IRT - Update and approve a plan for an s100 decision on statement of participant supports before 9 October 2024 | FOI document library

DOCUMENT 36 FOI 25/26-1995

IRT - Update and approve a plan for an s100 decision on statement of participant supports before 9 October 2024

This article provides guidance for a review officer (internal review officer) to:

update and approve the proposed budget for an s100 decision on a statement of participant supports before 9 October 2024
generate the plan

Recent updates

1 December 2025

Updated justification character limit.

Before you start

You have:

read and understood Our Guidelines – Creating your plan (external)
read and understood Our Guidelines – Changing your plan (external)
read and understood Our Guidelines – Reasonable and necessary supports (external)
read and understood article Understand milestones in a case
confirmed you are approving a plan for an s100 decision on a statement of participant supports before 9 October 2024.
contacted the participant to clarify the review request, refer to article IRT – Contact the participant or applicant.
completed your Internal Review Case for a set-aside or vary plan decision.
select the Send manual letter button and then selected the Create Plan Approval Case button.

Note: Do not send decision letter out at this stage. These steps are only for a Plan Approval Case. If your request is related to a Budget Update Case, refer to article Action a budget update.

Actions required for Plan Approval

Select View Child Case. This will direct you into the Plan Approval Case.

Plan Duration

The Plan Approval Case will open on the Draft Budget tab. Before making any changes, check that the Plan Approval Case is assigned to you and reassign case owner to yourself if needed.

Note: All plans including first plans, scheduled and unscheduled reassessments, must be 12 months (1 year) or less. If setting aside or varying a plan without funding periods, you will need to ensure the plan length is 12 months (1 year) or less. Longer plan durations can only be given on new framework plans where funding periods have been introduced. Refer to article Change plan duration.

Change Plan Duration: In the Plan Approval Case

Select the Draft Budget tab.
Select Change Plan Duration.

Draft Budget – add or adjust funding, complete plan comments, and justifications

Select Draft Budget tab.
The Plan Approval Case will automatically transfer over all funding in the participant’s active plan from SAP CRM. For any Support Categories which are not being adjusted as part of the internal review, you will need to check that funding in the Plan Approval Case is correct and is within the correct category in PACE by referring to relevant articles, for example Home and Living, Assistive Technology – Maintenance, Repair and Rental supports.
Copy and paste the existing justification from SAP CRM. There may be some core budgets that have a $0 amount. These will still require a justification, even if they do not meet reasonable and necessary (R&N) as all core budgets are flexible in PACE.
If a support in the Core Budget Category has a $0 amount include the following comment:

This support category was not changed as part of the of the s100 Internal Review Request. $0 budget entered into PACE as per approved process. This budget was not available in SAP CRM as participant does not require funding for this support.

If the funding in PACE is different to that in SAP CRM you need to adjust it to the correct amount. To complete this section, you will need to refer to SAP CRM to:

Check funding in the Determine the funded supports and Finalise plan and approve tabs.

Adding funding and justifications including funding for new Support Categories

Refer to relevant article for example Support Categories regarding the support to be added into PACE if a new Support Category is to be added:

Select New Support Category button. This will open the Add New Budget Line window.
Start typing the support name into the Support Category field, then select the correct option from the drop-down menu.
Enter the funding into Amount. The Plan conversation support tool can be used to assist with these calculations.
For any Support Categories which are being adjusted as part of the internal review, you will need to recalculate the funding in the Draft Budget to include any funding added or removed as part of the Internal Review decision.

Note: Make sure you include all the supports together that are included in that Support Category.
Select the Instalment Type as:
- Recurring, the Amount will be the annual amount for this support.
- Regular, the Amount will be the monthly amount for this support.
- Once-Off, the Amount will be the total amount for this support.
Add the new amount to be funded.

Note: Hover over the Information icon to view this information.
For TSP Variance Reason, select the appropriate option from the drop-down list.

If the support meets all the NDIS funding criteria under the Justifications heading, select the checkbox to confirm this.

Record the Justification in the free text fields (character limit of 1500 characters). For justifications which exceed the 1500-character limit, save the justification in a Word document with the naming convention case_number_plan_justification_dd-mm-yyyy. Upload the document to the case under Documents. Reference the document within the justification field.
Use template:

As part of the s100 review, I have found these supports meet s34 reasonable and necessary criteria in the NDIS Act and NDIS Rules. I have made a decision to vary the current level of funding.

Note: For some supports this might automatically populate for example, Support Coordination, Transport and Choice and Control. Edit the justification to make it specific to the participant.
Select the second check box to add evidence. For Evidence Type, select Other.
In the Evidence Explanation free-text field, paste the list of Reviewed Materials from your drafted letter.
Select Save to close the window. A Plan Comments window will now open.
Select the correct options in line with the funding provided.

Note: These comments will appear on the Participant’s plan.
Once all Plan Comments have been added, select next and this will return you to the Plan Approval Case.

Note: Repeat this process for each Support Category that you need to adjust.

