activity-item-code-mapping-matrix

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Activity-to-Item-Code Mapping Matrix

Grounding Summary

The RS-10 source document culminates in a comprehensive Activity-to-Item-Code Mapping Matrix — the "standard list" designed to rebuild EYC's iinsight billing logic. The matrix maps every coordinator activity to its exact NDIS charge code, rate, Xero accounting code, claim type, and cancellation reason. It has 22 rows covering Level 2 SC operations, including internal administration placeholders (00_000_0000_0_0), dual-bucket travel entries (both Cat 07 and Cat 01 options), and fully enumerated cancellation scenarios. This matrix is the first operational-level activity-to-code mapping documented in the wiki.

Detail

Purpose of the Matrix

The matrix was designed to fix three systemic failures in EYC's iinsight setup:

  1. Claim type omissions — coordinators were able to leave claim types blank for non-face-to-face activities
  2. Missing cancellation reason enforcement — CANC claims were submitted without reason codes
  3. No non-labour travel codes — kilometres and parking were never captured

The solution was to restructure iinsight around a standard list where each activity is pre-mapped to all required fields, leaving no room for error.

Matrix Structure

The matrix has six columns:

Column Content
Activity / Item Standard List Plain-English description of the coordinator action
Charge Code NDIS item code
Rate Dollar amount
Xero Account Internal accounting classification
Claim Type NDIA classification code (blank, NF2F, REPW, TRAN, CANC)
Cancellation Reason NDIA reason code when CANC is used (NSDH, NSDT, NSDF, NSDO)

The Full Matrix (Level 2 SC — EYC Standard List)

# Activity Code Rate Xero Claim Type Cancel Reason
001 OFFICE BASED ITEM CODES — Lv2 CoS (header) 00_000_0000_0_0 $0.00 40000 — Level 2 CoS — —
002 Non-face-to-face support provision 07_002_0106_8_3 $100.14 40000 — Level 2 CoS NF2F —
003 NDIA Reports 07_002_0106_8_3 $100.14 40000 — Level 2 CoS REPW —
004 FACE TO FACE ITEM CODES — Lv2 CoS (header) 00_000_0000_0_0 $0.00 40000 — Level 2 CoS — —
005 Minutes driving to client (30 mins MMM1-3 / 60 mins MMM4-5) 07_002_0106_8_3 $100.14 41001 — CoS Provider Travel TRAN —
006cb Kilometres driving to client (Cat 07) 07_799_0106_6_3 $1.00 40002 — Lv2 Non-labour TRAN —
006cr Kilometres driving to client (Core bypass) 01_799_0106_1_1 $1.00 40002 — Lv2 Non-labour TRAN —
006ms Km to client → go to duplicate KILOMETRES case 00_000_0000_0_0 $0.00 40002 — Lv2 Non-labour TRAN —
007 Face-to-face meeting duration 07_002_0106_8_3 $100.14 40000 — Level 2 CoS — —
008cb Parking or tolls (Cat 07) 07_799_0106_6_3 $1.00 40002 — Lv2 Non-labour TRAN —
008cr Parking or tolls (Core bypass) 01_799_0106_1_1 $1.00 40002 — Lv2 Non-labour TRAN —
008ms Parking or tolls → go to duplicate KILOMETRES case 00_000_0000_0_0 $0.00 40002 — Lv2 Non-labour TRAN —
009 Minutes driving back to usual place of work 07_002_0106_8_3 $100.14 41001 — CoS Provider Travel TRAN —
010cb Kilometres back to usual place of work (Cat 07) 07_799_0106_6_3 $1.00 40002 — Lv2 Non-labour TRAN —
010cr Kilometres back to usual place of work (Core bypass) 01_799_0106_1_1 $1.00 40002 — Lv2 Non-labour TRAN —
010ms Km back to work → go to duplicate KILOMETRE case 00_000_0000_0_0 $0.00 40002 — Lv2 Non-labour TRAN —
011 SHORT NOTICE CANCELLATIONS under 2 days notice (header) 00_000_0000_0_0 $0.00 40000 — Level 2 CoS CANC —
012a Cancellation — no show due to health 07_002_0106_8_3 $100.14 40000 — Level 2 CoS CANC NSDH
012b Cancellation — no show due to transport 07_002_0106_8_3 $100.14 40000 — Level 2 CoS CANC NSDT
012c Cancellation — no show due to family 07_002_0106_8_3 $100.14 40000 — Level 2 CoS CANC NSDF
012d Cancellation — no show due to other reasons 07_002_0106_8_3 $100.14 40000 — Level 2 CoS CANC NSDO

The "cb / cr / ms" Travel Variants

For each non-labour travel entry, the matrix presents three variants:

  • cb (Capacity Building) — claims from Cat 07 using 07_799_0106_6_3
  • cr (Core) — claims from Cat 01 using 01_799_0106_1_1
  • ms (Management System placeholder) — 00_000_0000_0_0 at $0.00, routes to a "duplicate KILOMETRES case" workflow in iinsight for scenarios where the system would otherwise double-count

This cb/cr design ensures the coordinator actively chooses which budget to draw from, making the strategic Cat 01 bypass decision explicit at the point of entry.

Legislative Connections

Document Reference Relevance
NDIS Pricing Arrangements and Price Limits 2025-26 V1.1 p.74 Level 2 SC item codes, rates, claim type requirements
NDIS Pricing Arrangements and Price Limits 2025-26 V1.1 pp.23, 73–74 Non-labour travel codes, Core bypass permission

Open Questions

  • Does an equivalent standard list exist in RS-10 for Level 3 Specialist SC and PRC, or is the matrix limited to Level 2 SC?

Entity Tags

  • Provider: EYC (Essentially Your Choice)
  • System: iinsight, NDIS Bulk File Upload, Xero
  • Role: Support Coordinator

Change History

Date Change Context
2026-05-02 v1.0 — Initial article created Ingest / NbLM preprocessed source RS-10 T5