Low Cost AT, Replacement Supports and Assistive Tech

Since the 3^rd of October the team at Assistive Tech have fielded thousands of calls and emails about the NDIS, Tablets, Communication Apps, and Replacement Supports.

So what's in a name, what does it all mean and where to from here for an NDIS participant that needs a tablet and communication app or a pair of noise cancelling headphones to enable them to access the community independently.

Language

Let's start with the term "Replacement Supports" as this is often where the confusion starts. Many people hear the word "replacement" and assume this is the process you follow if you have an existing item that is broken, damaged or previously funded that needs to be repaired. If you need to repair your communication device or other product that was funded by the NDIS, skip this article and head straight to our Assistive Technology Repairs Guide.

The Laws and Rules

NDIS laws and Rules determine what the NDIS can and can't fund (collectively the items that can be funded are included on the Supports Lists). Sometimes you'll need an item that isn't on the Supports Lists that you will use for a disability specific purpose.

The NDIS has a process for approving the purchase of these items and they must fall into one of the following categories:

• Standard Commercially Available Household Items
• Smart Watches
• Tablets
• Smart Phones
• Communication Apps

A note on smart watches. If you're considering a smart watch as a Replacement Support and you intend to use any tracking or location-monitoring features, this could be considered a restrictive practice under the NDIS framework. The application needs to address this question explicitly rather than leaving it implied. The NDIA's published Replacement Supports list document is clear on this point.

Approval

The approval process for these items is called a Replacement Supports Approval because you're replacing something else in your existing plan and budget with one of the items noted above.

Getting there takes two steps, and it is worth understanding both before you start.

Step 1: get the funding into your plan. At a Plan Reassessment, Review or Variation, your planner can allocate funding for an appropriate communication device based on the evidence you provide. Your plan or funding summary will typically show something like "funding for Mid-cost AT, communication device $1,465.00". That is the funding secured. It is not yet approval to buy an iPad and an app.

Step 2: apply to replace it with the iPad and app. Once the plan is in place, you apply for a Replacement Support Approval through the National Contact Centre to substitute the iPad and communication app for the funded communication device. If approved, you receive a Replacement Support Approval (S10) Letter, and that letter is what allows the purchase and the claim.

We know the second step feels like duplication when the whole intent of the funding was an iPad and app. It is nonetheless what the law requires. Tablets and communication apps are not NDIS supports under section 10, so a planner cannot approve them directly. The NDIA confirmed this in writing to Assistive Tech in May 2026, advising that the Replacement Supports process must be followed in all circumstances and that these items can only be purchased after a formal approval letter has been issued.

One exception. If your plan specifically names the items, for example "Funding for an iPad, Case and Accessories with Proloquo2Go - $1,465.00", you can proceed on the plan alone. Plans worded this way are common if they were issued before 3 October 2024. They are rare after that date, but they do still appear. If your plan names the specific items, you do not need a separate application.

Best Practice

At both steps, requesting the funding at a plan review and then completing the Replacement Supports Approval, you need to give the NDIS the right information so it is easy for them to understand what you are asking for and why.

The NDIS has a guide to applying for a replacement support approval on their website which you can access here.

Evidence

For an iPad that's going to be used as a communication device along with a communication app, we recommend you include:

1. Recommendations from your speech pathologist. While not strictly required by the NDIA (a participant can apply with only their own description of how the support will help), a well-structured letter substantially improves the chances of approval and reduces decision time. Most speech pathologists are familiar with the requirements for recommendations but at a minimum this should include:

   • That the iPad and Communication app is necessary to address your communication and accessibility needs and that this is directly related to your disability or impairment that granted you access to the NDIS.
   • That the total bundle cost is the same as or lower than the amount already allocated in your plan for a communication device. Give both figures. For example: the plan allocates $5,000 under Capital - Assistive Technology for an appropriate communication device, and the bundle costs $1,465.00. Those two numbers are the comparison the NDIS makes. Do not compare the bundle to what dedicated devices sell for retail, because that is not the test and it slows the decision down.
   • That the iPad and Communication app is for dedicated use by the participant and is not a shared family device. This is taken directly from the NDIA's own published worked example, which records the planner's note in that example that the tablet must not be a shared device.
   • That the iPad and Communication app delivers the same or better outcomes as a dedicated communication device.
   • That there are no safety concerns associated with the proposed bundle, or that any safety concerns identified are below an acceptable level and have been addressed (for example, by use of a protective case and screen protector appropriate to the participant's age).
2. A draft service agreement showing the cost of the product you wish to purchase. You can create this using our NDIS Ordering Tool. We have a range of convenient AAC Bundles that come set up and ready for use.
3. The completed Replacement Supports Form.

