The Complete Guide to Au Pair Petrol Reimbursement: For Au Pairs and Families
As an au pair, part of your responsibilities often includes transporting children to school, extracurricular activities, and appointments, typically using your own vehicle.
For parents, it’s essential to understand the importance of fairly reimbursing your au pair for petrol used during these work-related tasks. Proper reimbursement ensures a positive working relationship and clarity in expectations.
This guide breaks down everything au pairs and families need to know about petrol reimbursement, including how to calculate travel expenses using the AA (Automobile Association) guidelines and best practices for maintaining transparency.
What Are AA Charges Per KM?
AA charges per kilometre are rates set by the Automobile Association of South Africa, designed to cover the costs associated with using a personal vehicle for work.
These rates account for:
- Fuel
- Vehicle maintenance
- Insurance
- Depreciation
For au pairs who regularly use their vehicles to transport children, understanding these rates is crucial. They ensure fair compensation for vehicle use, and parents can rely on these rates to make sure they’re paying accurately and fairly.
💡 Important note: Everyone involved must remember that petrol is always reimbursed over and above the Au Pair’s Salary, and the same would apply for a Bro Pair’s Salary.
Tips For Managing Your Au Pair Petrol Reimbursement
Why Au Pair Petrol Reimbursement Matters
It’s important to ensure that you’re being compensated for work-related travel and not left covering these costs out of your own pocket.
The AA rate provides a fair, standardised way to calculate this reimbursement.
How to Track and Claim Your Au Pair Petrol:
1) Keep a Logbook:
Track all kilometres traveled while transporting the children. Make sure to include details like date, destination, and distance. You are responsible for commuting to your first point of the day (whether it’s the family home or school), but any driving done during work hours should be reimbursed.
2) Calculate Your Reimbursement:
Multiply the kilometres traveled by the AA rate to determine your petrol reimbursement. For example, if the rate is R5 per km and you travel 100 km, you would be reimbursed R500.
3) Communicate Regularly:
Keep an open line of communication with the family to ensure there are no misunderstandings about distances traveled or the reimbursement amount.
How to Reimburse Your Au Pair for Petrol
Why It’s Important
Your au pair is likely using their own vehicle to transport your children to activities. This represents an added cost for them, which should be reimbursed fairly.
By following the AA rate guidelines, you can ensure your au pair is compensated for work-related travel, while also maintaining transparency.
How to Reimburse Properly
1) Agree on the Rate:
Before your au pair starts driving, agree on the AA rate per kilometre. This rate will depend on your au pair’s specific vehicle type and can be found on the Automobile Association website.
2) Use a Logbook:
Your au pair should keep a daily log of the kilometres driven with your children, and you can request to verify this log whenever necessary.
3) Timely Payment:
Ensure that petrol reimbursement is paid by the 7th of each month, giving you time to review and process the claim.
How to Calculate Travel Expenses Using AA Rates
Both au pairs and families can easily calculate petrol reimbursement using the following 3 steps:
1) Track Kilometres Driven:
Use a logbook to track all kilometres driven with the children in the car.
2) Multiply by the AA Rate:
Use the AA rate specific to your au pair’s vehicle. Multiply the number of kilometres by the current AA rate to get the total reimbursement amount.
Example:
100 km × R5 per km = R500 reimbursement.
3) Use AA’s Rate Calculator:
For those in South Africa, visit the Automobile Association’s website to get the exact rate for your vehicle.
Key Tips for Au Pairs and Families When It Comes To Petrol Reimbursement
Non-Reimbursable Travel
Au pairs are generally not reimbursed for their commute to the family’s home or the school. Reimbursement should start once they begin transporting the children.
Accurate Record Keeping
Au pairs should maintain a daily log of distances traveled with the children. The log should include starting and ending odometer readings and be updated regularly to ensure accuracy.
Get a free logbook in this au pair course.
Fair Reimbursement
Both parties should regularly check and update the AA rate as it changes with fuel prices. This ensures fair compensation. You can get a sense of the industry standard here.
Transparency and Verification
Families have the right to verify the routes taken and distances recorded by the au pair. Maintaining open communication and regularly reviewing the logbook will help avoid misunderstandings.
Route Selection Integrity
Au pairs are expected to take the most efficient route to their destination. Choosing longer routes to increase reimbursement could lead to dismissal under the Basic Conditions of Employment Act. Any route deviations due to traffic or other circumstances should be noted in the logbook.
Staying Updated with AA Rates
The AA rate is based on your specific vehicle, and it’s important to stay updated as the rate can change due to fluctuations in fuel prices.
Make sure to review and adjust your petrol reimbursement agreement with the family every few months to ensure it reflects current rates.
Petrol Guide Conclusion
Understanding and applying AA charges per kilometre ensures a fair working relationship between au pairs and families.
By keeping accurate records, communicating clearly, and staying informed on current rates, both parties can avoid disputes and ensure that au pairs are fairly reimbursed for the business use of their personal vehicles.
For au pairs, maintaining a clear logbook and regularly updating calculations are key. Get a free logbook in this au pair course.
For families, timely reimbursement and transparency are crucial to maintaining trust and ensuring your au pair feels valued and compensated for their efforts.
