Taxi travel procedure

Intent and objectives

This procedure details how RMIT employees and non-employees avail themselves of taxi-related services funded by RMIT.

This procedure supports the implementation of RMIT’s Travel Policy and must be read in conjunction with that document and the information detailed below including the definitions and acronyms.

Scope

The RMIT Taxi Travel Procedure encompasses the following:

Travellers

  • When can I use an e-Ticket?
  • When can I use a Cabcharge Card?
  • How do I request an e-Ticket and where do I collect them?
  • E-Ticket and Cabcharge Card Holder Responsibilities
  • How do I use an e-Ticket or Cabcharge Card?
  • What do I do if EFTPOS is not working?
  • Lost or Stolen e-Tickets or Cabcharge Cards

Ticket issuers

  • How do I Issue an e-Ticket?
  • Lost or Stolen e-Tickets or Cabcharge Cards

Exclusions

RMIT-controlled entities or any Cabcharge account not operating as part of the RMIT-approved Cabcharge Service delivery model are excluded from complying with this Taxi Travel Procedure.

Procedure steps and actions

Official travel is an important element in the delivery of RMIT services. The costs associated with travel are therefore required to be accounted for and carefully managed.

RMIT has endorsed the use of Taxi e-Tickets (e-Tickets) and Cabcharge cards (cards) for taxi travel for RMIT business purposes. These procedures support the management and use of Taxi e-Tickets and Cabcharge cards.

Travellers

1. When can I use an e-Ticket?

The availability, convenience or practicality of using a RMIT pool vehicle or other means of transport should be considered before booking a taxi.

With prior approval of the Line Manager and/or Discipline Leader (not required for staff holding the minimum financial delegation or above e.g. level 6 holds a $5,000 delegation), taxi travel may be used as follows:

  • For transport to and from official business functions (e.g. meetings, conferences, lectures and seminars).
  • For transport from work to home after hours but only where overtime is pre-approved and the approver considers personal safety is a consideration.
  • For transport from and to home in relation to RMIT business travel. This may include local or interstate transport to and from airports, hotel/motels and official business functions.
  • For transport to and from work when unexpected events or emergencies occur that require taxi travel outside normal business hours.

The use of regular taxi travel from home to work and work to home is prohibited unless prior approval is obtained for special circumstances (e.g. transporting heavy items or mobility issues).

The above are typical or common reasons for using a taxi for official RMIT business. Other situations may apply which will require reasonable professional judgement and discretion in determining the need for taxi use.

2. When can I use a Cabcharge card?

Frequent travellers, who undertake more than nine [9] taxi trips on average per month, may request to be issued with a card. Approval will be at the discretion of the Head of School or Executive Director.

Cards are issued by Cabcharge, carry the name Cabcharge and bear the account number and name. A cardholder may use a card only if it is valid, which is when:

  • it has been signed by the cardholder;
  • the validity date on the card has not expired;
  • it has not been cancelled or suspended;
  • It is used strictly in accordance with Cabcharge’s Conditions of Use.

3. How do I request an e-Ticket and where do I collect them?

All persons wishing to obtain an e-Ticket or card should make themselves familiar with the location of their nearest Ticket Issuer by referring to the CTMS-Users Group / Ticket Issuer Locations listing

For RMIT employees

All travellers must ensure the appropriate authority for travel has been received before requesting e-Tickets.

  • The traveller must provide the following information prior to the ticket being issued:
    • Number of tickets required;
    • Cost Centre;
    • IO numbers to be charged (if unknown contact the local finance staff member);
    • Employee number and name of traveller;
    • Location intending to travel to and from;
    • Purpose of travel.
  • If the traveller delegates another person to collect the e-Tickets on their behalf it is up to the traveller to ensure that the person is authorised to collect the tickets.

Cards can be obtained through a Ticket Issuer provided approval (including informal advice) has been given by the Head of School or Executive Director or their equivalent.

If the Ticket Issuer is not available or the e-Tickets are out of stock, proceed to another Ticket Issuer (refer CTMS-Users Group / Ticket Issuer Locations listing) or arrange to return at a later time.

