Kilometre Reimbursement Claim Form

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KILOMETRE & TOLL FEE REIMBURSEMENT CLAIM FORM
This form is used by staff who are claiming kilometre and toll fee reimbursements.
Support staff (only) can be reimbursed through the Online Pay Claims system available through Employee Self
Service:
if only claiming kilometre reimbursements.
CONDITIONS:
University pool cars should be used in the first instance if available
If a University pool car is not available, a private car, if pre-approved, may be used
The University does not accept any responsibility for loss or damage to a private vehicle while it is being
used for University business. It is expected that the private vehicle will be registered and fully insured.
The rates listed below are consistent with the published rates of the Australian Tax Office (ATO)
Payment (when authorised) up to 5000 km per year is to be made to the employee as a non taxable
allowance through the Payroll system.
The ATO requires kilometre reimbursement to be included on a staff member’s Payment Summary
(previously known as Group Certificate). Staff should consider claiming the kilometre reimbursement on
their tax return otherwise tax will be paid on it. Reimbursements for Toll fees are not included.
Kilometre reimbursements are costed to the respective Faculty/Unit’s cost centre.
Staff travellers are not permitted to gain financially from University travel. The most cost effective and
appropriate mode of transport should be taken. For example, the lesser of an airfare or kilometre
reimbursement will be approved.
Reimbursement of costs is based on a rate per kilometre and is dependent on engine size and type. The driver is
required to record the times, dates, and distances travelled between destinations and the purpose of the travel
to validate the claim if required, and for audit purposes.
The rates shown below are only effective for motor vehicle claims where the claim is based on deductible travel
to a maximum of 5,000 kms. Kilometres claimed in excess of 5000 kms in a financial year will be taxed at
marginal rates at the time of payment. Those staff that may travel in excess of 5000 kms will be able to claim
the expenses as a tax deduction on completion of their tax return. Affected staff are advised to keep a log book
and consult with a financial advisor.
Car Size Non rotary Engine
Rates per Kilometre
65.00 cents
Small car up to 1601cc.
76.00 cents
Medium car 1601cc – 2600cc
77.00 cents
Large car 2601cc and above
Full name
Staff number
Faculty / Unit
Cost Centre
71220
Travel Destination
Date
Purpose of trip
Vehicle Model
Engine Capacity
cc
Km Travelled
Rate
cents
Toll reimbursement (attach receipts)
$
Kilometres claimed in excess of 5000 km
YES / NO
Total
$
Employee’s Signature
Date
Name of Approver
Position
Signature
Date
The form should be submitted to Payroll Branch for payment.
Payroll Officer
Pay Period
/
/
< 5000
> 5000 (taxable)
Payroll: February 2013

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