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Private vehicle use: approval and allowance

Staff may apply for permission to use a private motor vehicle (PDF, 240.3 KB) for work purposes. If approval is granted, you will need to complete the private motor vehicle allowance claim form (PDF, 280.8 KB) to receive reimbursement.

The private vehicle allowance is 85 cents per kilometre. This amount is reviewed annually.

Before you start

Private vehicle use reimbursement rates are governed by the Commissioner for Public Sector Employment's Determination 3.2: Employment Conditions- Remuneration- Allowances and Reimbursements.

Privately owned vehicles may only be approved for use if all alternative travel methods have been considered, including:

  • other vehicles belonging to the site
  • Fleet SA vehicles (for short-term or long-term hire)
  • taxis (for one off journeys)

If you do not have approval to use a private vehicle, work related travel expenses cannot be claimed from the department but are tax-deductible.

How to apply

If you travel regularly as part of your duties you may be eligible for the private vehicle use allowance.

Apply for approval

Staff may apply for permission to use a private motor vehicle (PDF, 240.3 KB) for work purposes. You will need to provide:

  • details of your vehicle, including registration number, make and model and engine size
  • estimate kilometres of approved travel

Staff must submit completed forms to their line manager. Line managers must retain copies of the applications.

Apply for reimbursement

If approval to use a private motor vehicle is granted, reimbursements are not paid automatically.

To receive reimbursement for private motor vehicle use, you will need to complete a claim for private motor vehicle allowance form (PDF, 280.8 KB). Ensure you have recorded:

  • date of travel
  • trip details
  • odometer start and end readings

Staff must submit completed forms to their line manager. Line managers must retain copies of the application.

Contact

People and Culture – Operations

Phone: 8226 1356
Email: decd.hr [at] sa.gov.au