For non-RMIT employees (contracted staff, students and visitors)

The person authorising the travel for any non-RMIT employees must be a RMIT employee and authorised to approve travel as per the delegated authority policy.

  • The authoriser must provide the following information prior to the ticket being issued:
    • Number of tickets required;
    • Cost Centre;
    • IO numbers to be charged (if unknown contact your area’s local finance staff member);
    • Name of persons travelling (for Issuer to enter in the Notes field);
    • Location intending to travel to and from (for Issuer to enter in the Notes field);
    • Person authorising – employee name and number (for Issuer to enter in the Notes field);
    • Purpose of travel (for Issuer to enter in the Notes field);
    • Reason for issuing e-Tickets to non-employees (for Issuer to enter in the Notes field).
  • If the authoriser delegates another person to collect the e-Tickets on their behalf, the authoriser must ensure that the delegate is authorised to collect the tickets and this is known to the Ticket Issuer.

If the Ticket Issuer is not available or the e-Tickets are unavailable, the traveller or delegated person should proceed to another Ticket Issuer or arrange to return at a later time to be issued an e-Ticket.

4. E-ticket and Cabcharge card holder responsibilities

Domestic taxi travel should only be used for official RMIT business. This procedure is for domestic taxi travel in Australia. International taxi travel may be reimbursed either as part of the Staff-Travel – Per Diem, Use or Expenditure and Accounts Payable procedures or Corporate Card policies and procedures.

  • e-Tickets and cards are the preferred Cabcharge-issued products to be used for RMIT travel
  • e-Tickets and cards must be used strictly in accordance with Cabcharge’s conditions of use
  • The traveller must at all times be able to account for all e-Tickets currently held or issued
  • The traveller will return all unused e-Tickets to the Ticket Issuer for future use.
  • e-Tickets are for single use and can only be used in taxis that display the Cabcharge logo
  • It is the responsibility of the traveller to keep the e-Ticket and card secure at all times, as they are equivalent to cash
  • e-Tickets and cards should only to be used by the person identified as the traveller at the time of issue
  • e-Tickets will only be used for travel ‘From’ and ‘To’ the agreed destinations unless the Ticket Issuer is advised of the change
  • The traveller will report all lost, stolen or damaged e-tickets or cards to the Ticket Issuer to be cancelled immediately loss or damage is identified

Do not add tips or gratuities to e-Ticket transactions.

5. How do I use an e-Ticket or Cabcharge card?

All travellers, prior to travel, must ensure they are familiar with the instructions and conditions of use, as set out on the back and front of the e-Ticket.

  • All e-Tickets and cards are processed through the Cabcharge EFTPOS terminal; therefore it is important for all travellers to check if the EFTPOS terminal is operational prior to entering the taxi.
  • At the end of the taxi trip, hand the e-Ticket or card to the driver for processing.
  • The driver will insert the e-Ticket or card into the EFTPOS terminal for electronic verification and approval. This information includes the fare and trip details.
  • Verify and sign the receipt. The e-Ticket and card signed receipts are retained by the driver. Travellers should request and retain a second receipt (which is un-signed), if required by the Ticket Issuer to validate any subsequent dispute.

6. What do I do if EFTPOS is not working?

  • If in the event, that the e-Ticket or card cannot be processed by the EFTPOS terminal, a manual system is to be used.
  • Under the manual system, the driver must use and provide the emergency ‘green’ dockets.
  • It is the responsibility of the traveller to complete all trip details and NEVER leave any sections blank. Sign the green docket.
  • The driver attaches the e-Ticket to the docket and issues a receipt. For cards, the Emergency docket is embossed with the card details.
  • Retain the second receipt. Write the e-Ticket sequence number on the receipt and return it to the Ticket Issuer.

NOTE: It is important to ensure that the EFTPOS system is operational before entering the taxi as this mitigates the potential for the driver to avoid having to use the taxi’s EFTPOS system and potential over-charging.

