This policy outlines how fuel is managed, charged, and reimbursed for trips booked through the Drive mate platform. It ensures fair treatment and clear expectations for both Hosts and Guests.
Who This Applies To
Guests: Renting and driving a vehicle via Drive mate
Hosts: Listing vehicles on the Drive mate platform
Overview of Fuel Policy
This policy covers:
How fuel charges are calculated and billed
Guest and Host responsibilities regarding fuel levels
Penalties for non-compliance
Reimbursement procedures for out-of-pocket refuelling
Use of GPS data for kilometre tracking
Fuel Charges
Per-Kilometre Rate: hosts select one of three fuel-inclusive per-kilometre rates:
$0.35/km (default)
$0.45/km
$0.55/km
Drive mate retains $0.09/km as a service fee; the remainder goes to the Host.
Billing Process
Before the Trip: Guests pay upfront for the booking duration.
After the Trip: Guests are automatically charged for kilometre usage based on GPS-tracked data.
Failed Auto-Charge Handling
If post-trip kilometre charges cannot be processed:
An invoice is sent to the Guest via email.
The Guest has 3 days to complete payment.
A $25 late fee applies if payment is not received within this period.
Hosts will still be paid, regardless of Guest payment status.
Guest Responsibilities
Return Fuel Level
Guests must return the vehicle with at least 25% fuel remaining.
If this requirement is not met, a $25 penalty will apply, per the Rental Agreement.
Refuelling During a Trip
Guests must pay out-of-pocket for any fuel during the trip.
To be reimbursed, Guests must:
Upload a valid fuel receipt via the Drive mate app or website
Submit it within 24 hours after the trip ends
Approved reimbursements are credited to the Guest’s account.
Host Responsibilities
Setting the Fuel Rate
Hosts must select a rate of $0.35, $0.45, or $0.55/km when creating a listing.
The rate is intended to cover fuel and wear-and-tear costs.
Recording Fuel Levels
Guests must follow the standard pickup and drop-off processes:
Photograph the fuel gauge at the start and end of each trip
These photos help confirm accurate fuel levels for both parties
Penalties and Enforcement
Returning the vehicle with less than 25% fuel:
A $25 penalty will apply. This ensures the next Guest is not inconvenienced.
Failure to pay kilometre usage charges within 3 days of receiving an invoice:
A $25 late fee will be added to the outstanding amount.
GPS-Based Tracking
Drive mate uses real-time GPS data to track kilometres driven. This data ensures accurate, automated billing for fuel and distance, reducing disputes and manual errors.