The Complete Guide to Au Pair Petrol Reimbursement
For Au Pairs and Families
Transporting children is a common duty for many au pairs, often requiring the use of their own vehicle. For families, understanding how to fairly reimburse petrol costs is essential, not just to stay professional, but to keep your au pair happy, supported, and committed.
In this guide, we’ll break down everything au pairs and families need to know, including how to calculate AA rates, common mistakes to avoid, and sneaky behaviours to watch out for on both sides.
🚗 What Are AA Charges Per Kilometre?
AA charges are fuel and vehicle wear-and-tear rates recommended by the Automobile Association of South Africa (AA). These rates help determine fair reimbursement for:
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Fuel
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Tyre wear
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Vehicle maintenance
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Insurance and depreciation
📌 Important: Petrol reimbursement is always over and above the au pair’s salary. The same applies for Bro Pairs.
🔍 Why Petrol Reimbursement Matters
For au pairs using their personal car for childcare duties, the extra cost of petrol adds up quickly. If not reimbursed, it becomes an unfair burden.
Families who reimburse correctly show they respect their au pair’s time, vehicle, and financial well-being, which strengthens the working relationship.
🧾 How Au Pairs Should Track & Claim Petrol
1. Use a Logbook
Keep a daily record that includes:
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Start/end odometer reading
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Date
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Address & destination
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Purpose of trip (e.g. school drop-off)
📙 We give our Students a free logbook in our Au Pair Training Course ✅
2. Understand What Counts
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Driving to or from work = Not reimbursed
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Transporting the children = Reimbursed
3. Calculate Your Reimbursement
Multiply your logged kilometres by the agreed AA rate.
📌 Example:
100 km × R5/km = R500 reimbursement
✅ According to industry standards, it is reasonable to request reimbursement for au pair petrol used while transporting the children at a rate between R3.00 and R8.00 per kilometre traveled.
👨👩👧👦 How Families Should Reimburse Petrol
1. Agree on the Rate Upfront
Check the latest AA rate based on your au pair’s car model at www.aa.co.za. Save it in writing to avoid disputes.
2. Request a Logbook
Ask your au pair to log trips daily. This protects both parties and keeps things fair.
3. Pay Reimbursement Promptly
Aim to pay by the 4th of each month after reviewing the logbook. This shows professionalism and builds trust.
🧮 How to Use AA Rates to Calculate Petrol Reimbursement
3-Step Breakdown:
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Track kilometres with a logbook
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Multiply by the AA rate (R/km)
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Use the AA Calculator online for accuracy
💡 Bonus Tip: Review rates every 3–6 months to reflect fuel price changes.
🚩 Sneaky Tactics & Red Flags to Watch For
To keep things transparent, both au pairs and families should be aware of misleading behaviours that can damage trust:
| 🚗 Scenario | ✅ Reimbursement? | 🔎 Notes |
|---|---|---|
| Driving children to school & back | Yes | Counts as work-related transport |
| Running errands with children | Yes | Should be logged |
| Using longer routes to increase reimbursement | ❌ No | Dishonest and grounds for dismissal |
| Logging personal errands as work travel | ❌ No | Must be clearly separate |
| Using toll roads without family approval | ❌ No | Needs agreement beforehand |
| Detours due to traffic/construction | ✅ Yes | Should be noted in log |
| Driving children for weekend babysitting | ✅ Yes | Counts as work — log and invoice accordingly |
🗣️ What They Say vs. What It Really Means
Even with a logbook and clear agreements, miscommunication can happen, often through casual comments that seem harmless but hide more than they reveal.
Here are real examples from both au pairs and families, plus what those phrases might really mean.
🚩 If an Au Pair Says This…
| What They Say | What It Might Really Mean |
|---|---|
| “I just popped to the shop after school drop-off.” | I ran a personal errand during work time — but you might still be paying for the petrol. |
| “I took the scenic route because it’s nicer.” | I used a longer route that added unnecessary kilometres. |
| “I didn’t log it, but I’m sure it was about 60km.” | I’m guessing — and possibly inflating the number. |
| “Can we skip the logbook this month?” | I don’t want the driving reviewed — maybe I’ve gone off-route. |
| “I was already in the area so I grabbed your child too.” | I combined errands, but I might try bill you for the full trip. |
🚩 If a Family Says This…
| What They Say | What It Might Really Mean |
|---|---|
| “It’s not that far, no need for reimbursement.” | I’m undervaluing your petrol cost, even if it’s adding up. |
| “Let’s just keep things simple — no need for a logbook.” | I might avoid paying for some of the trips if it’s not written down. |
| “You drive anyway, it’s not really extra.” | I don’t see your driving as part of the job, and I’m hoping you’ll cover it yourself. |
| “We’ll settle up later, don’t worry.” | There’s a risk you’ll be chasing this payment for weeks. |
| “R5 per km seems too high — are you sure that’s fair?” | I’m unfamiliar with AA rates and may be trying to negotiate down the standard rate. |
❌ When Petrol Reimbursement Doesn’t Apply
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Daily commute to work
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Picking up groceries alone (unless agreed upon)
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Driving friends or using the car outside of agreed hours
🚘 What If the Family Provides a Car?
If the family supplies a car for transporting the children, reimbursement typically doesn’t apply, as long as they cover the petrol.
📌 Be sure to agree on:
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Whether the car can be used for personal errands
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Who pays for fuel
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Whether any limits or rules apply (e.g. work use only)
🛠️ How to Avoid Conflict (and What to Do If It Happens)
✅ Do:
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Review the logbook monthly
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Keep reimbursement in writing
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Stay updated on AA rates
❌ Don’t:
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Assume personal travel is covered
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Ignore logbook inconsistencies
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Avoid tough conversations — communicate clearly!
If issues do arise, refer to your agreement and discuss respectfully. Still struggling? Enrol in our Au Pair Training Course, where we cover workplace dynamics and conflict resolution techniques.
Or, enrol in our Au Pair Course Special, and save on au pair courses.
📌 Final Thoughts
Petrol reimbursement isn’t just a formality, it’s a sign of mutual respect. Done right, it helps avoid tension, protects both parties, and ensures au pairs aren’t left out of pocket.
Families, remember:
✅ Pay fairly.
✅ Review logs.
✅ Keep communication open.
Au pairs, remember:
✅ Log everything.
✅ Drive responsibly.
✅ Stick to the agreed routes and hours.
📍 For more guidance, download our free au pair handbook or enrol in our Au Pair Training Course.
