Cabcharge FastCard, FasteTicket and Ride Sharing€¦ · staff within the Ministry who travel by taxi on official business occasionally • FASTCARD, a multi-use card available for

Cabcharge FastCard, FasteTicket and Ride Sharing

Summary This Policy Directive set out the requirements for the use of Cabcharge FastCard, FasteTicket and Ride Sharing within the Ministry of Health.

Document type Policy Directive

Document number PD2019_016

Publication date 09 April 2019

Author branch Financial Services and Asset Management

Branch contact (02) 9391 9273

Replaces PD2016_028

Review date 09 April 2024

Policy manual Not applicable

File number H18/109341

Status Active

Functional group Corporate Administration - Finance

Applies to Ministry of Health

Distributed to Ministry of Health

Audience All Ministry of Health Staff

Policy Directive

Secretary, NSW HealthThis Policy Directive may be varied, withdrawn or replaced at any time. Compliance with this directive is mandatory for NSW Health and is a condition of subsidy for public health organisations.

POLICY STATEMENT

PD2019_016 Issue date: April-2019 1 of 3

CABCHARGE FASTCARD, FASTeTICKET AND RIDE SHARING

PURPOSE

This Policy Directive and the associated Procedures set out the requirements for the use of Cabcharge FASTCARD and FASTeTICKET within the Ministry of Health. This Policy Directive also sets out the guidelines for the use of ride sharing services.

Cabcharge FASTCARD and FASTeTICKET are for the payment of taxi fares and are not applicable for payment of ride sharing services.

MANDATORY REQUIREMENTS

Taxis should only be used for official travel when: • The use of public transport is either not available or is not viable due to the

location of the place to be visited or the time of the visit • An official pool vehicle is not available and / or the cost of parking such a vehicle

would exceed the cost of travel by taxi • A group of employees are travelling together and transport by taxi is the

cheapest alternative available • Travelling with luggage to and from airports to undertake official travel and an

official vehicle is not available to transport the employee or the cost of parking a vehicle would exceed the cost of transport by taxi

• An employee is required to cease work at an hour that does not permit safe travel or after working overtime after 8pm.

Cabcharge has two methods of payment available to pay for taxi fares: • FASTeTICKET, an electronic single use ticket, is to be used by the majority of

staff within the Ministry who travel by taxi on official business occasionally • FASTCARD, a multi-use card available for approved staff who travel by taxi on

official business frequently.

Cabcharge FASTCARD or FASTeTICKETS are to cover the cost of the fare and flag falls only. Tips are not to be paid to the drivers.

Ride Sharing Services

The mandatory requirements for using Taxi’s for official travel also apply to the use of ride sharing services. Cabcharge is only relevant for covering the costs of travel by taxi.

Officers travelling using Ride Sharing Services (e.g. Uber) should avoid using any premium services (e.g.UberXL).

Users will be required to show sufficient details of their trip (this may include evidence of the route taken).

POLICY STATEMENT


IMPLEMENTATION

This Policy Directive must be implemented within all Divisions and Branches of the NSW Ministry of Health.

ROLES AND RESPONSIBILITIES

1. Issuing, Approving and Using Cabcharge FASTeTickets Each Branch is to identify a suitable Issuing Officer. Staff using FASTeTICKETS must provide the Issuing Officer with the details of the trip(s) before it is issued and should provide the receipt immediately on return to work following the journey. A travel information sheet must be signed by the Executive Director prior to travel. The Issuing Officer must obtain approval in writing from their senior officer with financial delegation, in line with the Delegation Manual, prior to requesting new Cabcharge FASTeTICKETS. Requests for ordering a new box (50 tickets) must be signed by the Executive Director. The Issuing Officer will have responsibility for the ordering, security and storage, issuing and reconciliation of Cabcharge FASTeTICKETS. These are to be used for infrequent official travel. FASTeTICKETS are issued for specific journeys only. Officers are not allowed to hold stocks of FASTeTICKETS for unspecified journeys.

