# Pay and Conditions

## Division 5: Vehicle allowance amounts and limits

### 9.6.24 Purpose

This Division sets out how vehicle allowance is worked out. It also shows how it can be increased and the limits to the amount that will be paid.

### 9.6.25 Amount of allowance and calculation of distance

1. The amount of vehicle allowance is worked out using this formula.

(Road distance (km) x rate (cents per km)) ÷ 100

where:

1. the road distance is the number of whole kilometres in the shortest route it is reasonable to take.

2. Note: The Defence travel matrix at Annex 9.6.A shows distances between post offices in locations. If administrators become aware of factors that change the number of kilometres between establishments, they should notify the Director Military Conditions and Housing Policy.

See: Annex 9.6.A, Defence travel matrix

3. the rate is based on the capacity of the engine, as set out in this table.

4. dividing by 100 gives the resulting amount in dollars.

Vehicle allowance rates

Item

If the vehicle's engine capacity is...

then the rate per km is...

Non-rotary engine Rotary engine
1. more than 2600cc more than 1300cc
74 cents
2. 1601cc – 2600cc 801cc – 1300cc
73 cents
3. 1600cc or less 800cc or less
61 cents
2. The CDF may determine that vehicle allowance can be paid for a longer road distance than the one worked out under subsection 1. The CDF must be satisfied that the shortest route was not reasonable for the travel.

Example: The shortest route is closed by flooding. This forces the member to take a longer route.

Persons who can make the decision under subsection 9.6.25.2 on behalf of the CDF:
Director Defence Travel
Director of Relocations and Housing

### 9.6.26 Increased rate for passengers, equipment etc

1. The rate of allowance for a vehicle under section 9.6.25 is increased by 0.83 of a cent per km for a member who meets any of these criteria.

1. They carry a passenger who would otherwise travel at Commonwealth expense.

2. They carry equipment, tools or materials that the Commonwealth owns or has hired. The cargo must weigh at least 100 kg.

3. They tow a caravan or a trailer that the Commonwealth owns or has hired.

2. The amount paid for carrying passengers must not be more than the Commonwealth would have paid for their travel by the most economical means.

1. The CDF may approve an additional amount of vehicle allowance. The CDF must be satisfied that a member pays reasonable costs above the amount they are eligible for.

2. Costs arising out of non-standard vehicle modifications will not be reimbursed under this section.

3. The member must provide the CDF with written relevant information to support a claim for an additional amount. The information must be about the running costs of the vehicle over 12 months or as close as reasonably practical to that period. This table sets out the kind of information that may be relevant to a claim.

Information that may be relevant
Item Information that may be relevant
1. Vehicle make, model, year, engine capacity, automatic or manual transmission.
2. The period over which the claim is made.
3. Estimated distance travelled on duty and private business.
4. The total amount of vehicle allowance received over the nominated period.
5. Vehicle usage – for example, is it used regularly or intermittently? is it used in city conditions or away from sealed roads?
6. Depreciation. This is worked out by:
1. establishing a vehicle's market value at the beginning of a nominated period, then
2. deducting from that amount the vehicle's market value at the end of that period.
7. Interest – the amount paid over the nominated period on a loan taken out to buy the vehicle.
8. Comprehensive insurance. This includes the amount of premium paid, stamp duty, no-claim bonuses and any payment for removal of excess.
9. Third party insurance, registration, driver's licence and motoring organisation subscription. Fees associated with each of these costs must be provided.
10. Petrol – grade used, total expenditure over nominated period, prices generally paid.
11. Repairs and maintenance. This includes both of the following.
1. Preventive or corrective maintenance, such as regular grease and oil changes, and replacement of oil filters, air cleaners, spark plugs and battery.
2. Repairs and maintenance arising out of normal wear and tear, for example, replacement of brake pads or shoes, or a muffler.
12. Relevant costs associated with damage caused by accident, adverse road conditions, etc. The member should give details of both of the following.
2. Details of any settlement arising out of a claim against a comprehensive insurance policy or other party.
13. Tyres – brand, type and size specifications. Wear and tear should be worked out using the formula below.

(Distance travelled on duty in nominated period ÷ Actual or expected tyre life (in kilometres)) x Original tyre price (whole dollars)

Persons who can make the decisions under subsection 9.6.27.1 and subsection 9.6.27.3 on behalf of the CDF:
Director Defence Travel

### 9.6.28 Limit to benefit

A member who is authorised to travel by private vehicle may also be eligible for travel costs. In this case, there is a limit to their total benefit. The maximum amount they are eligible for is the lesser of a. and b.

1. The sum of these two amounts.

1. The vehicle allowance the member would get for the journey.

2. Travel costs under Part 5 of this Chapter for the actual period of the journey or for the allowable travel time, whichever is the lesser.

See: Division 1 section 9.6.7, Definition of allowable travel time

2. The sum of these three amounts the Commonwealth would have paid if the member had travelled by the most economical means.

1. The costs of the fares of the member and any dependants or other passengers who would otherwise travel at public expense.

2. Travel costs as worked out under the following table.

Travel costs
Item For a member... travel costs are paid...
1. who uses accommodation supplied through the Commonwealth's contracted service provider, as defined in section 9.0.3
See: Section 9.0.3, Definitions
in accordance with Part 5 Division 2.
See: Part 5 Division 2, Travel on Defence business using the travel card
2. who does not meet the requirements of item 1 in accordance with Annex 9.5.A.
See: Annex 9.5.A, Amounts for accommodation, meals and incidentals
3. Any other charge to do with the journey.

Application to Reservists: Yes.

### Forms

Copies of forms are available on the webforms system or through the Defence Service Centre.

• AE505, Travel Request Form

### I want to know more...

Contact

Defence Travel

1800 DEFENCE (1800 333 362)

YourCustomer.Service@defence.gov.au

Toll Transitions

1800 819 167

Toll Transitions

Defence Service Centre

1800 DEFENCE (1800 333 362)

YourCustomer.Service@defence.gov.au