This process will show you how to:

• Configure a Line Item to allow HCP Kilometres to be added to a support
• Create a support to invoice for HCP Km’s
• Add HCP KM’s to a HCP Statement

Configuring a HCP Travel Line Item

To be able to add HCP Km to a support, The Primary Line Item (i.e. Social Services) and the Child Line Item (i.e. HCP Travel - Kilometres) both need to be setup as HCP Funded.

Go to Admin > Service Organisations and select the Service Organisation to add this line item to.

*You may need to add this multiple times if you have split your services into multiple funding types i.e. HCP Level 1 / HCP Level 2 etc..

Select the Services tab and you can either edit an existing line item or + Add New Service.

Lets add a new service:

Select the funding type to be: HCP Funded

Add a Service name i.e. HCP Travel - Kilometres

For the Status Code, select: HCT - Home Care Transport.

      \*This has been specifically created as an ‘Each’ frequency

Then as per normal, add a Unit Cost, select a GST Code;

Finally, make sure the Service Flags have: Include in HCP Statements, selected and Create.

Creating a Support with HCP Km’s

*You will need to make sure this line item is an Approved Service on the customer’s Participant Profile

Open a New Support page via your preferred option

*This HCP Travel - Kilometres is added in the Transport section of your supports page as a Supplementary support. Add this to any requested Parent support you need.

You can confirm this has been done by when assigning this service to a support, it will advise it is HCP Funded.

Create your booking as per normal, selecting a HCP Service Organisation and Service Type.

To allow the worker to input the Km’s and to select the billable line item for the HCP statement:

Tick Includes Transport

This will display the ‘Non labour transport costs service’ box, where you select the line item of HCP Travel - Kilometres.

This will show the preset Unit cost and ultimately update the Total transport cost, once Km’s input is manually here or via the Worker App.

Reviewing the HCP Statement

Once the support is marked as Checked, it will display on the HCP statement with the i.e. $1.00 Unit cost x 10 Km’s = $10.00 for the date of the service

It will display on the HCP statement in 2 areas.

• A Services Summary:

• A Services Itemisation:

  

Things to note

1. Invoice Templates

You will need to make an adjustment to the Invoice Templates as even if worker expenses are added, although it will appear as an invoice line description, it wont be included in the total as worker expenses are excluded for HCP Services.

To make this change go to Admin > Integrations > Xero > Settings

Scroll down to Automatic Template Settings and in the Invoice Line Item Templates (Travel Costs), remove the ‘+ $%worker_expenses expenses’

 

2. O Km’s appearing on HCP Statements

When you apply this line item as a Transport Non Labour Transport Cost Service, if NIL km’s are reported, it will still add a line to the HCP statement but at a $0 cost.

This is already being worked on and we be available in an upcoming release.