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This guidance is for Lumary DC. For help with a different Lumary product, check out our Care Management (CM), Allied Health (AH) or Applied Behavioral Analysis (ABA) guides.

Create an NDIS service agreement

Updated

A service agreement in Lumary records what has been agreed with a client — the funding, services, and terms and conditions for both parties. Lumary uses it to track how funding is being utilised as services are delivered and claimed. NDIS service agreements support all three NDIS funding management types: agency-managed, self-managed, and plan-managed. Services typically use the pricing arrangements and price limits set by the NDIA.

If you're setting up a client with SIL funding, the SIL submission process includes the creation of service agreements. The system uses the client's funding information to add SIL services and other service agreement items to the appropriate agreements.

To help guide you through the first part of creating a new service agreement, we've divided the process into:

Initial set up

Service agreements are found on a client's record:

  1. Go to the client's record.

  2. Check the client has an NDIS number on their record. Note: The client's NDIS number must be recorded on their client record before you can set a service agreement to Current. Go to the client's record and check the NDIS Number field under the Details tab. If it's empty, click Edit, add the number, and save.

  1. Click on the Funding tab. You may need to click the More drop-down to find it.
  1. Scroll to the Individual Service Agreements section. 
    Note: A client can have more than one service agreement, this is common when they have multiple funding streams. You can see the status of each agreement at a glance from this list. Lumary also supports block service agreements. These work differently and need to be configured by your implementation consultant before they can be used.
  2. Click the New button to open a new Service Agreement form. The Client field will auto-fill with the client's name and the Status will default to to New.
  3. The following table explains the purpose of the fields. Mandatory fields are marked with an asterisk. Fill in the relevant fields. 
Field Purpose
* Funding Type
 		 For NDIS-funded clients, select NDIS from the dropdown. This tells the system which pricing rules apply — NDIS agreements automatically use the rates set by the NDIA, and Lumary keeps those rates up to date for you. The information required further down on this form will be determined by the funding type you select.
PACE Plan (checkbox) Tick this checkbox if the client's plan is managed through the NDIA's PACE system and Lumary will then prompt you to enter an NDIS Plan Start Date. Selecting this changes how Lumary handles plan dates and funding periods, and means service bookings are not applicable for this agreement. 
*Start date and End date

These dates usually match the participant's NDIS plan dates. They determine which services can be claimed or invoiced within the agreement period — any service delivery outside these dates won't be claimable under this agreement.

For PACE Plan agreements where the client's plan starts before the agreement's Start Date, enter the NDIS Plan Start Date in the NDIS Plan Start Date field. This ensures funding periods are generated correctly.
Program of Support Agreement (checkbox) Tick this checkbox if the agreement is for a Program of Support (POS) arrangement. Leave it unticked for standard NDIS agreements.

If you want to learn more about programs of support, visit Set up a program of support 
Contract Number Optional. Your organisation might use this as a unique internal reference — for example, to cross-reference with another system or document.
Notes Optional. Use this to capture anything relevant about the agreement that you'd like to keep on record.

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Funding information

  1. This section controls how Lumary responds when claimed amounts approach or exceed the client's allocation. The following table explains the purpose of the fields. Mandatory fields are marked with an asterisk. Fill in the relevant fields in Lumary. 
Field Purpose
Total Allocation Limit The total dollar amount allocated to this client for services under this agreement. This field must be completed if you want to apply overclaim controls — without it, the Warn and Prevent settings below have nothing to check against.
Service Agreement Overclaim

Controls how the system responds when claims against this agreement would exceed the total allocation limit above. By default, this is set to Warn. Setting this to Prevent is the safest way to prevent overclaims. The following table describes how each setting behaves.

  • Allow — Service delivery records can be added without warnings or errors when the total delivered is more than the total allocation limit of the agreement, not withstanding warnings or errors that may trigger at the service agreement item or category level.
  • Warn — Users receive an alert when adding a service delivery record or rostering a service that would exceed the total allocation on the agreement, but can still proceed.
  • Prevent — No further service delivery records can be created once the allocation is reached.
*Funding management

This tells Lumary who is responsible for paying for the services. This affects whether Lumary generates NDIS claims or invoices, and who they are sent to.

If you select:

  • Participant — You will invoice the client directly. The client must exist in Lumary as a contact with correct debtor details, including an invoicing email address.
  • Participant's Nominee — The client has nominated someone else to pay on their behalf. An additional field will appear to identify the nominee. The nominee must exist in Lumary as a contact with correct debtor details.
  • NDIA — You will submit claims directly to the NDIA. Select this for Agency-managed clients.
  • Registered Plan Manager Provider — A plan management provider handles the funding. You will invoice them directly. An additional field will appear to select the plan manager — they must be added to the client's Circle of Support as an associated provider before they'll appear here.

