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:

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:

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.

Manual Dockets

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.

TREAT YOUR CABCHARGE CARD WITH CARE AND RESPECT AS IT IS EQUIVALENT TO A CREDIT CARD

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© Commonwealth of Australia 2010 | ABN 61970 632 495
Last Modified: 27 April, 2017