Guidelines for the Use of Cabcharge Cards - MOP(S) Act Employee
The Cabcharge card is issued to an employee for their exclusive use and may only be used for taxi services when the employee is travelling as directed on official business (subject to the exceptions noted below).
Employees must not use taxi services at Commonwealth expense for private purposes.
It is an employee’s responsibility (and hence the employee’s own cost) to transport himself or herself to and from work. This responsibility includes travel to and from accommodation and the office when travelling on official business away from the work base. Exceptions to this requirement occur where:
- the trip is approved for personal safety reasons (for example, where the risk to personal safety is significantly increased due to the requirement to work late); or
- the employee is travelling on official business and scheduled public transport services are not readily available; or
- the employee is travelling on official business and is carrying luggage to and/or from the office for the purpose of the trip.
Any use of the card that is outside of entitlement must be paid for personally by the employee.
An employee is responsible for familiarising themselves with the Cabcharge Conditions of Use. In particular, an employee must:
- sign the card as soon as it is received;
- keep the card secure at all times;
- not use the card if it has been cancelled, suspended, replaced or has expired;
- not allow any other person to use the card; and
- return an expired card or previous card (where the card has been reissued) to Ministerial and Parliamentary Services (M&PS) for destruction.
- View Cabcharge Conditions of Use
Lost or Stolen Cards
Lost or stolen cards must be immediately reported to the Staff Help Desk, and in the case of stolen cards, should also be reported to the Police. M&PS will cancel the card, to prevent any fraudulent use, and arrange for a new card to be issued. An employee will be personally liable for any fares incurred against a lost card that has not been reported to M&PS. Where a card reported as lost or stolen is subsequently found, it must not be used and must be returned to M&PS for destruction.
Use of EFTPOS Facility
Payment must be made using the EFTPOS facility, unless the EFTPOS facility is not available or inoperable. The electronic mode of payment streamlines administration, provides for more rigorous accountability and records management processes and minimises the risk of incorrect reporting.
Copies of all receipts should be retained for validation/audit purposes.
All Cabcharge transactions are reported in monthly management reports. Details should be checked carefully to ensure accuracy.
Payment may only be made using a manual docket in circumstances where the EFTPOS facility is not available, or is inoperable. The reason for the use of a docket must be noted at the bottom of the docket.
Where it is necessary to use a docket, the employee is responsible for ensuring that the relevant details (name, time, date, journey pick-up and destination, and cost) are clearly recorded on the docket. Destination descriptions must clearly identify the actual location of the trip. Whilst generic terms such as 'airport', 'home' and 'office' are acceptable as the actual location is implied/understood, broader, undefined terms such as 'suburbs' must not be used. The actual name of the suburb/destination must be recorded on the docket.
All dockets must be signed by the cardholder, as required under the Cabcharge Conditions of Use. M&PS will not authorise payment for dockets that do not comply with Cabcharge requirements.
Transfers between Offices/Cessation of Employment
If an employee transfers to another office, they are able to continue to use their current card and all costs will automatically be attributed to their new office.
When an employee ceases MOP(S) Act employment, the card must be returned to M&PS.