Skip links and keyboard navigation

Booking entity authorisation

If you arrange bookings for a personalised transport service (taxi, limousine or ride-booking) you need to obtain a booking entity authorisation (BEA). If you’re a personalised transport driver and you don't arrange your own bookings (for example taxi and Uber drivers) you don’t need to apply for a BEA.

On this page

Only booking entities who have a BEA can provide booking services. You can check current BEA holders by visiting the personalised transport public register.

The authorisation gives customers assurance that personalised transport services will be provided safely by suitable industry participants. Authorised booking entities have a range of responsibilities in the new chain of responsibility related to safety, fatigue management, data management and reporting.

To become authorised, you must apply for a BEA.

Renew, or apply for a new Booking Entity Authorisation

BEA renewal applications can take at least 20 business days to be processed.

If you do not allow sufficient time for processing and your BEA renewal is not approved by the time of its expiry date, it is illegal for your entity to continue to provide a booking service while your BEA is not current.

If you operate without a current BEA, fines and other penalties apply.

There are 2 ways you can apply for a new BEA or renew your current BEA:

Online

New BEA application

You can apply online if you have a valid TMR customer reference number (CRN). If you are a company you must also have an Australian Company Number (ACN).

BEA renewal

You can renew your BEA 6 weeks before the expiration date of your BEA. 

You can renew online if you have a valid TMR customer reference number (CRN) and your current BEA reference number. If you are a company you must also have an Australian Company Number (ACN).

In person

You can apply for a new BEA or renew your BEA at 1 of the TMR customer service centres. If you do not have a TMR customer reference number you must apply in person.

Steps in the BEA application or BEA renewal

See our helpful diagram which outlines the steps below.

  • Check your eligibility
    • Transport compliance history checks and other authentication documents are verified for everyone on the application.
    • Criminal history checks will be done for each person on the application.
    • National and New Zealand criminal history checks will be undertaken for each relevant person on the application (if an applicant holds a current Driver Authorisation (DA), a criminal history check is not required).
    • For foreign criminal history checks (excluding New Zealand), you must provide a clearance letter or report from a relevant foreign law enforcement authority if you resided in another country for longer than 12 months in the past 10 years, and were aged over 18 years for any period during this time.
    • Any documents in a language other than English must be translated into English by a person accredited by the National Accreditation Authority for Translators and Interpreters (NAATI) or an equivalent body recognised by a foreign government.
    • There are additional requirements if the application is for a company or foreign entity which can be found below.
  • Check you have all documents and have completed the required forms
    • To submit your application, you will need to provide supporting information to help us assess your application, this information is different depending on whether you are an individual or an organisation.
  • Submit or renew your application
    • Applications may be submitted online or in person, read the criteria for each. You can renew your BEA 6 weeks before the expiry date.
  • Pay your fees
  • Signage requirements for ride-booking services
    • If you are a booking entity who provides ride-booking services (excluding taxis and limousines), you must obtain approval from TMR on your vehicle identification sign. This can be done using the apply for BEA or renew BEA online services or by emailing bhslhub@translink.com.au.  
    • Ensure you are familiar with the signage requirements for ride-booking vehicles before seeking approval from TMR.

Your application may be refused if you or anyone on the application:

  • had a BEA cancelled or suspended within the previous year
  • committed an offence during the previous year relating to:
    • providing a booked hire service, a booking service for a booked hire service or a taxi service; or
    • using a motor vehicle to provide a booked hire service or a taxi service
  • have been convicted of or charged with a disqualifying offence.

A disqualifying offence is defined under schedule 3 of Transport Operations (Passenger Transport) Act 1994 (TOPTA). This includes, but is not limited to:

  • passenger transport offences;
  • certain Criminal Code offences such as burglary, assaults and violence, homicide, rape and sexual assaults, conspiracy and other fraudulent practices; and
  • particular offences under the Drugs Misuse Act 1986 and/or Weapons Act 1990.

