NDIS claim error & rejection codes.

You have not selected a file, or the file is not a CSV or XML.

The bulk payment request file is missing or the wrong type.

Fix: Save the file as .CSV (comma-delimited) or .XML and upload it again.

The document size exceeds the maximum upload limit of 10MB.

The file is too large for a single upload.

Fix: Split your claims across two or more files, each under 10MB.

The file includes more than 5000 payment references.

A single file can hold at most 5000 claim rows (excluding the header).

Fix: Split the claims into multiple files of 5000 rows or fewer.

The file name exceeds 20 characters in length.

The filename (including the “.csv”) is too long, or reuses a name you have uploaded before.

Fix: Rename to under 20 characters, with no \ ? / : * < > | " characters, and use a new name each upload.

The file is missing the first row (header) or it has incorrect data.

The header row is missing or altered.

Fix: Re-download the template, paste your data under the original header row, and resubmit.

Your file could not be uploaded as one or more records are in error.

At least one row failed validation.

Fix: Download the returned error file — column A lists the error on each row — fix those rows, rename the file, and re-upload.

Empty or invalid Registration Number.

RegistrationNumber is blank or not valid.

Fix: Use your Organisation ID (numbers only, 9 digits starting 405) from My Organisation Details.

Empty or invalid NDIS Number.

NDISNumber is blank or malformed.

Fix: Enter the participant’s 9-digit NDIS number (starts 43), numbers only — no spaces or dashes.

Empty or invalid Start Date / End Date. Enter as YYYY-MM-DD.

A service date is blank or in the wrong format — usually Excel reformatting the date.

Fix: Format dates as YYYY-MM-DD. The end date must be on or after the start date, not in the future, and within the plan dates.

Empty or invalid Item Number.

SupportNumber is blank or not a valid support item.

Fix: Copy the exact support item number from the NDIS Support Catalogue / service booking (e.g. 01_011_0107_1_1).

Empty or invalid GST value.

GSTCode is blank or not P1, P2 or P5.

Fix: Use P1 (tax claimable, 10% GST), P2 (GST free — most NDIS supports) or P5 (out of scope).

Invalid Claim Reference.

ClaimReference is too long or has disallowed characters.

Fix: Keep it to 50 characters or fewer — letters, numbers, spaces, / _ - only.

Empty Quantity and Hours.

Neither Quantity nor Hours was supplied for the row.

Fix: Enter one of them: Hours as HHH:MM (e.g. 2:30) for hourly items, or Quantity as a whole number for each-unit items.

Both duration and quantity cannot co-exist.

Hours and Quantity were both filled on the same row.

Fix: Supply only one — Hours for hourly items, Quantity for each-unit items.

Invalid hours. Use HH:MM format.

Hours is not in hours:minutes format.

Fix: Write hours as HHH:MM with no decimals — 2.5 hours is 2:30, not 2.5.

Empty Unit Price or invalid price.

UnitPrice is blank or not a valid amount.

Fix: Enter dollars and cents with no “$”, formatted like 70.23.

Invalid ABN, or ABN exemption reason is invalid.

For a plan-managed claim, ABNofSupportProvider is missing or wrong.

Fix: Enter a valid 11-digit ABN, or the exemption code REIMB (participant reimbursement) or EXCLS (ATO excluded supply).

The unit price claimed is above the NDIS price limit.

Your rate is over the current price cap for that item, or the line is $0/negative.

Fix: Reduce the unit price to the catalogue cap for the item and state, then resubmit. Check the current price guide.

The requested amount is more than the available service booking amount.

The claim exceeds the funds left in the service booking.

Fix: Increase/amend the service booking, or reduce the claim to what remains.

The requested amount is more than the participant budget amount.

The claim is over the remaining plan budget for that category.

Fix: Claim within the remaining budget; check the balance with the participant or plan manager.

There are insufficient funds in the funding period for the NDIS support.

On PACE, plan funds are released in funding periods — the period covering the service date has run out, even if the plan has money elsewhere.

Fix: Wait until the next funding period opens, split the claim by period, or ask the participant/plan manager about the released amount.

There are insufficient funds in the plan budget for the claimed support.

Not enough budget remains for that (stated or flexible) support.

Fix: Reduce the claim, or contact the participant/NDIS about the remaining budget.

A payment request already exists with the same details.

This looks like a duplicate of a request already submitted.

Fix: Don’t resubmit a paid line. Consolidate same-day lines for the same item, or use a distinct claim reference.

Maximum allowed claims for the given claim reference number reached.

The same ClaimReference has already been claimed the maximum number of times.

Fix: Use a new, unique claim reference — and confirm you weren’t already paid for it.

The claim is outside the plan dates.

A service date falls before the plan started or after it ended.

Fix: Each claim must sit wholly within one plan period — split any claim that crosses a plan boundary.

A payment request can only be submitted within 90 days of the service booking end date.

The claim is past the 90-day claiming window.

Fix: Submit within 90 days of the service end date; otherwise contact the NDIS.

Provider is not registered for this support item.

Your registration doesn’t cover the support item or the dates claimed.

Fix: Confirm your registration groups and their dates cover the item, then resubmit.

The provider is not listed under the participant’s my providers for this support category or dates.

On PACE you must be recorded on the participant’s My Providers list for the support and period.

Fix: Ask the participant or NDIS to record you for that support category and dates, then claim.

The provider is not recorded as the Support Coordinator or Recovery Coach for the support period.

The role needed to claim this support isn’t recorded against you for those dates.

Fix: Check the support period and your recorded role; contact the NDIS to correct it.

The provider is not recorded as the Plan Manager for the support period.

You are claiming a plan-management item but aren’t the recorded plan manager for the period.

Fix: Confirm the period and your recorded role; contact the NDIS to correct it.

The item does not have funding in the plan for when the services were delivered.

There’s no funding for that item at the service date.

Fix: Check the item and the available budget; contact the participant or NDIS.

No fund-management agreement exists for this participant.

The participant is self-managed or plan-managed, so there’s no agency service booking to claim against.

Fix: Send your tax invoice to the participant (self-managed) or their plan manager instead of claiming in the portal.

No plan found for the participant within the start and end dates.

The service dates don’t fall within any approved plan.

Fix: Confirm the participant’s active plan dates; the claim must fit wholly inside a plan period.

Participant does not exist in the selected service booking.

No service booking links the participant to you, or the wrong NDIS number was used.

Fix: Check the NDIS number and that a booking exists; use the participant’s own number, not a nominee’s or child’s.

No active bank account details recorded.

Your organisation has no active bank account in the portal, so payment can’t be made.

Fix: Have your account manager add active bank details, then resubmit.

This claim has been identified as a duplicate.

The same service appears to have been claimed twice.

Fix: Review the claim history and don’t claim the same support twice.

Claim rejected as the participant disputed receiving the support.

The participant has disputed that the support was delivered.

Fix: Resolve the dispute with the participant and contact the NDIS; keep your service records.

Please provide a valid service provider ABN or exemption reason.

A plan-managed claim is missing the provider ABN and exemption.

Fix: Enter a valid 11-digit ABN, or the exemption code REIMB or EXCLS.

We couldn’t find a plan that matches the NDIS number you provided.

The NDIS number is wrong, or belongs to a nominee/parent rather than the participant.

Fix: Use the participant’s own NDIS number and resubmit.

The service booking for the product is still awaiting approval.

The service booking declaration hasn’t been accepted yet.

Fix: Tick the service booking declaration / have the booking approved, then claim.