7 Reasons Australian Fleets Could Be Missing Out on Fuel Tax Credits

No matter the size of your fleet, fuel remains one of the largest operating expenses for businesses across transport, construction, civil contracting, local government, agriculture and field services.

Our TS24 Telematics Survey found that 47% of fleet-based businesses identify fuel costs as their biggest business challenge.¹ As prices continue to fluctuate, improving efficiency is only part of the solution.

You may already claim Fuel Tax Credits (FTC), but the real challenge is ensuring claims are accurate, complete and fully supported by reliable records. Without detailed visibility into vehicle activity, off-road travel, idle and auxiliary equipment usage, you may be missing eligible claim opportunities.

Did You Know? Fuel Tax Credits can apply to more than just fuel used while driving. Depending on your operations, off-road activity, idle and auxiliary equipment usage may also contribute to FTC entitlement.

In this article, we'll explore seven reasons why fleets are turning to telematics-based Fuel Tax Credit management to improve visibility, simplify compliance and help ensure they're claiming what they're entitled to.

Reason #1: Visibility Beats Estimation

Many FTC processes still rely on manual calculations, spreadsheets or estimated percentages to determine eligible fuel use. While these methods may provide a starting point, they don't always reflect how vehicles and assets actually operate day-to-day. Without accurate activity data, it can be difficult to distinguish between on-road and off-road travel and idle, understand auxiliary equipment usage, or capture vehicle-specific operating patterns.

Teletrac Navman's FTC Manager uses high-definition GPS location data to provide detailed visibility into vehicle activity and fuel use for both on-road and off-road usage. By replacing estimation with actual operational data, you gain greater confidence in claim calculations, helping ensure eligible activity is accurately identified and supported by reliable records.

Reason #2: Small Claiming Errors Can Add Up Over Time

Fuel Tax Credit claims are rarely impacted by a single large mistake. More often, it's small inaccuracies that build over time. When vehicle activity usage isn't accurately captured, regardless of it being on-road, off-road, travel vs idle, and auxiliary equipment usage, you may unknowingly miss eligible claim opportunities across multiple claim periods.

By automating the tracking and apportionment process, FTC Manager helps to consistently capture eligible vehicle activity using actual operational data. This provides greater confidence that claims are based on accurate information rather than assumptions, estimates or manual calculations.

Reason #3: Every Vehicle Doesn't Operate the Same Way

No two vehicles operate in exactly the same way. A truck servicing infrastructure projects, for example, may spend significantly more time off-road or operating auxiliary equipment than a vehicle travelling predominantly on public roads. Applying broad assumptions across an entire fleet can make it difficult to accurately reflect how individual assets are being used.

FTC Manager provides vehicle-level reporting based on actual activity, helping businesses understand on-road and off-road usage for each asset and apportion accurately. This allows Fuel Tax Credit calculations to be supported by real operational data rather than fleet-wide averages, improving both accuracy and visibility.

Reason #4: Compliance Matters Just As Much As Maximisation

Fuel Tax Credits are about recovering eligible costs, maintaining accurate records and having confidence that claims are supported by a clear, consistent methodology. As reporting requirements continue to evolve, businesses need to balance claim accuracy with appropriate record keeping and compliance processes.

As the first GPS-based Fuel Tax Credits solution in Australia to receive both an ATO Product Ruling and Class Ruling, FTC Manager helps businesses support their claims with reliable data and documented reporting processes. This provides greater confidence that claims are not only accurate, but also backed by records that can stand up to scrutiny if required.

Reason #5: Auxiliary Equipment Can Create Additional Opportunities

When calculating Fuel Tax Credits, you may focus primarily on kilometres travelled. However, fuel used to operate auxiliary equipment such as refrigeration units, loading cranes and tipping or pumping equipment may also contribute to FTC entitlement, depending on how the equipment is used.

FTC Manager is designed to capture and report on auxiliary equipment usage alongside vehicle activity, providing businesses with the data needed to maximise FTC entitlement. By accounting for travel, idle and equipment operation, organisations can better understand their FTC position and support claims with greater accuracy.

