How to Claim Travel on an NDIS Invoice (2025-26 Rules)
If you travel to see participants, that time and distance is claimable, but only if the invoice shows it the way the NDIS expects. Bundle it into a session line and it gets questioned. Leave it off and you are working for free.
This guide covers how to claim travel on an NDIS invoice under the 2025-26 Pricing Arrangements: the per kilometre rate, travel time, the caps, and how to lay it all out so it gets paid.
Contents
The two parts of travel: distance and time
Travel splits into two things, and they are charged differently. The first is the running cost of the vehicle, charged per kilometre. The second is your labour, the time you spend travelling, charged against the support budget. Keep them on separate lines and each is easy for a plan manager to check.
The per kilometre rate
For a standard vehicle the NDIS sets the running cost at $0.99 per kilometre. For a modified vehicle or one with wheelchair access, the rate is $2.76 per kilometre. On top of that you can claim genuine out of pocket costs such as road tolls and parking, at the actual amount.
On the invoice, show distance travel as its own line: a description, the number of kilometres as the quantity, and the per kilometre rate. For example, 24 km at $0.99.
Claiming travel time
Travel time is your labour, and for therapy supports the 2025-26 rules let you claim it at up to half of your hourly rate for the support you are delivering. Time is capped by where you work: up to 30 minutes each way in metropolitan areas, and up to 60 minutes each way in regional areas. Remote areas are treated separately.
Rules around travel change, and a service agreement can set its own terms, so treat these as the framework and set the actual rate to what you have agreed with the participant. Show travel time on its own line, separate from both the session and the kilometres.
Put it in the service agreement first
Travel should be agreed before you charge it. Note in the participant’s service agreement that you will bill travel, and how, so there are no surprises when the invoice arrives. Where you see several participants on one trip, travel can be shared across them with their consent, as long as each leg stays within the time caps.
How to show travel on the invoice
Keep session, distance and time on three separate lines so the plan manager can see exactly what each charge is. A clean layout looks like this: the support session as one line with its hours and rate, then “Travel distance” with the kilometres and the per km rate, then “Travel time” with the minutes converted to hours and the agreed rate.
Carearoo’s invoice generator has travel built in. Add a per km line or a travel time line, pick the unit, and it keeps the maths and the layout right so travel never gets bundled by mistake.
Frequently asked questions
What is the NDIS travel rate per km?
For a standard vehicle it is $0.99 per kilometre. For a modified or wheelchair accessible vehicle it is $2.76 per kilometre. You can also claim tolls and parking at the actual cost.
Can I claim travel time on an NDIS invoice?
For therapy supports, yes, under the 2025-26 rules at up to half of your hourly rate, capped at 30 minutes each way in metro areas and 60 minutes each way in regional areas. Agree it in the service agreement first.
How do I show travel on an NDIS invoice?
On separate lines from the session: one line for distance at the per km rate, and one line for travel time at the agreed rate. Keeping them separate is what gets travel paid.
Does travel need to be in the service agreement?
It should be. Note that you will bill travel and how in the participant’s service agreement, so the charge is expected when the invoice arrives.
How this guide was written
Carearoo researches and drafts its guides with AI assistance, working from the primary sources linked in the text, and a person checks every fact against those sources before it is published. Last checked 30 August 2026.
Add travel to your invoice the right way
Carearoo’s free invoice generator has per km and travel time lines built in, with the units and totals handled for you, so travel is always shown correctly and never bundled into a session by mistake.