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Allowances - Use of Private Motor Vehicles

In accordance to the Motor Vehicle Procedures, staff who use their own private motor vehicle for University business, may be eligible to claim a motor vehicle allowance to compensate for that usage.

Non-staff / students may also be eligible to claim a motor vehicle allowance providing the travel is pre-approved.

The University encourages all staff to use University vehicles when travelling for the purposes of University business. This allowance is the only form of payment approved by the University to compensate a staff member for the use of their private motor vehicle.  Reimbursement of direct petrol costs, or other direct costs, is not permitted.

Making a claim - staff

  1. Complete the Allowance for Use of Private Motor Vehicle for University Business form within one month of the travel
  2. The form must be signed your Line Manager
  3. Submit the form to Human Resources hrservicecentre@adelaide.edu.au)
  4. Retain a copy for personal records.

HR processing timelines apply to this payment.  If you have any questions, contact the HR Service Centre.

Note - allowance payments to staff will be coded with the accounting string to which the employee's salary is coded.  If the allowance is to be costed to another code a journal may be completed to reallocate the expenditure.

Making a claim - non staff / students

  1. Complete the Allowance for Use of Private Motor Vehicle for University Business form - Non Staff within one month of the travel
  2. The form must be signed your Line Manager
  3. Submit the form to Finance & Procurement Services noninvoicepymnts@adelaide.edu.au
  4. Retain a copy for personal records if required.
  • What's the difference between an allowance and a reimbursement?

    Allowances are amounts paid to cover costs or as compensation for conditions of employment. Allowances are assessable income to the employee and are generally included as income in their tax return. The employee may be entitled to claim a deduction.

    Reimbursements made to employees are exact compensation for actual expenses incurred, and the employer may be subject to fringe benefits tax (FBT).

  • When can private motor vehicles be used?

    A private motor vehicle can be used when;

    *   a University vehicle is not available;
    *   the travel cannot be postponed;
    *   public transport, vehicle hire or taxi, is not a reasonable alternative;
    *   prior approval (written or verbal) has been obtained;
    *   the car is roadworthy and registered for insurance;
    *   the staff member is willing to use their own car.

  • Will this impact me at tax time?

    As a staff member, full details of the allowance, and any tax withheld, will be included in your payment summary at financial year end.

    Once the kilometers claimed exceed 5000 in a financial year, the University will withhold PAYG taxation.

    Students are not impacted.

  • Where can I go for advice?

    The ATO Website provides information on how to claim a deduction.

    Income and deductions - Vehicle & Travel Expenses

    Staff should also seek their own personal tax advice.