Senior staff in possession of a FASTCARD must accept full responsibility and accountability for the use and safekeeping of the card. 2. Issuing and Approving Cabcharge FASTCARDS FASTCARDs are to be used by Officers who travel on official business frequently by taxi. Branch Directors and staff are to prepare a brief to seek approval for a FASTCARD from the Ministry Financial Controller. Once approved, the FASTCARD is issued by a Finance Officer. 3. Lost or misplaced Cards It is the Branch or Issuing Officer’s responsibility to report and cancel all lost, stolen or misplaced Cabcharge FASTCARDS or FASTeTICKETS.

Cancellations can be made via www.cabcharge.com.au/travel-solutions/cancellations; choosing between FASTCARD or ticket cancellations and filling in the required details to submit. For further support please contact (02) 9332 9222 or 1800 652 229.

Once cancellation has been processed please send details to the responsible finance officer via email ([email protected]).

REVISION HISTORY

Version Approved by Amendment notes

March-2019 (PD2019_016)

Deputy Secretary, Finance and Asset management and CFO

Update to PD2016_028. Inclusion of Ride Sharing

July 2016 (PD2016_028)

Deputy Secretary, Finance

Replaces Policy Directives PD2005_102 – update to CabCharge policy and payment method

http://www.cabcharge.com.au/travel-solutions/cancellations

mailto:[email protected]

POLICY STATEMENT


January 2005 (PD2005_102)

Director-General Cabcharge policy and the use of CabCharge

ATTACHMENT 1. Use of Cabcharge FASTCARD and FASTeTICKET: Procedures.

Cabcharge FASTCARD, FASTeTICKET and Ride Sharing

PROCEDURES

Issue date: April-2019

PD2019_016


PROCEDURES

PD2019_016 Issue date: April-2019 Contents page

CONTENTS

1 BACKGROUND ........................................................................................................................ 1

2 PROCEDURE FASTeTICKET ................................................................................................. 2

2.1 Conditions of Use ................................................................................................................ 2

3 PROCEDURE FASTCARD ...................................................................................................... 4


4 PROCEDURE RIDE SHARING ............................................................................................... 7


5 PROCEDURE RIDE SHARING ............................................................................................... 8

5 ATTACHMENT 1: IMPLEMENTATION CHECKLIST ............................................................. 8


PROCEDURES

PD2019_016 Issue date: April-2019 Page 1 of 9

1 BACKGROUND

1.1 About this document

This document outlines the guidelines and general procedures adopted by NSW Ministry of Health in the implementation, use and maintenance of Cabcharge FASTCARD and FASTeTicket.

• The procedures were developed to facilitate various modes of transport undertaken by NSW Ministry of Health employees in performance of their work duties.

• This document sets standards for accepted practice in the usage of the Cards and should be read as follows:

Cabcharge FASTCARD – Frequent travel by employees allocated with a specific Card for taxi travel (Section 3)

Cabcharge FASTeTICKET – Infrequent travel by employees using a taxi (Section 2).

Branch Directors and specific administration officers should familiarise themselves across all sections of this document.

1.2 Key definitions What is a FASTCARD, FASTeTICKET?

The cards are held as payment for means of taxi transportation undertaken by staff for business purposes and in accordance with the policy for the use of the cards.

FASTCARD – multiuse card available for specific approved staff who travel by taxi on official business frequently. FASTeTICKET – electronic single use ticket for majority of staff who travel by taxi on official business occasionally.


PROCEDURES

PD2019_028 Issue date: February-2019 Page 2 of 9

2 PROCEDURE FASTeTICKET

2.1 Conditions of Use

2.1.1 Roles and Responsibilities

Officers undertaking travel

• Officers should only use the FASTeTICKET when public transport or pool vehicles are not a viable or cost effective option.

Issuing Officers

Order sufficient supplies in boxes and keep the Cabcharge FASTeTICKET in a secure location. Each box contains 50 tickets. Orders can be arranged through your local finance officer ([email protected]).

Order a new box (50 tickets) before the existing tickets are used up. The

maximum number of boxes retained by a cost centre at any point in time should

not exceed two.