Note: If you need to remove a Support Category, select Remove Support from Budget button.
Navigate to Fund Management tab to enter Fund Management Decision. Refer to article Make fund management decision.

If required, Record Bank Details:
- If there is self-managed funding or recurring transport payments in the budget, you will need to ensure the bank account details for the participant or nominee are recorded.
- If there are no bank details, an error message will prompt you to record them. You will need to complete an Update Bank Details case. Refer to article Before you update bank account details.
Note: PACE will set up a periodic payment schedule to the nominated bank account if there is a recurring Transport Support Category, so it is important to make sure bank details are recorded prior to the plan being approved.
Save and upload the Plan conversation support tool used to Documents folder within the Internal Review Case.

Handover Notes

Handover notes are required to be completed prior to approving the proposed plan approval budget, however they cannot be edited once they have been saved.

Enter the s100 Completed - Change to statement of supports - Implementation required with participant (Set aside/vary decision) template into the Supporting Notes field.

Finalising and gaining Plan Approval for non-delegate or labour hire staff

From the Draft Budget tab, select Ready for plan meeting.
Select Yes and Next, then select Close.
This will take you to the next window which will display the option Approve Proposed Budget. The case will require Team Leader and or Delegate approval.
Inform your Team Leader of the case status, Plan Approval Case is ready for review and approval.
The case should be changed to your Team Leader’s name as Case Owner and email notification of this can be sent to the Team Leader. Template for email:

: Plan Approval for delegate approval

Hi , Plan Approval assigned to you for delegate approval on . Supports Reviewed:

Changes to funded supports/plan management: Funding added/varied: Funding removed: Kind regards,

Once the Plan Approval case has been approved by a delegate the option will appear to generate the final plan.

Generate the plan

In the Plan approval case

Select Generate final plan
Review the participant’s or recipient’s details in the preview screen then select Next. If you need to update details on the Person Account, refer to article Update a Person Account.
At the Preview Option in the drop-down menu, select Yes.
Select the participant’s or recipient’s name from the drop-down menu. Select Next.
A preview of the plan will generate. Review the plan approval cover letter and the plan for any errors before you select Next. You can also download the document as a PDF or Word document to review.
At Correspondence Confirmation, select Take me to the Previous Options if you want to view another recipient and return to step 4. Otherwise, select Submit Correspondence. PACE will send the correspondence to the participant, their nominee or child representative by their preferred contact method. Go to article Check a person’s preferred contact method.
A message will appear saying Your correspondence generation process has been initiated.

Select Next.
A message will appear saying Plan has been generated successfully.
Select close.
Once the plan has been generated, both the Plan Approval Case and Internal Review Case will move to the Closed case stage. You might need to refresh your browser for the case stage to update.

Send a copy of the internal review letter and participant plan

You must send the following two documents to the participant:

The internal review outcome letter
Their NDIS plan.

To prepare the internal review outcome letter, refer to article IRT - Sending a manual letter.

Note: If sending through post, place the participants plan behind the internal review outcome letter. If sending through email, attach both documents to the email in PACE.

For remaining closure tasks, please refer to article IRT – Complete remaining closure tasks for an internal review.

Finalising and gaining Plan Approval for delegates only

Approve funding in the Plan Approval Case

From the Draft Budget tab, select Ready for plan meeting. Select Yes and Next, then select Close.
Select Approve Proposed Budget. In the pop-up window, select Yes and Next, then Approve to approve the funding.

Note: Once you complete this step, you will no longer be able to make changes to the decision/s in the internal review case.
If the plan is above your delegation, you will be prompted to submit for HDD. The HDD internal note is to be completed and owner changed to the HDD delegate

within the Reviews Branch. Refer to article IRT - Planning request internal note templates.

Select Generate final plan.
Review the participant’s or recipient’s details in the Preview screen then select Next. If you need to update details on the Person Account, refer to article Update a Person Account.
At the Preview option in the drop-down menu, select Yes.
Select the participant’s or recipient’s name in the drop-down menu. Select Next.
A preview of the plan will generate. Review the plan approval cover letter and the plan for any errors before you select Next. You can also download the document as a PDF or Word document to review.
At Correspondence Confirmation, select Take me to the Previous Options if you want to view another recipient and return to step 4. Otherwise, select Submit Correspondence. PACE will send the correspondence to the participant, their nominee or child representative by their preferred contact method. Go to article Check a person’s preferred contact method.
A message will appear saying Your correspondence generation process has been initiated.
Select Next.
A message will appear saying Plan has been generated successfully.
Select close.

Once the plan has been generated, both the Plan Approval Case and Internal Review Case will move to the Closed case stage. You might need to refresh your browser for the case stage to update.

Send a copy of the internal review letter and participant plan

You must send the following documents to the participant:

The internal review outcome letter
Their NDIS plan.

To prepare the internal review outcome letter, refer to article IRT - Sending a manual letter.

Note: If sending through post, place the participant’s plan behind the internal review outcome letter. If sending through email, attach both documents to the email in PACE.

For remaining closure tasks, please refer to article IRT – Complete remaining closure tasks for an internal review.