Roll in gold with Uber expense reimbursement
5.2 billion. That's how many rides Uber took in 63 countries in 2018. The company, which has become a truly global organization, is now established in the daily lives of many people.
A new habit that companies wishing to optimize their business expense reimbursement management need to take into account. Indeed, expense claims are fairly simple to manage when it comes to air or rail travel, since the invoice and/or ticket are automatically retrieved.
This is less the case for cab or Uber journeys. Invoices are not automatic for Uber journeys, but they are nonetheless essential for reimbursing expenses.
Follow our steps and tips to efficiently process your Uber invoice as an expense report !
What is an Uber expense claim?
Business travel expense report: definition
An expense report is a form, dematerialized or not, that enables employees to claim reimbursement of their business expenses. When they incur expenses in the course of their professional activity, these are reimbursed by the company.
In this way, business travel expense claims cover expenses relating to travel, journeys, trips and the like. These may include :
- bicycle journeys
- air travel,
- train journeys,
- car journeys, etc.
An Uber expense claim is therefore a request for reimbursement of expenses related to Uber business trips by employees.
The difference between a cab invoice and an uber invoice
Expense management for cabs is more complex than for other means of travel. Unlike plane or train tickets, the cost of a cab journey is not clearly defined or verifiable.
Uber is easier in this respect. The duration and route of the trip are pre-calculated and defined by the application. All the driver has to do is follow the GPS. What's more, most journeys are paid for by credit card, which leaves a record of the amount billed.
💡 However, since the decree of September 10, 2010, it has become compulsory for cab drivers to issue an invoice for any journey costing at least €25. For journeys costing less than this, the driver must request an invoice himself.
👉 So remember to tell your employees, in your expense report policy, to ask the driver for an invoice at the end of journeys costing less than €25. Because we can't stress this enough: an expense claim cannot be reimbursed without a valid receipt!
How do I get an Uber invoice?
Get your Uber invoice by e-mail
At the end of an Uber trip, the Uber VTC service automatically sends an invoice in PDF format to the e-mail address associated with the passenger's Uber account. In this e-mail, you'll find several essential pieces of information:
- your driver's first and last name,
- route taken,
- fare amount,
- geographical map with route, duration, departure time and arrival time
Get the uber invoice via the app or website
If the invoice has not been sent to the customer's e-mail address, there is a very simple way to access it. Here's how to download an uber invoice:
- Select "Your rides" from the application menu
- Select the trip in question
- Click on "View details
- Click on "Download invoice" to receive it in PDF format
☝️Pour For more information, please visit riders.uber.com
How do I process an uber expense report?
In the case of a simple trip
Before processing an Uber expense claim, we need to define what we mean by a "simple trip". A simple trip is a direct journey, such as getting from point A to point B without using several types of transport.
For a single trip, use account 6251 "Travel".
In the case of a long trip
A long trip includes the use of other modes of transport, such as a train or plane, but also other types of business expenses:
- meal expenses,
- accommodation,
- mission expenses, etc.
For long-distance travel, use account 6256 "Missions".
Uber offers and subscriptions for professionals
Business" offer for business travel
To facilitate expense management, Uber offers a "Business" package dedicated to companies whose employees use its services on a regular basis.
The offer offers many advantages for managers and employees alike, including 3 main ones:
- access to the platform from anywhere in the world, so employees can travel for business with peace of mind;
- lower costs thanks to customized programs tailored to your budget;
- data interconnection for companies equipped with an expense management solution.
Uber eats Pro" offer for meal services
Uber offers its customers two services: travel and meal delivery. Business meal expenses can also be processed as part of an expense claim.
Uber therefore offers a "Pro" package for customers and companies using their catering services.
Business expense management software and Uber expense reports
Equipping your business with expense management software is a real performance booster. A management solution can give you a number of advantages:
- all your expense reports are digitized,
- all data relating to your employees' business expenses is centralized,
- improved accounting management,
- you can connect your expense report software to the Uber application to manage all your Uber rides automatically and quickly.
Article translated from French