A share of vehicle expenses is required from each trip participant. To ensure this is distributed as equitably as possible the following principles apply:


(1) Driver payments should reflect all vehicle running costs rather than just fuel costs, calculated on a per km basis for the return journey using the a rate determined with reference to the prevailing IRD rate, adjusted if necessary to accommodate short-term changes in fuel price.

(2) Payments do not depend on the number of passengers carried. It costs the same to drive 100 km with two passengers as it does with three.

(3) Drivers. couples, or families who use their own car without carrying any other passengers are not entitled to a vehicle payment.

(4) Travel distances should be estimated using the AA Travel Distance Calculator, which has a detailed index of locations including track heads and other typical destinations. Total travel distances should include any allowances for vehicle shuttles and/or repositioning.  

Example

Ten people in three cars travel from the Wanaka waterfront to Arrowtown for a day trip to Big Hill, with one car carrying four people and the other two carrying three. The prevailing IRD rate is $0.83 per km, rounded down to $0.80 per km for UCTC purposes.

Step 1: Estimate total distance
 
Using the AA calculator, specify the starting location (Wānaka Lakefront Ardmore Street) and the destination (Historic Arrowtown Chinese Settlement Buckingham Street, Arrowtown). This gives a one way distance of 56.3 km, so the total return distance is 112.6 km.

Step 2: Calculate the cost per vehicle

At $0.80 per km the cost per vehicle is 112.6 x $0.80 = $90.

Step 3: Calculate the total cost for all vehicles

Total cost = $90 x 3 = $270.

Step 4: Calculate the cost per person for all passengers including drivers.

Cost per person = $270 / 10 = $27.

Step 5: Trip leader collects pp rate from all passengers except drivers

Total money collected = 7 x $27 = $189.

Step 6: Distribute balance across drivers as evenly as possible.

Money per driver = $189 / 3 = $63. If the actual payments need to be rounded due to lack of $1 and $2 coins the trip leader will amicably resolve any remaining discrepancies over a post-trip latte or ice cream. 
 
Notes

(1) If two or more parties travel to the same destination from different starting points, carrying one or more passengers, the above calculation should be performed separately for each starting point.

(2) Drivers who do not wish to retain some or all of their reimbursement are welcome to donate a portion of it to the UCTC Green Fund.