Guidelines for the Use of Cabcharge Cards - Senators and Members
The Cabcharge card is issued to a Senator or Member for their exclusive use and must only be used for car transport by the Senator or Member in accordance with the relevant Remuneration Tribunal Determination.
A Senator or Member is responsible for familiarising themselves with the Cabcharge Conditions of Use. In particular, a Senator or Member 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.
- Review the Cabcharge Conditions of Use
Lost or Stolen Cards
Lost or stolen cards must be immediately reported to the EMB Helpdesk, 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. A Senator or Member will be personally liable for any fares incurred against a lost card that has not been reported. 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/auditing purposes.
Any use of the card that is outside of entitlement must be paid for personally by the Senator or Member.
All transactions relating to the use of the card will be reported in monthly management reports and published in six-monthly expenditure of entitlements reports.
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 Senator or Member 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.