Fuel reimbursement

Fuel reimbursement policy 

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



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

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

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


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

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

When dividing by the number of people in car, this includes the driver (the driver pays themself). 

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.

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