7. Lost or stolen e-Tickets or Cabcharge cards

When an e-Ticket or card is lost or stolen from the traveller:

  • The traveller must report the loss of the e-Ticket or Card to the Ticket Issuer as soon as practical.
  • Once the Ticket Issuer has verified the e-Tickets or Card to be cancelled with the traveller, the Ticket Issuer must complete and follow the instructions set out in the Cancellation Form and email Cabcharge immediately.
  • The traveller can contact Cabcharge directly; however they must provide the account number, the sequence numbers of e-Tickets to be cancelled or card holder name and advise the Ticket Issuer the same details including the date and the time Cabcharge was contacted. The Ticket Issuer must then report the lost or stolen e-Tickets or Card to Cabcharge in accordance with the cancellation procedure set out in the Cancellation Form
  • Cabcharge contact details are:
    • Toll free number: 1800 652 229
    • Phone: 02 9332 9222

Ticket issuers

8. How do I issue an e-Ticket?

It is the responsibility of the Ticket Issuer to ensure the Traveller uses the e-Ticket for appropriate RMIT purposes by making them aware of this responsibility and those set out in sections 1-7 above.

Ticket Issuers must account for all e-Tickets. e-Ticket information must be kept up-to-date, be completed in full and be available for audit purposes.

Ticket Issuers must use the CTMS application when issuing e-Tickets. Ticket Issuers are to complete the following:

1. Click on the "Cabcharge TMS" Icon on your desktop to open CTMS.

2. Go to "Account" and select your 8-digit account number from the drop-down box and click Find. CTMS will default to the "Transactions - Summary" page.

3. Select Lists.

4. Select eTICKETS.

5. Find the batch number range of e-Tickets that have been assigned to you and click on "+" character only (do not make any change to the information on the line opposite the “+” character). Your range of e-Ticket numbers / spreadsheet will appear ready for you to issue e-Tickets.

6. Select e-Ticket to be issued (make sure each time your physical stock of e-Tickets mirrors your perpetual stock / system record) and double-click on the small blue panel opposite the ticket number. Issue box will appear.

The standard process for the ordering, issuing, receipting, storage, cancelling and auditing of Taxi e-Tickets must be strictly followed.

The “Delete” function in CTMS must not be used by anyone other than the Customer Account Manager.

For RMIT employees

  • Select "today's date".
  • Enter the Employee Number from the drop-down box.
  • The default cost centre and sub code (IO number) will appear respectively. If an alternative cost centre or IO number is required, select the new number from the relevant drop-down box.
  • Location intending to travel to and from (enter in the Notes field).
  • Purpose of travel (enter in the Notes field).
  • Click "save and close", check information is populated on the appropriate e-Ticket line and hand over ticket/s.

For non-RMIT employees (contracted staff, students and visitors)

  • Select "today's date".
  • Enter the Employee Code E00000 from the drop-down box.
  • Select the appropriate cost centre or IO number from the relevant drop-down box.
  • Name of persons travelling (enter in the Notes field).
  • Location intending to travel to and from (enter in the Notes field).
  • Person authorising – employee name or authorisation code (enter in the Notes field).
  • Purpose of travel (enter in the Notes field).
  • Reason for issuing e-Tickets to non-employees (enter in the Notes field).
  • Click "save and close", check information is populated on the appropriate e-Ticket line and hand over ticket/s.

9. Lost or stolen e-tickets or Cabcharge cards

When an e-Ticket or Card is lost or stolen from the Ticker Issuer:

  • The Ticket Issuer must report the lost or stolen e-Tickets or Card to their Account Station Manager or their Finance Manager immediately.
  • For e-Tickets the Account Station Manager or the Finance Manager must immediately perform an e-Ticket stock verification to confirm the number of tickets lost or stolen.
  • The Account Station Manager/Ticket Issuer must report the lost or stolen e-Tickets or Card to Cabcharge in accordance with the cancellation procedure set out in the Cancellation Form, as soon as verification is complete.
  • The Account Station Manager or Finance Manager must conduct an immediate review of the Ticket Issuer's stock security procedures to rectify any weaknesses.
[Next: Supporting documents and information ]