasonable and necessary: 

  • Assistance with transportation and equipment 
  • Travel between work and study 
  • Seating modifications for vehicles 


If the NDIS support person provides service to more than one NDIS participant in the same region, the cost can get apportioned between the NDIS participants.  


How will the NDIS transport provider invoice the support coordinator?


On invoices, providers should separate support fees from travel expenses.

The following costs could appear on an invoice: 

  • The support service  
  • Provider’s travel with labor hour cost. 
  • Travel costs for providers (e.g. kilometers travelled, parking fees, tolls) 
  • The support item can be billed at the same hourly rate or a lower hourly rate if the participant agrees. 


How can the NDIS participant take the NDIS fund support?


NDIS transport providers in Sydney will offer transportation services for easy mobility for the participants. Still, the NDIS participants must choose how they would want to manage their transportation funding.  

The NDIS participants can choose the support coordinator to manage their fund; they can also choose a dedicated plan work or manage their fund themselves.  

NDIS transport providers must also ensure that when claiming the transport cost through the NDIA provider portal, an appropriate NDIS support line item must be taken. The providers are prevented from claiming expenses for different support services.   

NDIS participants can pay for the travel cost through their cost and later claim with the NDIA.  


Can the providers reduce their transportation costs while serving the NDIS participants?


NDIS transport providers in Melbourne might think that the subside service they offer to the participants is insufficient. So, what they can do? 

  • Create an alternative transport option (uber, informal support or public transport). 
  • Carpool when you think it’s necessary. 
  • Use the transport assets to subsidise the entire transportation cost.  




After getting your transport service registered with NDIS, please discuss the travel time with the participants before commencing the NDIS service. You and the service taker must have mutual consent on the costs.   

The service agreement between you as the travel provider and participants should specify the individual tailored time.   

For every rendered service, an accurate record must be maintained for the payment assurance as there are chances for the NDIA to audit the providers.