Below is a link to the AA Rates Calculator on the AA Website so that you can calculate your AA Rate for your monthly petrol reimbursement.
Please remember the following:
- You do NOT charge the family for kilometers travelled TO work from your home (unless otherwise agreed, though this is very rare)
- You do NOT charge the family for kilometers travelled TO your home from work (unless otherwise agreed, though this is very rare)
- The AA rate will be specific to YOUR vehicle therefore you can only obtain the AA rate for your car
- There is no general standard average monthly AA rate as it depends entirely on WHAT vehicle YOU have (make, model year and so on…)
- The only way to obtain YOUR AA rate is to click on the link above and to enter the details required so that you can receive the AA Rate for YOUR car
- You need to keep a log sheet or log book of mileage travelled DAILY so that you can claim the mileage you travelled
- Families are entitled to check the distance you travel and the routes you take
- Do not take personal offence if a family asks to check your log sheet, your calculations, the routes you have travelled and so on (they are well within their rights to do so and most families do!)
- Families DO look at the routes you have chosen to travel so if you take a longer route to get a higher petrol reimbursement they will find out and you could lose your job as this is DISHONEST and a dismissable offence in terms of the Basic Conditions of Employment Act 66 of 1995
- if you happen to take a longer route we suggest you enter the reason why you did so in the log book so as not to be guilty of the above offense as sometimes there are valid reasons to take a longer route on occasion, for example, the shorter route was heavily backed up with traffic due to an accident
- We advise that you check your AA rate every 3 months (given the change in fuel prices) and if it has changed to update the family by providing them with the updated AA Rates Certificate which you can obtain via the link above
- You should submit your log sheet and petrol reimbursement amount to your family on the last working day of each month
- The family should pay your petrol reimbursement by no later than the 7th of the following month i.e. they have 7 days to pay it from the time that you submitted the amount to them
- When submitting your petrol reimbursement you should include the following:
- the daily mileage travelled
- the cost of the daily mileage travelled based on your car’s AA rate
- the total mileage travelled for the month
- the total cost of the mileage travelled for the month based on your car’s AA rate
- It is best to update your log sheet DAILY so that you remain on top of it
- It is best to record EACH trip with the starting kilometers on your odometer which your car was on when you began the trip and the ending kilometers on your odometer which your car was on when you arrived at the destination
- this makes it very easy to calculate your daily mileage
- You need to include EVERY individual trip, you can’t just group them and state it as one amount for the day
- The more accurate your log sheet is, the happier the family will be when you submit it and the fewer queries there are likely to be
