Last updated 12 Oct 2026
Module
Expenses and mileage
Expense and mileage claims, approved and paid
Expenses and mileage let workers claim costs and kilometres with receipts. In Autonomy Care, mileage comes from odometer readings or a typed distance, paid at the rate you choose. Approved claims go into the pay run, and costs can be billed to the participant as provider travel or an expense line, with price limits checked.
Part of Billing and NDIA claims.
How is mileage calculated?
From odometer start and end readings, or a distance the worker types. It is paid at the SCHADS vehicle allowance or the ATO rate, as your organisation chooses. Both per-kilometre rates are settings your organisation can update when the Fair Work pay guide or the ATO rate changes.
Can mileage be billed to the participant?
Yes, where agreed. Trips can be billed as provider travel non-labour costs, and shared trips split across participants, with price limits checked.
Does it track mileage by GPS?
No. Distance comes from odometer readings or a typed figure. A location may be used only to check the claim is plausible.
What it does and doesn't do
It does
- Takes expense claims with receipts and GST
- Takes mileage from odometer readings or a typed distance
- Flags implausible trip distances
- Pays approved claims through payroll and can bill them to participants
It doesn't
- Doesn't track mileage or routes by GPS
- Doesn't reimburse workers directly; payment goes through your payroll
Frequently asked questions
Can workers attach receipts?
Yes. Expense claims include a receipt upload, the amount including GST and the GST part.
What expense categories are there?
Meals, parking, tolls, public transport, activity costs, consumables and other.
Is mileage tracked automatically?
No. Workers enter odometer readings or a distance. There is no automatic GPS mileage tracking.
Can a shared trip be split between participants?
Yes. A shared trip can be billed as activity-based transport split across the participants.
How it works
Claim
Workers enter an expense with its receipt and GST, or a trip with odometer readings or a distance.
Check
A plausibility check compares the claimed distance with the straight-line distance and flags large differences for the reviewer.
Approve
Managers approve or decline. Approved claims are paid through the timesheet or pay run.
Bill where agreed
Optionally bill the cost to the participant as provider travel or an expense line, split across participants for shared trips.
Who uses it
Support workers
Finance teams
Team leaders
Related modules
Payroll and the SCHADS Award
Autonomy Care calculates timesheet pay under the SCHADS Award (MA000100) for the disability and home care streams. It covers weekend and public holiday rates, overtime, shift loadings, minimum engagement, broken shifts and sleepovers, flags cases for a person to decide, and exports pay runs to payroll. Have a payroll specialist check your setup.
Billing and NDIA claims
NDIS billing software turns delivered supports into invoices and NDIA claims. Autonomy Care emails invoices to plan managers and self-managed participants, and builds the bulk payment request file you upload in the myplace provider portal. It checks lines against price limits first, then matches the remittance so rejected lines can be fixed and claimed again.
See it with your own rosters and plans
Get started, or book a demo and we will walk you through it with your questions.