How to use RUC Collect

RUC Collect enables you to simply and easily claim back and refund your off-road RUC travel.  

Follow steps 1 - 8 below to set up RUC Collect, and steps 9 - 19 to claim back your off-road road user charges through RUC Collect.

How to set up the ticket

Step 1

Before using RUC Collect, please ensure the asset you wish to claim off-road RUCs on has had the odometer or hubodometer correctly set up in the compliance portal. This reading must be accurate, so double check the reading is correct. 

If the reading needs to be updated, this can be done by double clicking on the odometer/hubodometer value in the compliance table, to open the box below. Next enter the correct odometer or hubodometer reading and the date the reading was taken, then press the blue SAVE button to update the reading.

Step 2

Next, from the side menu select Fleet Management, then RUC Collect. 

Step 3

On the RUC Collect page, open the first tab Licence Tickets.

Step 4

In Asset search, select the asset the RUC ticket relates to. 

Step 5

In RUC Licence No. enter the ticket number of the RUC Licence. 

Step 6

In Start Date, enter in the date the ticket started.
Note: The date you enter in Start Date needs to be a date from before you started the ticket kilometres to ensure all the relevant kilometres are counted. 

Step 7

In From Hubodometer and To Hubodometer enter in the kilometres on the RUC ticket. 

Step 8

Press the blue Submit button to submit this data to the Reconcile licences tab.

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How to claim a ticket

Step 9

Open the Reconcile Licences tab.

Step 10

In Asset search, select the asset the licence relates to. In the next boxes, the Start Date and End Date should be auto-filled from the previous Licence Tickets tab. 

Step 11

The table on the Reconcile Licences page shows all the valid trips, the distance of these trips, the licence number, and whether this has previously been claimed. If there is a green tick in the previously claimed box, this means it has already been claimed. 

 

Step 12

When a ticket is unclaimed, it will not have a green tick. Double check the new trips are valid off- road trips. By default, all trips are selected as valid trips. If you find a trip is not legible for claim back, slide the blue toggle off, so it appears grey. 

Step 13

Click the blue Create Claim button.

Step 14

Open the Claim Licences tab.

Step 15

In the Off Road Customer Number box, enter your NZTA Off Road Customer number. If this is your first time claiming licences, leave this blank.

Step 16

In the Select Reason Code box, select the reason that relates to the industry you are in.

Step 17

In the Description box, enter a description for why you are claiming this. eg) working in the middle of a forest

Step 18

Read the Claimable Asset information, then tick the I Understand check box.

Step 19

Click the blue Claim Selected Licences button to generate a PDF form, auto-filled with the claim information. Complete the rest of the form, then return it to the NZTA to be considered for off-road claim back.