A note for allied health professionals

If you are a speech pathologist, occupational therapist, or other clinician preparing these recommendations, our guide on AI in clinical practice for NDIS providers covers the regulatory considerations when using AI to help draft supporting letters, including participant consent, professional body guidance, and audit risk.

How to Apply

Once you have put your application and evidence together along with your form, you can submit this via email to enquiries@ndis.gov.au. Whilst the NDIS does accept applications via phone, it's easier to email so you can include all the information and evidence the NDIS needs to make a decision on your request for Replacement Supports.

When completing the Replacement Supports Form you will be asked "Tell us which NDIS support/s from your plan you want to replace." If you already have approved funding for your items, you simply need to write "$x.xx from my existing approved budget for <Budget Name>". If you are replacing something else, for example support worker hours because you'll be more independent when using noise cancelling headphones, you'll need to be more detailed in what you're replacing.

Where do I get help and advice?

• If you have a Support Coordinator, they can assist you with getting all the information together and applying.
• Your Local Area Coordinator or Early Childhood Partner can help with information and support. You can find their details on your NDIS Plan.
• You can call the NDIS National Contact Centre on 1800 800 110.
• The Assistive Tech customer service team can help with creating a draft service agreement for the items you need. You can call us on 1300 088 222.

What Happens Next?

Once the NDIS has reviewed your request, if it is approved you will receive a Replacement Support Approval (S10) Letter. You need to share a copy of this letter with your Plan Manager (if your funding is plan managed), or Assistive Tech (if your funding is Agency Managed).

This will enable your Plan Manager or Assistive Tech to submit the claim for payment for your Replacement Supports.

Frequently Asked Questions

I have funding in my plan that was added for the purpose of a communication device but my plan just says "Low Cost Assistive Technology" or "Communication Device." Why are you asking me to complete a Replacement Supports Approval?

The NDIS laws are specific on what can be funded by the NDIS. Many plans issued before 03/10/2024 included funding for this purpose before the new specific approval requirements were issued. To comply with the law, a Replacement Supports Approval is required as the specific items are not stated in your plan.

My NDIS planner told me that the case notes in my plan indicate the purpose of the funding is for a tablet and communication app and that Replacement Supports approval is not required. What do I do?

Case notes are not sufficient. To comply with the NDIS laws, either the plan document itself must specifically name the items approved, or a Replacement Support Approval (S10) Letter must be issued. A payment claim cannot be submitted to the NDIS before one of those two conditions is met.

This advice from planners is common and we understand why it is confusing. The NDIA's Assistive Technology Markets team confirmed in writing to Assistive Tech in May 2026 that the Replacement Supports process must be followed in all circumstances. If you have received advice to the contrary, ask for it in writing, then refer your planner to this article or ask them to contact the Assistive Tech team on 1300 088 222.

I'm self-managed, do I still have to get approval?

Yes, the NDIS Laws apply to all participants of the NDIS. You still need to have the item specifically stated in your plan or seek approval from the NDIS via the Replacement Supports process.

What happens if my Replacement Supports application is declined?

If a Replacement Support application is declined, there is no internal review, no external review, and no Administrative Review Tribunal pathway. The decision is not a reviewable decision under the NDIS Act. The participant must wait 12 months before reapplying for the same Replacement Support. A different Replacement Support can be requested at any time, and if circumstances change and the plan is reassessed, the 12-month wait does not apply.

Because there is no review mechanism, the quality of the application matters. The time invested up front in getting the supporting paperwork right is well spent.

Common Examples of Replacement Supports

Here are a few common examples of supports that have been approved, but ultimately the decision regarding approval is up to the NDIS as they must be appropriate for your individual circumstances:

• Funding of an iPad and Communication App that replaces Consumables Budgets for Low Cost Assistive Technology (Older PRODA Plans).
• Funding of an iPad and Communication App that replaces Capital - Assistive Technology (PACE Plans).

This article reflects NDIS guidance current at time of publication, including the framework set out in FOI 25/26-1041, released by the NDIA on 28 November 2025. For the most up-to-date information on Replacement Supports, refer to ndis.gov.au.