This applies to disqualifying offences committed in Queensland as well as in another Australian jurisdiction or outside of Australia. Please refer to TOTPA schedule 3 on Queensland Legislation website for the complete list of disqualifying offences.

Application and renewal requirements

You need a few documents ready before you apply. What you need differs according to your specific application and whether you apply online or in person.

What you need to apply online:

  • A valid Customer Reference Number (CRN) for each relevant person on the application.
  • If you or anyone on the application has changed their name, provide evidence of identity.
  • An email address so you can receive notifications about your application.
  • A credit or debit card is required to pay the fee, a credit card surcharge will apply.

Resources

What you need to apply in person:

Forms

* Supplementary forms to Form F5188

Additional application requirements for organisations

If you’re applying as an Australian corporation, you will also require:

  • An Australian Company Number (ACN)
  • A copy of the Certificate of Registration of a Company (issued by ASIC)
  • A copy of the Current Company Extract listing all directors (issued by ASIC)
  • A completed Form F5197 for all persons of a corporation.

For incorporated associations:

Note – incorporated associations MUST apply in person at a transport and motoring customer service centre .

  • a copy of the Certificate of Incorporation (issued by ASIC)
  • an official extract from the register of incorporated associations listing the current management committee members (issued by Queensland Office of Fair Trading) (all management committee members must sign).

For trustees of a trust:

Note – trustees of a trust MUST apply in person at a transport and motoring customer service centre.

  • a copy of the Deed of Trust document which outlines the trustee’s powers and lists all involved parties (all trustees must sign).

For a foreign corporation, you will also need to provide:

Note – you may apply online if the foreign corporation has a valid TMR CRN and ACN and all directors have a valid TMR CRN. If the corporation or any directors do not have a CRN you will need to apply in person at a transport and motoring customer service centre.

  • A valid TMR CRN for the corporation and each director of the corporation
  • A certificate of incorporation or registration issued by an authority of the foreign country equivalent to ASIC
  • A current company extract listing the directors of the company issued by an authority of the foreign country equivalent to ASIC
  • Details of the corporation’s structure
  • Form F5196 Booking Entity Authorisation – Local Nominee Consent to nominate your local nominee (must live in Australia)
  • Form F5197 Booking Entity Authorisation – Associated Person's Statement signed by all associated persons of the corporation.

For a foreign individual, you will also need to provide:

  • Form F5196 to nominate your local nominee (must live in Australia).
  • Form F5197 if your proposed local nominee is a corporation.

Updating details after you receive your BEA

If your contact details have changed you can:

If your fleet size increases or decreases and results in a fee category change, complete Form F5205 .

Application fees

The annual fee for a BEA is based on fleet size:

  • 1-5 vehicles = $264.55
  • 6-20 vehicles = $740.80
  • 21-50 vehicles = $2,116.55
  • more than 50 vehicles = $5,291.45.

A criminal history check fee of $44.90 is payable for each person on the BEA application, for example, individual, directors and/or local nominee. If a person holds a current Driver Authorisation , the criminal check history fee will be waived.

Fees must be paid in full at the time of application. Fees are subject to change. The fee schedule includes all associated fees. 

$80 of your annual fee will be non-refundable if you withdraw your application, or your application is unsuccessful.

Data and reporting

All authorised booking entities and taxi operators are required to keep and report regular data to the Department of Transport and Main Roads.

There are 2 types of requirements:

  • Data to keep - data that must be kept for 2 years
  • Data to report - key data must be reported regularly to TMR, and other data to be provided upon request.

More information on the requirements.

Fines and sanctions

If a person or entity provides a booking service without a BEA, penalties of up to 160 penalty units ($21,352) for a first offence may apply. Penalties then increase for second, third and later offences.

Fines and sanctions will also apply to booking entities if they provide ride-booking jobs to drivers in vehicles without a BHSL. You can be fined up to 160 penalty units ($21,352) for the first offence, 320 penalty units ($42,704) for a second offence, and 2,400 penalty units ($320,280) for the third or subsequent offence.

Last updated
01 July 2019