DVA travel claims

There are some extra requirements for DVA travel claims.

Payments are made for the total kilometres travelled minus a threshold amount. This creates a potential discrepancy between the invoice and the amount actually paid by DVA.

Two solutions are provided below. You can select the solution that works best for you.

Submitting travel claims to DVA

KM claim items

If you submit a claim for general travel, the charge code for the travel cost must be <ServiceType>KM. For example if the service type is J (Allied health) the charge code must be JKM.

You must also add a distance cost flag equal to the total number of kilometres travelled.

DVA will then reimburse travel costs for the total kilometres minus a threshold amount.

Remote Area Allowance

When submitting claims including item number OT80 (Remote Area Allowance) you also need to add a distance cost flag equal to the total kilometres travelled.

Reconciling travel claims in Case Manager

So OT80 and KM claim items must record the total kilometres travelled but payments are only made on part of this amount. For example, with a KM item code DVA will subtract the first 10km.

Thus, for the invoices involved there will be a discrepancy between the invoiced amount and the payment from DVA. The invoices will not appear to be fully paid in Case Manager.

We suggest implementing one of the following strategies:

  1. When entering the travel quantity, record only the amount that DVA will pay.

    2. For example, for a KM item code's 100km trip you enter a quantity of 90.

    It is useful to add something like 'Total kilometres travelled was 100, expecting 90 to be reimbursed from DVA' to the cost's notes.

    Note that the distance cost flag must still be set to the total kilometres, i.e. 100km.

    When the DVA payment is made it matches the invoice amount, so the invoice is fully paid in Case Manager.

  2. Alternatively, create an invoice for the full travel quantity then add a negative adjustment against it. The adjustment is for the cost of the travel that won't be paid.

    3. In the above example of a KM item code's 100km trip, invoice for 100km then add a negative adjustment equal to the rate per km multiplied by 10.

    Thus, when the DVA payment is made it matches the net amount owed for the invoice and the invoice appears fully paid in Case Manager.