How to make an NDIA bulk payment request, and get it paid

Before you start

• Your registration number. Your NDIA Organisation ID, shown on your profile in the portal. It's 9 digits and starts with 405.
• Only NDIA-managed claims go in. Plan-managed supports are invoiced to the plan manager, and self-managed supports to the participant.
• Be recorded as the participant's "my provider" where you need to be. Claims from a provider who isn't recorded take about 10 business days, as the participant is sent a text to confirm. For some supports, including SDA, home and living, and behaviour supports, they're rejected.
• Start from the NDIA's template. Download the "Bulk Upload File Template" from the Bulk Upload screen and don't delete any of its columns.

What goes in each column

The columns, in the template's order:

Fill in Quantity or Hours, not both. The NDIA's guide gives mixed examples, but its error list rejects a line with both.

File rules that trip people up

• Up to 5,000 rows after the header, and no bigger than 10 MB.
• File name of 20 characters or fewer, including ".csv", with none of these: \ ? / : * < > | "
• A new file name every time. A name can't be used twice, even for a file that failed.
• Save as CSV (comma delimited). If you open the file in Excel, check it hasn't changed your dates or dropped the leading zero from support numbers.

Uploading the file

1. Sign in to the myplace provider portal and open the Payment Request tile.
2. Select Bulk Payment Request Upload.
3. Choose your file and enter a File Reference you'll recognise later.
4. Tick the pricing declaration and select Upload.

If the file fails the first check, you can download an error file: your file with an extra first column explaining each problem. Fix it and upload it again under a new name. If it passes, it shows as pending payment validation, which usually takes about a day.

Reading the results

1. Open the View Payment Request tile.
2. Under View By, choose Uploaded Bulk Payment File and search by file name or date.
3. Select Get Files and download the results file.

Each line shows as successful or as an error, and each payment request as pending payment or rejected. A Capped column says YES where the NDIA paid less than you claimed because the price was over the limit.

Rejected lines can't be fixed in the portal. Put only those lines, corrected, in a new file. Re-uploading the whole file creates duplicates, which are rejected too.

The most common rejections

The NDIA lists these as the most common, in this order:

1. The amount is more than what's left for the support.
2. Several fields need checking.
3. The price is more than the approved price.
4. The claim dates are outside the participant's plan.
5. The amount is more than the participant's budget.
6. The quantity is more than the approved quantity.
7. The claim was made more than 90 days after the end date.
8. The support isn't available for those dates.
9. The dates are outside your registration group dates.
10. The support item isn't allowed for this claim type.

Most of the top five come back to funding: what's left in the plan. Checking a participant's funding when the shift is rostered, not when it's claimed, heads off many of them.

When you get paid, and how long you have

• Payment runs happen at least once a day, Monday to Friday.
• Valid claims as a recorded "my provider" are usually paid in 2 to 3 business days. Otherwise allow about 10.
• Claim within 90 days of the support. Later claims get extra checks and can be held for up to 28 days.
• The outer limit is 2 years after the support was delivered.
• If one claim in a file is held for review, only that one waits. The rest are paid as normal.

How Fully Funded Shifts helps

Fully Funded Shifts builds this file from your approved shifts, with NDIA-managed lines only, and checks it before you download it: registration number, NDIS numbers, support items, GST codes, claim types, cancellation reasons, and quantity or hours on every line. Funding is checked against the service agreement when the shift is rostered, so problems show up before the shift is worked, not when the claim is rejected.

More about NDIA bulk claims in Fully Funded Shifts

Sources

General information, not advice. NDIA rules change, so check the current guidance before you rely on it.

• Bulk payment request self-help guide (NDIA, September 2024, updated March 2025) and the June 2025 edition: columns, formats, upload steps, results and rejection reasons.
• Guide to getting paid (NDIS): payment times, the 90-day and 2-year limits.
• Getting paid as a my provider (NDIS): claims from providers who aren't recorded.