⚠️  You can change this field up until you start claiming or invoicing. Once NDIS or financial extracts have been generated, the Funding Management, Funding Manager, and Participant's Nominee fields are locked. You may need to unlink extracted Service Delivered (SD) records or create a new service agreement if this needs to change.

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Provider travel — consent and charges

  1. This section records what has been agreed with the client about claiming the cost of a worker travelling to deliver a service. The following table explains the purpose of the fields. Fill in the relevant fields in Lumary. 
Field Purpose
Travel Labour Cost Claims
  • Prevent — The cost of a worker's travel time cannot be claimed under this service agreement.
  • Allow — The cost of a worker's travel time can be claimed. Your organisation's default travel rates set by your system administrator will be applied.
Agreed Travel Labour Rate

The per-hour rate for travel labour agreed with this client. Leave blank to use your organisation's default rate. If left blank and no organisational default exists, the rate of the service being provided will be used.

Entering a rate here overrides any organisational default for this client.
Travel Non-Labour Cost Claims
  • Prevent — Vehicle costs such as kilometres travelled cannot be claimed.
  • Allow — Vehicle costs can be claimed. Your organisation's default travel rates set by your system administrator will be applied.
Agreed Travel Non-Labour Rate

The per-kilometre rate for non-labour travel costs agreed with this client. Leave blank to use your organisation's default rate. If no organisational default has been set by your system administrator, the NDIA's standard rate will apply.

Entering a rate here overrides any organisational default or NDIA rate for this client.

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Activity based transport — consent and charges

  1. Activity Based Transport covers the cost of providing transport of the client to and from activities. The following table explains the purpose of the fields. Fill in the relevant fields in Lumary. 
Field Purpose
Transport Non-Labour Cost Claims
  • Prevent — Transport costs cannot be claimed under this agreement.
  • Allow — Transport costs can be claimed. Your organisation's default non-labour cost claim settings will be applied.
Non-Modified Vehicle Transport Rate

The per-kilometre rate for transporting a client in a standard vehicle. Leave blank to use your organisation's default rate. If no organisational default exists, the NDIA's standard rate applies.

Entering a rate here overrides any default for this client.
Modified Vehicle Transport Rate

The per-kilometre rate for transporting a client in a vehicle modified for accessibility. Leave blank to use your organisation's default rate. If no organisational default exists, the NDIA's standard rate applies.

Entering a rate here overrides any default for this client.

Centre capital costs — consent and charges

  1. If your organisation delivers services from a centre-based facility, this section controls whether the associated centre capital cost contribution can be claimed. The following table explains the purpose of the fields. Fill in the relevant fields in Lumary. 
Field Purpose
Centre Capital Cost Claims
  • Allow — The centre capital cost charge can be claimed for this client. The rate is set and maintained by the NDIA — there is nothing further to configure here.
  • Prevent — The charge will not be claimable. Select this if centre-based services are not part of this client's agreement, or if the client has not consented to this charge.

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Additional information 

  1. This section may or may not appear depending on how your Lumary environment has been configured. The fields are generally optional. The following table explains the purpose of the fields. Fill in the relevant fields in Lumary. 
Field Purpose
Client Plan Links this service agreement to an existing NDIS plan record for the client. If left blank, Lumary may automatically create a new NDIA plan record and link it to the agreement. If a plan record already exists for this client, select it here to avoid duplicates.
You can leave the Participant Booking Agreement and Automated NDIA Booking checkboxes unchecked if you do not link a client plan at this point. 

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Reporting information 

  1. This section may or may not appear depending on how your Lumary environment has been configured. The following table explains the purpose of the fields. Fill in the relevant fields in Lumary. 
Field Purpose
Invoice Grouping

Controls how service delivery records are grouped on custom billing extracts.

  • None — Your organisation's default extract settings apply.
  • Detail — Each service delivery record appears as a separate line.
  • Summary — All services are grouped into a single line.

If you use standard Lumary extracts, this field can be left as "None".

Booking details

If the agreement is for a PACE Plan, this section can be skipped.

  1. You can link the service agreement to an existing or new service booking record. Click in the Service Booking field. Recent bookings will be listed. To search for a booking, start typing the booking number then click on the relevant booking. To create a new service booking record, click on + Add New Service Booking (you may need to type in a character to see this appear).
     
  1. You can then populate the Create Service Booking form. The mandatory fields are marked with a * (red asterisk) and reflect the details of your service booking with the NDIA:
    • Service Booking Number
    • Booking Created Date
    • Service Booking Start Date, and
    • Service Booking End Date.
  1. Click on the Save button to create the service booking record in Lumary.

Saving the service agreement  

  1. Once you've completed all the relevant fields, click Save. The service agreement will be created in Draft status and you'll be taken to the agreement record. 

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Your new service agreement will now be ready for you to add categories, so that you can add service agreement items and/or start claiming for services. See how to add a category to a service agreement.

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