Step 4 using the quarterly reporting form

Start and end dates in the Affiliated Drivers and Available Vehicles worksheets 

There can be some confusion around start and end dates.

The Affiliated Drivers worksheet includes columns for 'start date of affiliation' and ‘end date of affiliation’. 

The Available Vehicles worksheet includes columns for 'start date of availability' and ‘end date of availability’.

These dates are not the start and end dates of the reporting period

The start date is the date the driver or vehicle first became affiliated with your business. In most cases, this will have happened before the reporting period start date. The start date should not change across reporting periods.

You don't need to include an end date in the column if a driver or vehicle:

• has been affiliated or available throughout the reporting period, or
• is affiliated or available on an ongoing basis

You only need to include an end date if the driver or vehicle stops being affiliated during the reporting period.     

Service licence number in the Available Vehicles worksheet

You need to include the service licence number for each vehicle in the Available Vehicles worksheet. 

The licence number is different to the vehicle registration number. You can find it on the Taxi Service Licence, Limousine Licence or Booked Hire Service Licence (BHSL) for the vehicle. 

For substitute taxis (which do not have licence numbers), put ‘substitute taxi’ in the service licence column.

Operators of taxi services and booked hire services need to give drivers a written notice containing key information about the licence for the vehicle. This includes details of the vehicle and any conditions of the licence. For a taxi service licence, this must include the taxi service area for the licence. Taxi drivers are usually provided with a copy of the licence annexures B and C, both of which have the taxi service licence number at the top.

What if I got a new Booked Hired Service Licence (BHSL)?

When a BHSL for a vehicle expires and a new BHSL is issued, the new BHSL will have a different number. 

When a vehicle gets a new BHSL during a reporting period, the new BHSL number is the one that must be reported. You must also include the registration number for the vehicle and the original start date of its availability as a booked hire vehicle, which will not change because you have been issued with a new BHSL. 

You don't need to include the old BHSL number, and the start date of availability does not need to change. For example, a vehicle with registration number ABC 123 with BHSL number 12345678910 has been affiliated with a BEA since 25 October 2018. It gets a new BHSL on 24 October 2019 with number 01987654321 and continues to be affiliated with the BEA. The entry on the BEA data report for the October to December 2019 quarter would look like this:

How to fill out the Areas Where Trips Are Provided worksheet

Each quarter, BEA holders must report the taxi service areas where the trips they arrange are provided. This includes BEA holders that take bookings for taxis, limousines and booked hire service vehicles.

When reporting where trips start, you must include the:

• region, and 
• taxi service area

For example, if you select the South East Queensland region, you must also select Brisbane, or another relevant taxi service area.

If you select a region only, you will get an error message and you won't be able to e-mail your report to TMR (see Missing information error — ‘These fields have not been entered’ in the common error messages  section above).

To help with your reporting, you can access maps of taxi service areas showing the formal boundary of each taxi service area and download a list of the suburbs in each taxi service area.

What is wait time and how do I report it?

All BEA holders need to report summary information about the wait times for the booked hire trips they've arranged. This includes BEA holders that take bookings for taxis, limousines and booked hire service vehicles.

Wait time is the time a passenger waits for a pre-booked vehicle to arrive.

If a passenger makes a booking for an immediate pickup, the wait time is the time between the booking being made and the trip starting. 

If a booking is made in advance for a car to arrive at a specified time and date, the wait time is the difference between the booked time and the time the car arrives.

Where limousines are booked to arrive at a specified time and they arrive before this time, the wait time for the trip is zero.

If a limousine arrives for an airport pickup before the time it is booked to arrive, and the passenger’s plane is delayed, the wait time for the trip is zero. 

Wait times for trips for passengers using wheelchair and Taxi Subsidy Scheme (TSS) members

If you arrange bookings for services provided using a taxi, you also need to report information about the wait times for trips provided to passengers using a wheelchair and members of the TSS.

If you don't arrange trips in taxis, leave this worksheet blank. Do not fill in it in with zeros. The template has been set up so you can e-mail it to TMR without worksheet 5 being completed.

Go to Step 5