For au pairs, managing work-related expenses is a crucial aspect of their role, especially when it involves using their own vehicle for tasks like school runs and other child-related activities. Understand AA charges per km.
A key element in this is understanding the AA (Automobile Association) charges per kilometre. These rates, set by the Automobile Association of South Africa, are designed to cover the costs of using a personal vehicle for work purposes. This guide aims to explain the concept of the AA charges per km, providing au pairs with essential information to manage their travel expenses effectively.
AA Charges Per KM?
AA charges per km are standardised rates determined by the Automobile Association of South Africa. These rates are calculated to cover the cost of using your personal vehicle, including fuel, maintenance, insurance, and depreciation, for work-related activities.
For au pairs, these charges are crucial as they often use their vehicles for transporting children to various activities, which is a significant part of their job. Understanding these rates helps ensure that au pairs are fairly compensated for the business use of their personal vehicles.
Importance for Au Pairs
For au pairs, being knowledgeable about AA rates is vital for ensuring fair compensation. These rates provide a guideline for calculating the cost of work-related travel, ensuring that au pairs are not out-of-pocket for performing their duties.
It’s important for au pairs to keep an accurate log of their travel distances to claim the correct amount. This not only helps in maintaining transparency with the family your work for, but also ensures that au pairs are reimbursed adequately for their vehicle use.
Remember: you should NOT be expected to cover the cost of your petrol while driving children around.
Calculating Your Travel Expenses
Calculating travel expenses using AA rates involves keeping a detailed record of the kilometres traveled for work purposes. Au pairs should maintain a logbook, noting the date, destination, purpose, and distance of each trip.
To calculate the total cost, multiply the total kilometres by the current AA rate per km.
For example, if the AA rate is R5 per km and you have traveled 100 km for work-related activities (with the children in your car), your reimbursement for your petrol would be R500.
Negotiating Fair Compensation
Discussing compensation for travel can be challenging, but it’s a necessary conversation.
Au pairs should approach this discussion professionally, armed with accurate records of their travel distances. Presenting a clear calculation based on AA rates can help you have a constructive conversation with the family you work for. It’s important to reach an agreement that is fair and respects both the au pair’s rights and the family’s budget.
Please make sure you discuss this with your family BEFORE you sign your contract, and before you start working.
Staying Updated with AA Rates
AA rates can change, so it’s crucial for au pairs to stay informed about the current rates. These can usually be found on the official Automobile Association of South Africa website or through relevant au pair agencies.
Regularly updating your calculations based on the current rates ensures that petrol reimbursement remains fair and accurate. It’s also advisable to review the travel expense agreement with the family you work for periodically (for example each summer), especially when AA rates change.
Key Points For Au Pairs
When managing your mileage reimbursement as an au pair, it’s crucial to adhere to these guidelines:
- Non-Reimbursable Travel: Typically, you should not charge the family for kilometres travelled to your workplace from home and vice versa, unless there’s a specific agreement to the contrary, which is quite rare.
- Vehicle-Specific AA Rate: The Automobile Association (AA) rate is tailored to your specific vehicle. To determine the accurate AA rate for your car, you must use the provided link and input your vehicle’s details.
- Variability of AA Rate: Remember, there’s no universal monthly AA rate. It depends entirely on the specifics of your vehicle, including its make, model, and year.
- Daily Mileage Log: It’s essential to maintain a daily log sheet of your mileage. This log is crucial for accurately claiming the distance you’ve travelled for work purposes.
- Family’s Verification Rights: Families are entitled to verify the distances and routes you’ve recorded. If a family requests to check your log sheet or the calculations you’ve made, understand that this is within their rights and a standard practice.
- Route Selection Integrity: Choosing longer routes for the purpose of increasing petrol reimbursement is considered dishonest and could lead to dismissal under the Basic Conditions of Employment Act 66 of 1995. Always select the most efficient route to your destination.
- Documenting Route Deviations: If circumstances necessitate taking a longer route (like avoiding traffic jams or road closures), make sure to document the reason in your log book. This documentation will help justify any deviations from the usual route and prevent misunderstandings.
- Regular Rate Updates: Given the fluctuation in fuel prices, it’s advisable to check your AA rate every three months. If there are changes, promptly inform the family and provide them with the updated AA Rates Certificate, which you can obtain through the aforementioned link.
- Timely Submissions: You should aim to submit your mileage log sheet and the calculated petrol reimbursement to the family on the last working day of each month.
- Prompt Reimbursement by Family: The family is expected to process your petrol reimbursement by no later than the 7th of the following month, giving them a seven-day window from the time you submit your claim.
- Detailed Submission Requirements: When submitting your petrol reimbursement claim, ensure it includes the daily mileage travelled, the daily cost based on your car’s AA rate, the total mileage for the month, and the total cost for the month, calculated using your car’s AA rate.
- Importance of Daily Updates: To avoid any discrepancies, it’s best to update your log sheet daily. This practice ensures that you stay on top of your records and makes calculating your daily mileage straightforward.
- Recording Individual Trips: For each trip, record the starting and ending kilometre readings on your odometer. This method simplifies the calculation of your daily mileage.
- Comprehensive Trip Recording: It’s important to include every individual trip in your log. Grouping trips together and stating a single amount for the day can lead to inaccuracies.
- Accuracy and Transparency: The more precise and transparent your log sheet is, the more likely the family will be satisfied with your submission. Accurate records also reduce the likelihood of queries or disputes regarding your mileage claims.
Petrol Guide Conclusion:
Understanding and applying AA charges per km is essential for au pairs who use their personal vehicles for work-related travel. This guide provides the necessary information and tools to effectively manage your travel expenses.
Staying informed, maintaining accurate records, and communicating clearly with your family is key to ensuring fair compensation. This not only supports a positive working relationship but also ensures that au pairs are not financially disadvantaged for fulfilling their job responsibilities.