• Be responsible for every Cabcharge FASTeTICKET received and ensure they are kept in a secure place accessible only by the Branch Issuing Officer.

• Complete the Travel Information Sheet (excluding any fare information) prior to travel. This can also be done by the traveller. The Issuing Officer will issue the Cabcharge FASTeTICKET to the traveller for the trip(s) specified in the Travel Information Sheet. The issuing officer must ensure the traveller has obtained appropriate approval from their senior officer with financial delegation.

On completion of the trip(s), obtain Cabcharge FASTeTICKET receipt(s) from the

traveller and complete fare information on the Travel Information Sheet. All

receipts are to be uploaded in TRIM.

• Follow up on those officers who have not supplied the relevant receipts for the journeys undertaken.

• Reconcile all receipts to the Travel Information Sheet and upload receipts in TRIM before obtaining a new box (lot of 50) FASTeTICKETs from your finance officer.

• Receive Monthly Cabcharge statement from the responsible finance officer. Reconcile the Travel Information Sheet to the Monthly Cabcharge statement to ensure all FASTeTICKETs are accounted.

Delegated Officers responsible for approving purchase of E-Tickets

• Ensuring all officers who use FASTeTICKETs are educated of its proper use.



PROCEDURES


• Ensuring the Issuing Officer is properly trained in the correct procedures for the administration and use of FASTeTICKETs, including responsibilities for security and issuance of FASTeTICKETs.

• Provide support to the Administration Officer in relation to officers who do not comply with the requirements of this Policy.

Audit

• All documentation is to be saved in the Ministry’s document management system (TRIM) and is subject to random audits.


PROCEDURES


3 PROCEDURE FASTCARD



The Cabcharge FASTCARD will allow the electronic tracking of travel details and together with the completion of the Travel Information Sheet, provide accurate travel information which may be subject to audit at any time.

1. Application for Cabcharge FASTCARD:

Eligible officers are to prepare a brief seeking approval from the Ministry Financial Controller. The Ministry Financial Controller will approve the issue of FASTCARDS to Branch Directors and staff based on requirement.

• Complete and sign the application form available from the Finance Branch. Approval will need to be obtained from the Executive Director prior to submission.

• Forward the brief and the completed application form to the Financial Controller. The brief should specify the need for a Fast card for the relevant officer.

• Once the Financial Controller has approved the application, an officer from the Finance Branch will issue the FASTCARD to the applicant.

2. On receipt of a Cabcharge FASTCARD, approved officers will:

• Accept full responsibility and accountability for the use and safekeeping of the card in accordance with this Policy and procedure. The FASTCARD is similar in nature to a credit card and should be treated as such.

• Ensure the Travel Information Sheet is completed after each trip and is kept up to date.

• Do not allow any other person to use the card for any reason.

• Reconcile the monthly statement with the Travel Information Sheet, attach all taxi fare receipts, sign the reconciliation form and send to the Finance Branch Officer responsible for FASTCARD reconciliations within 10 working days of the statement being emailed.

3. The Finance Officer responsible for FASTCARD reconciliations will:

• On receipt of relevant documentation and approval, arrange for the creation of the FASTCARD account in the applicant’s name.

• Maintain a register detailing card number, name of cardholder and obtain a signature from the applicant on completion of training and awareness of the use of the FASTCARD. The register will record cards returned for either cancellation or secure storage in the case of extended absence. The register must be signed by the cardholder on issue and return of the card.


PROCEDURES


• Email the monthly FASTCARD statement to the relevant officers within 2 working days of download from the Taxi Management System.

• Reconcile all returned statements and Travel Information Sheets and follow up on those not returned by the specified date.

• Advise their manager of cardholders who have not returned the required documentation.

• Ensure payment is made to Cabcharge by the due date.

• Provide support to the cardholder as required.

4. Changes to cardholders circumstances: Transferring to a new position within the Ministry:

• The cardholder will obtain written approval from the Ministry Financial Controller to request retention of the card, new cost centre and date effective. Should approval not be forthcoming the card must be returned to the Finance Officer responsible for FASTCARD reconciliations immediately.