Reason #6: Administration Shouldn't Consume Valuable Time

Finance teams, fleet managers, accountants, senior managers and back-office team members already have enough on their plate. Manual calculations, spreadsheets and record keeping can make Fuel Tax Credit claims a time-consuming process, while increasing the risk of inconsistencies and administrative errors. The greater the fleet size, the bigger and exponentially complex a task this becomes.

FTC Manager automates much of the reporting and claim preparation process using vehicle activity data, helping apportion for each vehicle and equipment in the fleet, reduce physical paperwork and simplify ongoing claim management. By replacing manual processes with automated reporting, businesses can spend less time compiling information and more time focusing on day-to-day operations.

Reason #7: Telematics Can Deliver Value Beyond Fuel Tax Credits

Many organisations first explore Fuel Tax Credit management as a way to improve claim accuracy and simplify reporting. What they often discover is that the same telematics data supporting FTC claims can also provide valuable insights into wider fleet operations.

As part of the broader Teletrac Navman connected fleet ecosystem, FTC Manager allows businesses to leverage the same vehicle and asset data used for Fuel Tax Credit reporting across a range of operational areas. By consolidating fleet data into a single platform, businesses can unlock value far beyond compliance and reporting, helping improve safety, productivity and overall operational performance. This provides a single source of truth of data and a single system that you manage your fleet from.

• Fleet visibility - Know where vehicles, assets and equipment are operating in real time.
• Vehicle utilisation - Better understand how often assets are being used and identify opportunities for improved productivity.
• Maintenance planning - Proactively schedule maintenance based on vehicle usage to help reduce downtime.
• Video telematics - Gain greater visibility into on-road events and support safer driving behaviours.
• Driver behaviour insights - Identify trends in fleet performance such as speeding, harsh driving and excessive idling.
• Driver coaching - Use actionable data to improve driver performance and promote a stronger safety culture.Fleet visibility - Know where vehicles, assets and equipment are operating in real time

While the benefits of improved FTC management are clear in theory, what do they look like in practice?

Real-World Outcomes: What Better Visibility Can Uncover

Goodsell Earthmoving, a Northern Queensland civil construction business, identified an opportunity to improve the way its Fuel Tax Credit claims were being managed. While reviewing its processes, the company recognised it may have been underclaiming fuel used during off-road activities and wanted a more accurate and efficient approach to calculating entitlements.

After implementing FTC Manager, they gained greater visibility into on-road and off-road fuel usage and uncovered more eligible activity than previously identified. The improved accuracy of its reporting supported higher claim values, reduced administrative effort and helped provide confidence that claims were backed by reliable operational data.

"The results have been quite substantial. We didn’t realise just how much off-road work we were doing and what we could claim back as FTC. Teletrac Navman and its FTC Manager solution work hand in hand as our proof that we’re doing everything properly and can claim at the higher rate when needed."

 – Joelene Gallagher, Administration Manager, Goodsell Earthmoving

Key outcomes included:

• Increased FTC Claims: Accurate tracking of off-road fuel usage led to higher claim values.
• Significant Refunds: A retrospective review resulted in a substantial refund for excise paid on fuel over the past four years.
• Streamlined Processes: Reduced paperwork and administrative time for FTC claims.

 

Whether you're making Fuel Tax Credit claims manually, relying on estimates, or simply unsure if you're capturing your full entitlement, the right data can make a significant difference. As Goodsell Earthmoving discovered, greater visibility into fleet activity can help uncover missed opportunities, streamline administration and provide greater confidence in every claim.

FTC is more than recovering eligible costs. It's about understanding how your vehicles and assets operate, supporting claims with reliable records, and ensuring your business has the information needed to claim with confidence. For organisations across transport, construction, agriculture, local government and field services, telematics can play an important role in improving both compliance and operational visibility.

Whether you're operating in transport, construction, civil contracting, agriculture, local government or field services, accurate operational data can play a critical role in supporting Fuel Tax Credit claims.

Not sure if you're capturing your full Fuel Tax Credit entitlement? Book a personalised FTC Manager demo to see how Teletrac Navman's integrated telematics and Fuel Tax Credit solution can help simplify reporting, improve visibility and support more accurate claims.

 

 

¹ TS24 Teletrac Navman Telematics Benchmark Survey Report https://www.teletracnavman.com.au/fleet-management-software/telematics/resources/ts24-telematics-survey