Policy 004:
Car Rates
1. Purpose
AUQA staff, Board members and auditors occasionally use their cars on AUQA business in circumstances in which it is proper for AUQA to provide reimbursement.
2. Policy
If a personal vehicle is used for a short journey on AUQA business, AUQA will, on request, meet the fuel costs. For more significant distances, AUQA will pay a distance rate.
For significant distances, the total amount reimbursed by AUQA will not exceed the amount of the most economical alternative that is reasonable in the circumstances. Approval should be sought from the Events & Travel Manager before undertaking travel by personal vehicle with the intension of making a reimbursement claim.
Where appropriate a vehicle may be hired for AUQA business. Bookings should be made through the Events & Travel Manager, or independently with prior approval of cost from the Events & Travel Manager, and the most economical option booked.
3. Guidelines
AUQA reimburses such use at rates broadly in line with those of other organisations and reviews these rates from time to time.
If private car travel is to be taken in preference to air travel, the total amount of reimbursement must be agreed with AUQA in advance.
To obtain reimbursement, travel details must be provided in writing, including the purpose of use and the kilometres travelled).
AUQA usually uses a rate of 70 c/km, although there is some room for variation.
AUQA will also cover costs associated with road tolls on the submission of receipts.
4. Approval
This policy was originally approved on 28 May 2002.
Revisions were approved on 05 June 2006.
This version was approved on 03 June 2008.
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