Vehicle mileage reimbursement

Where staff members are required to travel by car on University business, and where a University vehicle is not available, the University will reimburse such staff members for the use of their own vehicle at the rate per business kilometre as determined by the Australian Taxation Office (ATO).

While there may be occasions when staff members seek to use their own vehicle rather than using a University fleet vehicle, supervisors are asked to compare the University charges for its fleet vehicles to the cost of reimbursement on a cents per kilometre basis (ATO rates) – as set out below - before approving the use of private vehicles.

ATO rates per business kilometre

From 1 July 2020 there will be one rate of 72 cents per kilometre. This is the maximum that staff will be able to use to claim a tax deduction for work use of their own vehicle under the cents per kilometre method.

Charges for use of University pool vehicles – Effective 1 July 2015

Minimum charge $20.00 per trip

No charge is made for on campus travel.

The ATO requires the University to include on a staff member’s payment summary any reimbursement for vehicle mileage expenses calculated and paid on a cents per kilometer basis. Effective the 10 June 2005, all vehicle mileage reimbursements for staff paid on a cents per kilometre basis must be processed through the Human Resource system and will appear on the individual’s payment summary. Payment will be credited to the individual’s nominated residual bank account recorded on the HR System.

A form is available for claiming vehicle mileage reimbursement.

If you are a student, have academic status, scholarship holder, volunteer or on secondment you cannot use this form to claim vehicle mileage reimbursement. You can process your claim directly through Accounts Payable.

This form is an electronic spreadsheet which incorporates a calculator to simplify the process. Employees can claim up to a maximum of 5,000kms per car per financial year before income tax applies.

The account number to be charged should be the employee’s normal salary account with the account code overlaid with the 09 on the end.

The form should be completed electronically, printed and then approved by the relevant supervisor and sent to Payroll Services to be paid in the next available pay. If for any reason the form cannot be completed electronically, it should be downloaded, completed manually, approved and forwarded to Payroll Services for payment.