Understanding Au Pair Petrol Reimbursement: A Basic Guide for Families and Au Pairs
Transporting children is a significant responsibility for many au pairs, and if you’re using your own vehicle, it’s crucial that you are fairly compensated for the petrol used. For families, clear and transparent petrol reimbursement practices ensure a positive working relationship.
This comprehensive guide will walk you through everything you need to know about au pair petrol reimbursement, including common challenges and practical solutions to avoid potential conflicts.
For Au Pairs: How to Claim Your Petrol Reimbursement
As an au pair, it’s essential to track the kilometres driven while transporting children during working hours. However, the process of claiming reimbursement isn’t always as straightforward as it seems, and keeping open communication with the family can avoid misunderstandings.
Steps for Claiming Petrol Reimbursement:
1) Keep a Detailed Logbook:
Record the number of kilometres driven each day during working hours. Make sure this log includes specific details, such as destinations and times, to create a clear record.
2) Clarify the First Trip of the Day:
Commuting to your first destination, like the family’s home or the school, is typically not reimbursed. Only the kilometres traveled with the children during work hours should be compensated.
3) Discuss the Reimbursement Rate:
Agree upfront on the reimbursement rate with the family. 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.
For Families: How to Reimburse Your Au Pair for Petrol
Providing fair petrol reimbursement shows your au pair that you respect their contribution and want to maintain a transparent, professional relationship.
What You Need to Know:
1) Daily Commute:
Families are not expected to reimburse au pairs for their daily commute to the family’s home or the children’s school. Petrol reimbursement should start once the au pair begins transporting the children.
2) Logbook Tracking:
Ask your au pair to maintain a detailed logbook to track their petrol usage. This log helps both parties stay informed and accountable.
3) Reimbursement Rate:
The industry-standard reimbursement rate is R3.00 to R8.00 per kilometre for petrol used while transporting the children. This rate should be agreed upon beforehand to ensure the relationship with your au pair remains strong.
How to Manage Potential Conflict Scenarios When It Comes To Au Pair Petrol:
While petrol reimbursement might seem straightforward, issues can arise. Below are some common conflicts and suggestions on how to resolve them.
1. The Au Pair Overstates Kilometres Driven:
Scenario:
The family suspects that the au pair is inflating the kilometres driven to increase their reimbursement.
Solution:
To avoid this conflict, families can periodically check the logbook and compare it with known routes using a GPS system (such as Google Maps) to verify the distance.
Establishing a routine check-in or auditing the logbook every month can help maintain transparency and avoid future disputes. Open a conversation if discrepancies arise to allow the au pair to explain or adjust their logging practices
2. Family Pays Less Than the Logbook Suggests:
Scenario:
The au pair notices that the reimbursement doesn’t fully cover the kilometres logged and feels they’re being underpaid.
Solution:
If this happens, the au pair should approach the family with their logbook and calmly discuss the discrepancy. They should outline the routes driven and reference the agreed-upon rate.
It’s essential for both parties to remain transparent. If the family has concerns about certain routes or distances, both can review the travel together and reach a mutual agreement on adjustments.
What if the Family Provides The Au Pair a Car?
If the family provides a vehicle for the au pair to use during work hours, there is no need for petrol reimbursement. However, it’s essential to agree on the terms from the start.
The au pair should also check if they are allowed to use the car outside work hours and clarify any restrictions on petrol usage.
Common Situations Where Reimbursement Doesn’t Apply
There are scenarios where petrol reimbursement won’t apply. For example, if you’re primarily working as a tutor or homeschool teacher, and no driving is required as part of the job, reimbursement won’t be necessary.
Ensure that both parties have a clear understanding of what the job entails.
Calculating Petrol Reimbursement Using a Tool
Families and au pairs in South Africa can use tools like the AA’s Rates Calculator to easily estimate petrol costs. By inputting the number of kilometres driven, this calculator can provide an accurate estimate of how much should be reimbursed, ensuring that both parties feel confident in the amount.
Conflict Resolution and Further Resources
No working relationship is free from occasional challenges. If conflicts arise regarding petrol reimbursement, it’s important to address them openly and professionally.
Here’s how:
- Regular Check-ins: Scheduling regular discussions between the family and au pair about finances, including petrol reimbursement, can preempt many conflicts.
- Written Agreements: Put the agreed reimbursement rate and terms in writing. This protects both parties and offers a reference point if misunderstandings occur.
If you’re facing difficulties in navigating these discussions, you can refer to our advice columns or enroll in our Au Pair Training Course, where we cover conflict resolution techniques and provide tools to manage workplace dynamics effectively.
By ensuring that petrol reimbursement is handled fairly and clearly, both families and au pairs can enjoy a smooth and rewarding working relationship.
For more detailed guidance, explore our Full Au Pair Petrol Guide on tracking and reimbursement processes.
Reimbursement Rate (Important!):
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.