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 have a choice of using a physical Cabcharge card or Digital Fastcard.

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 themselves 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)
• the employee is travelling on official business and scheduled public transport services are not readily available
• 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
• destroy an expired card or previous card (where the card has been reissued)
• Cabcharge Conditions of Use.

Register for Cabcharge

To register for Cabcharge, please complete the Travel Profile Number and Cabcharge Request form (PDF, 305.78 KB) and email your completed PDF form to forms@ipea.gov.au.

Additionally, employees can refer to the Cabcharge Use for MOPS(s) Act Staff - Fact Sheet for more information about the use of Cabcharge. This fact sheet provides further details on using Cabcharge when travelling on official business.

Lost or stolen cards

Lost or stolen cards must be immediately reported to IPEA, and in the case of stolen cards, should also be reported to the police. IPEA 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 IPEA. Where a card reported as lost or stolen is subsequently found, it must not be used and must be destroyed.

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. IPEA will not authorise payment for dockets that do not comply with Cabcharge requirements.

Transfers between offices

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.

Cancellation of card / cessation of employment

When an employee ceases employment, the card must be cancelled with IPEA.

To cancel your Cabcharge, please contact forms@ipea.gov.au first, then destroy the card by cutting through the chip and magnetic strip on the back.