Proceeding on leave for more than one month:

• The cardholder will return the FASTCARD to the Finance Officer responsible for FASTCARD reconciliations on the working day before proceeding on leave. The card will be held securely until the Officer’s return.

• Provide to the Finance Officer responsible for FASTCARD reconciliations the completed Travel Information Sheet duly signed by the cardholders.

Secondment to another organisation:

• The cardholder will return the FASTCARD to the Finance Officer responsible for FASTCARD reconciliations on the working day prior to taking up the secondment. The card will be held securely until the Officer’s return.

• Provide the completed Travel Information Sheet duly signed by the cardholder.

Termination of employment:

• The cardholder will advise the Finance Officer responsible for FASTCARD reconciliation immediately of the last day of duty and advise the Administration Officer to note the separation check list.

• Return the FASTCARD together with the completed and signed Travel Information Sheet to the Finance Officer responsible for FASTCARD reconciliations on the second to last day of attendance at the Ministry.


PROCEDURES


• Ensure the Separation Check List has been signed by the Finance Officer responsible for FASTCARD reconciliations.

5. Lost or Stolen FASTCARD Should a FASTCARD become lost or stolen the cardholder will immediately contact Cabcharge Emergency Line (advising of the loss or theft). Cancellations can be made via www.cabcharge.com.au/travel-solutions/cancellations; choosing FASTCARD cancellations and filling in the required details to submit. For further support please contact (02) 9332 9222 or 1800 652 229. Once cancellation has been processed please send details to the responsible finance officer via email ([email protected]).

• Should there be a delay in advising either Cabcharge or the Finance Officer responsible for FASTCARD reconciliation, the cardholder may be held liable for any fraudulent use

• The cardholder will forward a brief to the Financial Controller giving the circumstances of the loss of the card along with a request for a replacement FASTCARD if required.

The cardholder should note the rules and responsibilities stated in this Policy and on the Cabcharge FASTCARD application form. The cardholder is also to make themselves aware of the NSW Health Code of Conduct particularly in relation to the use of official resources. Should the cardholder be found to not follow these instructions, they may be financially liable for any costs associated with non-compliance with this Policy.

http://www.cabcharge.com.au/travel-solutions/cancellations



PROCEDURES


4 PROCEDURE RIDE SHARING



Officers undertaking travel

• Officers should only use Ride Sharing Services when public transport or pool vehicles are not a viable or cost effective option.

• Two methods of payment are available for Ride Sharing Services:

- Staff can charge fees to a PCard and follow the acquittal process. Please refer to PCard Policy [PD2016_005].

- If staff do not have access to a PCard, fees should be claimed via iExpenses.

Issuing Officers

• Complete the Travel Information Sheet (excluding any fare information prior to

travel). This can also be done by the traveller. The issuing officer must ensure the traveller has obtained appropriate approval from their senior officer with financial delegation.

• On completion of the trip(s), obtain a Ride Sharing Service receipt(s) from the traveller and complete fare information on the Travel Information Sheet. Users may be required to show evidence of the route taken via the Ride Sharing app. All receipts are to be uploaded in TRIM.

• Follow up on those officers who have not supplied the relevant receipts for the journeys undertaken.

• Reconcile all receipts to the Travel Information Sheet and upload receipts in TRIM.

Audit

• All documentation is to be saved in the Ministry’s document management system (TRIM) and is subject to random audits.


PROCEDURES


5 PROCEDURE RIDE SHARING

1. Implementation Checklist


Attachment 1: Implementation checklist

LHD/Facility:

Assessed by: Date of Assessment:

IMPLEMENTATION REQUIREMENTS Not

commenced Partial

compliance Full compliance

1.

Notes:

2.

Notes:

3.

Notes:

4.

Notes:

5.

Notes:

6.

Notes:

Documents

Cabcharge FastCard, FasteTicket and Ride Sharing€¦ · staff within the Ministry who travel by taxi on official business occasionally • FASTCARD, a multi-use card available for