Fuel reimbursement

Fuel reimbursement policy for trip carpooling

The committee has approved a new fuel reimbursement policy to ensure that when car pooling drivers are reimbursed for fuel and wear on their vehicles and gives a simplified approach for all vehicle types. 



Kilometers x $0.35 + (Chain hire & etag if required) divided by # in car (including driver)  = cost per person
(The driver pays themselves)

Where there are 2 or more cars and an uneven number in each car the costs should be equal for each passenger for each car.
To ease the calculation burden, the passengers should pay to the the lead driver/trip leader to then be split equally among the other drivers. This ensures that all passengers pay equally regardless of numbers in their specific vehicle.  

Where there are rough roads or trips above snowline, an extra $10 should be added to the calculation for each car.

In situations where this formula won’t cover fuel costs (eg towing trailer, carrying kayaks etc), costs should be calculated by actual fuel cost + $0.10/km (This should be negotiated between the trip leader and the driver)


For trips where you know how much driving you will be doing, you may want to do the calculations prior to trip. Don't forget to include any car shuttles or side trips in the km calculations.

Otherwise, we suggest resetting your trip meter in the car.

Note: Distance travelled to the start of the trip ie when not taking passengers are not included in the total distance travelled. 

Round up costs if it makes it easier to calculate (if it isn't for people who volunteer to drive, we wouldn't be able to go on trips!)

Drivers should have their bank details ready and passengers should transfer $ on their phones before the trip finishes. 


This formula is based on $0.25/km fuel + $0.10/km (generally accepted cost of wear and tear).  The committee will monitor fuel prices and adjust this formula if necessary. 

This new policy replaces the previous one of fuel cost x 1.5. This was resulted in some drivers (particularly those with hybrid or electric vehicles) not being adequately reimbursed for wear and tear on vehicles. It also required a refuling at the start and end of the trip to adequitely gauge the fuel cost of the trip which added extra time and complexity to trips especially shorter ones. 

The committee will monitor how well this policy is working and adjust if necessary.

Please contact enquiry@lumc.org.au if you have any further questions or concerns regarding this policy.