Au Pair Petrol Reimbursement

For Au Pairs and Families

When it comes to understanding au pair petrol, a lot of families and childcare providers seem to think that an au pair’s salary covers the costs of their petrol when in actual fact it doesn’t, and we’re here to break this down simply 😊

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 au pair 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.

🔍 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.

🚗 What Are AA Charges Per Kilometre?

When it comes to determining what an au pair should be charging a family per KM driven, it’s always best to use the Automobile Association of South Africa (AA) rates in South Africa.

These rates help determine fair reimbursement for:

Fuel
Tyre wear on the au pair’s car
Vehicle maintenance
Insurance and depreciation

📌 Important: Petrol reimbursement is always over and above the au pair’s salary. The same applies for Bro Pairs.

🧮 How to Use AA Rates to Calculate Petrol Reimbursement

3-Step Breakdown:

Track kilometres with a logbook
Multiply by the AA rate (R/km)
Use the AA Calculator online for accuracy

💡 Bonus Tip: Review rates every 3–6 months to reflect fuel price changes.

🧾 How Au Pairs Should Track & Claim Petrol

1. Use a Logbook

Keep a daily record that includes:

Start/end odometer reading
Date
Address & destination
Purpose of trip (e.g. school drop-off)

2. Understand What Counts

Driving to or from work = Not reimbursed
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.

🚘 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:

Whether the car can be used for personal errands
Who pays for fuel
Whether any limits or rules apply (e.g. work use only)

❌ When Petrol Reimbursement Doesn’t Apply

Daily commute to work
Picking up groceries alone (unless agreed upon)
Driving friends or using the car outside of agreed hours

🚩 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.

✅ Tip: If you hear something that doesn’t sit right, write it down, clarify immediately, and refer back to your written agreement.

🛠️ How to Avoid Conflict (and What to Do If It Happens)

✅ Do:

Review the logbook monthly
Keep reimbursement in writing
Stay updated on AA rates

❌ Don’t:

Assume personal travel is covered
Ignore logbook inconsistencies
Avoid tough conversations, communicate clearly!

If issues do arise, refer to your agreement and discuss respectfully.

📌 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.

More helpful links for Au Pairs & Families:

AA Charges Per KM