--- title: "How to Manage Participant Funding Limits" description: "In each participant's record, you can enter in a participant's funding limits and have CareMaster automatically keep track of how much has been used. Adding this information correctly is vital. This information affects how your clients/participants appear in various CareMaster reports, and also determines is a participant's supports appear in an NDIS export." canonical_url: "https://support.caremaster.com.au/articles/how-to-manage-participant-funding-limits-XVcaP89P92" md_url: "https://support.caremaster.com.au/articles/how-to-manage-participant-funding-limits-XVcaP89P92.md" --- # How to Manage Participant Funding Limits In each participant's record, you can enter in a participant's funding limits and have CareMaster automatically keep track of how much has been used. Adding this information correctly is vital. This information affects how your clients/participants appear in various CareMaster reports, and also determines is a participant's supports appear in an NDIS export.  To manage a participant's funding limits, go into their record and click on the Pencil Icon ![](https://support.caremaster.com.au/api/attachments.redirect?id=a03e30aa-c3fa-4e66-9aeb-b72d9a376da0 " =353x271") Once you have clicked the Pencil Icon the Funding Information window will appear as below: ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51115995088/original/sWE7eIzMZQ6Y1u5RT7mOaa9KYYgV_him_w.png?1691377958 " =1024x518") When setting this up for a client, the first thing to do is to select the Participants Funding Type(s) using the tickboxes towards the top, this determines how the rest of this section behaves. Multiple funding types can be selected if applicable.  Additional Custom funding types can be created by going to the menu Data →Participant Data → Funding Types **For NDIS Participants -** After ticking the NDIS box, the window will expand to include the following.  ![](https://support.caremaster.com.au/api/attachments.redirect?id=c237427c-ec8e-4873-8f3c-c04933bf4f70 " =1431x294") The NDIS number is required for NDIS participants to be included in NDIS funding exports. The 'Participant Service Agreement Signed' tickbox is relevant for when updating NDIS service prices when the NDIS release updated price guides. When doing this, you can choose if existing supports that fall within a signed service agreement are changed or left as is.  **Funding Limits** Funding Limits are required for a NDIS participant's supports to be included in an NDIS Export, which generates a bulk payment request for submission to PRODA. If a participant has services whose type(s) aren't included in the plans, they won't be included. To add a new limit, click **Add New Funding Limit** ![](https://support.caremaster.com.au/api/attachments.redirect?id=24d08786-3c62-4457-8f47-df37e2791f37 " =248x49") ### Adding in Funding limit details ![](https://support.caremaster.com.au/api/attachments.redirect?id=e8a7770c-8154-423e-8a25-e3c8dc54ef0f " =1407x368") * Add your Plan start and end dates - You can drill this dates down further when selecting your Funding Period of Single Period / Monthly or Quarterly * Select a Coordinator - this is used for splitting the NDIS Categories into 2 different budgets for tracking. If a funding limit has a coordinator assigned, the funding will only be adjusted for supports where that coordinator is listed in the coordinator field on the Transaction. * Funding Type - choose as per the NDIS Catalogue groupings ![](https://support.caremaster.com.au/api/attachments.redirect?id=d6ae47df-40e7-4e0e-9342-3c319c0d3c36 " =384x372") * NDIA Type - Choose the relevant funding type ![](https://support.caremaster.com.au/api/attachments.redirect?id=75b88ab6-82a0-427f-96a7-b0132b98a453 " =384x145") * Add in the Total Plan Funds balance- ![](https://support.caremaster.com.au/api/attachments.redirect?id=1783e1ab-2160-4b69-979a-16ca365956bc " =623x116")This field may lock if you choose a **Monthly** or **Quarterly** Funding Period as it is added further below. * Agency - You can add extra information here to display an Agency. This information is only used here as a guide and does not link to anything else. ![](https://support.caremaster.com.au/api/attachments.redirect?id=9ed5c13b-0b3e-44cb-a956-93559dd85375 " =384x116") ![](https://support.caremaster.com.au/api/attachments.redirect?id=0293c8cc-37c5-4d6e-b7c0-12fc25323e39 " =633x46") ### Monthly Funding The initial date range will display as per the above Plan Dates: ![](https://support.caremaster.com.au/api/attachments.redirect?id=57c1977d-679c-4903-88de-1effd1187abb " =1369x233") Type in the Starting balance for this period. We can adjust this later as needed. Click + Add another funding period. You can now add a new end date for the prior period and start for the new period. We already know the final End Date from your original inputs. ![](https://support.caremaster.com.au/api/attachments.redirect?id=0cf9b0d6-48a4-44b0-b108-4d75af41fa14 " =1073x202") Keep adding balances and dates for your required Funding Tracking as needed. Save once complete. ![](https://support.caremaster.com.au/api/attachments.redirect?id=7b4f5dae-6315-4143-83d0-1bf67ffc2667 " =1261x309") ### Quarterly Funding Add in the funding