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Carpooling Policy

At the Coffs Coast Sole Sisters (CCSS) Committee meeting on 5 February 2025, the committee approved a policy for carpooling contributions, when required, for CCSS walks.

Members of the committee have been researching this issue for some time. There are several reasons why we believe it was important to formulate this policy.

  • CCSS is now affiliated with Bushwalking NSW and registered with NSW Fair Trading. We have a responsibility to follow guidelines such as those issued by the Australian Tax Office (ATO) on car usage.
  • The committee is aware that it is often the same drivers who volunteer to take the responsibility to drive others, because of their availability, the suitability of their car and because of their generosity. Part of the Sole Sister’s mission statement is to strive to take care of and support every member.
  • The ATO method of car related expenses takes into account petrol and other vehicle running expenses. The rate per car for 2024-2025 is .88c per kilometre as listed on ato.gov.au.
  • As a group, CCSS has a deep respect for the environment. In line with this sentiment, we encourage carpooling where possible to do our part in mitigating climate change.
  • Carpooling is not always required for Sole Sister walks, below are some occasions, when it may be organised:
    • When a walk is a one-way walk, carpooling is required to transport walkers back to the starting point of the walk to their cars.
    • If there is limited parking at the start of a walk, carpooling is required.
    • When a walk is offered in an area that many walkers are not familiar with, the chance of drivers getting lost or arriving late for a walk are minimised if carpooling is arranged.
  • There may be an instance where carpooling is not arranged by the leader, but a walker asks for a lift from a fellow walker. In this case this policy provides a clear guide on how much can be offered to the driver.

If members have a specific reason to drive their own car, even though carpooling has been arranged, they should discuss this with the walk leader prior to the walk date.

The distance required for the carpool will be included in the information on Member Jungle for each walk that requires a carpool. Members will therefore have a clear understanding of how the carpool contribution has been calculated.

 

In formulating this policy, research was undertaken into the policies of other bushwalking clubs. There are varying methods used. The method the committee felt was the fairest to all walkers is the one we have adopted. It is the same method used by Coffs Hikers.

 

 

Carpooling Reimbursement Calculations

The ATO travel rate per car for 2025 is 88c per km to cover fuel and other car related costs.

The CCSS Committee has agreed that we implement the following method for calculating carpooling reimbursement.

If a carpool is required, prior to the walk, the leader will calculate the distance of the carpool in kms and advise walkers of the amount per person. The distance of that carpool in kms will also be included in the walk information on Member Jungle.

If a walker requests to drive their own car, when a carpool has been arranged, it will be the leader’s decision to agree or otherwise, depending on the reasons for the carpool, as listed in the CCSS carpooling policy.

Method

  1. Use Google Maps to calculate the distance from Coffs Harbour (or wherever the carpool commences), double that number (for the return distance of the carpool) and multiply by .88c
  2. Divide this number by 4. We are assuming there are 4 people travelling in the car – 1 driver and 3 passengers.
  3. Advise walkers on Member Jungle of the amount per person required for the carpool and that they will pay that money directly to their driver. This can be rounded to nearest dollar.
  4. Note that the driver will not actually pay the amount calculated in 1 above, however their contribution is part of the calculation.
  5. It may occur that not all drivers will receive the same amount. If there are only 2 passengers in one car, then that driver will not receive the same amount as a driver with 3 passengers. The leader should try and avoid this situation where possible, by directing walkers to specific cars to make the carpooling reimbursement as fair as possible.

Example using Coffs Harbour to Bellingen 35km.

88c/km x 35km = $30.80 per car.

Divide $30.80 by 4 = $7.70 per passenger. This can be rounded to $8 per passenger.

The leader calculates this prior to the day of the walk and advises on Member Jungle that walkers need to bring $8 for carpooling.

If there are an odd number of walkers, drivers may receive different amounts of reimbursement:

  • If there are 3 passengers in the car the driver will receive a total of $24.
  • If there are 2 passengers in the car, the driver will receive a total of $16.