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How to Create a Budget Rule

This allows you to set up Budget Rule which allows you to control how a participant’s funding can be used by either allowing or restricting specific service items within a support category.

Updated this week

Creating Budget Rules

  1. Go to the Participants Page and double click on a Participant.
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  2. Then go to the Service Bookings (or Budget) tab. From there, click into the relevant support category (e.g. Assistive Technology).
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  3. Inside the selected category, switch to the Budget Rules tab and click
    "+ Add rule".
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  4. In the pop-up window :
    ​ a) Choose a Rule type :
    ​ Allow - Only the selected service items will be permitted for this category
    ​ Disallow - The selected service items will be blocked for this category
    ​ b) Select the service items you want to allow or disallow.
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  5. Once you've selected a service item, click Add Items. From here you can :
    ​ c) Select a Limit Type:
    ​ Specified Amounts - set a specific funding limit for each item
    ​ Unspecified - no fixed limit applied
    ​ d) Set the Effective Date and Expiry Date (these default to the participant’s current plan dates, but can be edited)
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  6. Once done, click Create budget rule to save.
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Example

In this example, a budget rule being created for Mykala Portillo under the Assistive Technology category. The purpose of this rule is to allow only 05_0002_0109_1_2 - AT Supplementary Charge - Vehicle modifications for Assistive Technology Support Category.
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What is being set up?

  • Participant: Mykala Portillo

  • Applies to: Assistive Technology

  • Rule Type: Allow

  • Limit Type: Specified

  • Service Item: 05_0002_0109_1_2 - AT Supplementary Charge - Vehicle modifications

  • Total Limit: $100

  • Dates: 01/02/2024 to 01/02/2026

The rule type selected is “Allow”, which means that only the chosen service item will be permitted within this category. In this case, the selected service item is “AT Supplementary Charge – Vehicle modifications.” By setting the rule to Allow, the system ensures that spending in this category is restricted to this item only, helping prevent any unrelated or incorrect claims.
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A Specified Amount limit has also been applied. The limit is set to $100, which means that even though there may be more funding available in the overall Assistive Technology budget, only up to $100 can be used for this particular service item. The system will track usage against this limit and prevent claims from exceeding it.
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In simple terms, this budget rule ensures that:

  • Only vehicle modification-related charges can be claimed under this rule

  • Spending for this item is capped at $100

  • The rule applies throughout the participant’s plan period

This provides tighter control over how funding is used, ensuring it stays aligned with the participant’s approved supports and avoids unintended spending.

You can also check the help article on "How to create a Service Agreement"

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