Contractors must ensure that they submit correctly completed pay claims after the completion of the last service for that month.
Pay claims that are not submitted correctly will be considered incomplete resulting in a delay in payment. Claims may be refused if they are outside a 12-month period from when the service was provided.
Contractors are not required to work on pupil-free days. Where a contractor has claimed payment for a pupil-free day, payment for that day will not be processed by ASTP.
Contract payments are made monthly with the Contract Agreement (PDF 1063.54KB) requiring payment within 28 days from the date of receipt of the pay claim.
The ASTP endeavours to process all pay claims within 10 working days upon receipt of a correctly completed pay claim.
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A loaded kilometre rate means an all-inclusive rate which includes all costs associated with performing the service and shall commence at collection of the first student and cease at the drop-off of the last student.
Unloaded kilometres means no students on transport.
Pricing is based on the number of loaded kilometres (when students are present in the vehicle) taking into account the required vehicle category and whether an Assisted Travel Support Officer (ATSO) is present.
Mapping of runs
The ASTP uses Google Maps to determine the loaded kilometres of a run and this determination is used for payment purposes.
Runs are mapped based on the distance from the student pick-up point to the nominated destination at the school.
Where more than one student is allocated to a run, the loaded kilometres will be calculated using the student located the furthest distance from the school and the route will be selected using the shortest most practical route to collect each student on the run and deliver all students to the nominated school(s).
The contractor may view the mapped route using the mapping module on ASTP Online.
The ASTP will consider adjustments made by the contractor to the loaded kilometres determined by Google Maps if the contractor believes that the loaded kilometres determined are less or more than the actual loaded kilometres travelled.
The contractor will need to submit a Kilometre Review request via ASTP Online.
If the ASTP agrees with the submission from the contractor, a new loaded kilometre distance will be allocated to the run and this will then become the basis for payment.
Should a contractor believe that they have not had a fair hearing, they may request a review of the decision using the complaints procedure specified in Section 16 of the Contract Agreement (PDF 1063.54KB).
ATSO vehicle rate for contractors
The department has issued a rate for contractors who are required to transport an Assisted Travel Support Officer (ATSO). The rate is based on a 15% loading applied to the loaded kilometres travelled by the contractor.
The loading rate applies only to the loaded kilometres and does not apply to the minimum payment of 30 kilometres.
The ATSO rate is payable to all contractors with runs where an ATSO is allocated and travels with the assigned student(s). There will be no adjustment to the ATSO rate for temporary student absences of up to 20 consecutive business days.
When an ATSO is no longer required on a run, the contractor will be notified by the ASTP. The run card will be re-issued with the rate changed to the relevant category at a non-ATSO rate.
Variation to a run
If the number of students allocated to the run changes, the ASTP may conduct a review and offer an option to the provider to maintain the run but at a different payment category.
Payments will vary when students and/or ATSOs are permanently removed/added from a run. The variation will only apply to the loaded kilometres if the distance for the run changes.
Variations will not be made to payments for temporary student absences (up to 20 continuous business days).
There will be no further payments made when a run is terminated by the ASTP where a student has been absent for 20 continuous business days.
Variations to payments will be made if additional distances are required during approved emergency situations.
Contracted schedule of payment rates
Departmental rates for the supply of transport services include consideration of a contractor's:
- capital costs
- running costs
- administrative costs
- distances travelled for unloaded kilometres
- minor additional distances anticipated through mapping factors
- potential road transit conditions that may affect the total distance travelled.