data similar to Monthly but use a Quarterly date range. ![](https://support.caremaster.com.au/api/attachments.redirect?id=ec95a53b-1f8f-4892-8a2d-2f96d0a06c34 " =938x322") **Unspent Funds** You do not need to make changes based on Unspent Funds ![](https://support.caremaster.com.au/api/attachments.redirect?id=09766042-2855-4742-89d5-d85a97cf616b " =923x55") You can see this in the Budget Tracking pages. ![](https://support.caremaster.com.au/api/attachments.redirect?id=b9fb9553-5518-4eb0-98a1-81e810e151eb " =490x539") ### Can I view Expired Funding Limits? Yes, select the dropdown arrow in the Expired Funding Limits section. You are able to extend an expiry to make it current again if you need. ![](https://support.caremaster.com.au/api/attachments.redirect?id=fec83c2b-af9e-4f0c-9360-db2ed698d818) ### Budget Tracking A Summary of the Participant Funding appears in the upper middle column of the Participant Profile. This shows quick and easy to read information outlining: * Funding Bucket (name) and funding dates * Total Amount * How much Used * Remaining Balance * Days left in funding period * % Utilisation of budget ![](https://support.caremaster.com.au/api/attachments.redirect?id=0c6833a9-2313-4788-a2ad-ec7b251db9eb " =680x465") Click **VIEW** to see each record in greater detail. It displays a Funding Information summary ![](https://support.caremaster.com.au/api/attachments.redirect?id=c0bbcc01-9bfc-4a16-b7a2-b6810697c08d " =896x308") The Total information is displayed for all funding periods in this budget. ![](https://support.caremaster.com.au/api/attachments.redirect?id=49fdfe0c-55d6-4f9b-a5ee-8acdc0f54d90 " =486x571") **What does it show?** * Complete funding date range and # days remaining * **Usage graph** - Scheduled = Light Teal / Used = Dark Teal * T**otal Budget** - Same as Funding Limit for the overall Total * **Funding Limit** - a total of all funding periods within this budget * **Used Funds** - Checked Services as of Today * On individual funding periods the total funds figure will include any positive or negative carry-over from previous funding periods within the plan period. * **Balance as of Today*: ***The balance is the (funding limit - scheduled checked supports) in the CareMaster.  * **Total Checked*:*** The dollar total of all supports in the system that are also marked as Checked. Their paid status or scheduled date does not matter, this is simply the $$ accumulation of Checked supports.  * **Total Scheduled***:* This is the dollar amount of supports that are for the participant in Supports/Transactions that in CareMaster, regardless of if they have been Checked. This is not affected by Paid status, date, or if they are Checked.  * **Total Owed***:*  The dollar total of all supports for the Participant marked as Invoiced and not marked as Payment Received It will further break this information down into the individual funding periods you created as well as display prior or ended periods. ![](https://support.caremaster.com.au/api/attachments.redirect?id=265b0d7d-8969-453d-8c3f-eaac1deb25be " =430x51") ![](https://support.caremaster.com.au/api/attachments.redirect?id=49cbeff4-ddaf-4374-8ece-26571ce88494 " =430x70") ![](https://support.caremaster.com.au/api/attachments.redirect?id=10b320ad-a433-43c0-a261-e1d49c81c352 " =430x79") ![](https://support.caremaster.com.au/api/attachments.redirect?id=402a784b-6653-4986-b73d-7634800de528 " =422x75") ![](https://support.caremaster.com.au/api/attachments.redirect?id=1402b777-672b-4c07-a1cf-5709ed7a7e15 " =424x78") Note : supports that are NDIA Managed and are exported to the NDIS are not marked as invoiced unless the invoices are also sent via an integration system e.g Xero/MYOB, or marked as invoiced via an accounts report. Please keep this in mind when looking at the owed balances. **My participants have multiple funding limits, how does CareMaster know which limit to look at?** CareMaster will only include a service in its funding limit calculations if; * The support's date falls within the limit's date ranges, and * The support's NDIS type (usually defined by Service Organisation) matches the funding limit, and * The supports selected service's category matches the type selected in the funding limit. If you look at the NDIS Price List, there is a column for Support Category, the options when creating a funding limit line up with this list. Please note that Assistance with Daily Life, Transport, Consumables and Assistance with social and community participation are included under the 'Core' type option by default. **Why aren't my funding limit numbers changing after adding/changing supports?** * Have you just added a support for that participant in between opening their record and looking at the funding limits? Funding limit figures are calculated as you refresh or load the participant record, to get the correct figures either refresh the page or click on the refresh button towards the top left of the participant's record * Are the supports that have been added of the correct type? Double check the items on the price list and the funding limits you have added to see if these match against the applied Funding Type ## Support at Home funding Please visit our detailed information here for SaH funding and budget information: