ACU has recently completed a review aimed at streamlining and improving its work-related ground transportation options (both domestic and international). This review looked at such aspects as:
Staff convenience, experience and safety;
Potential efficiencies and transparency for the University; and
Ease and speed of administration
We are pleased to announce that UBER will become the preferred ground transportation provider for ACU, in circumstances where public transport is not practical.
What is UBER?
UBER is a simple to use global transportation service that matches drivers and riders via its smartphone application.
What is UBER for Business?
UBER for Business offers all the features of the standard UBER transportation service, with work-related UBER trips being cashless, cardless and charged directly back to ACU.
Staff approved to use UBER for Business will be required to first setup a personal Uber account before they can be added to the system. To book an UBER for a work-related trip once active on ACU’s account, you simply tap on your Personal Profile and switch to your ACU Business Profile on your phone UBERApp. The cost of the trip is charged directly back to ACU and your trip receipt sent to your work email, so you won’t need to:
Collect a receipt
Use a credit card or
Deal with matching up expense items against reports
CORRECT PROJECT CODE
Your ACU Uber for Business account will be linked to your primary default code (entity-project code-source of funds) and this code will automatically be applied to each trip you make.
It is therefore very important that if you need to charge an alternative code that you know the correct account string (entity-project code-source of funds) for your trip, so the correct code is charged. The app requires you to select ‘yes’ or ‘no’ as to whether you are travelling on your primary default account string. Should you select ‘no’, you will be prompted to note the entity-project code-source of funds for the current trip, in the free text field on your Uber app.
Please bear in mind that staff using ACU’s Uber for Business need to:
Use Uber for Business for appropriate business purposes only
Ensure there are no cheaper and practical alternative ground transportation options
Be responsible for ensuring that Uber is legal in the country they are travelling in
Be mindful of travelling at times when pricing surges and surcharges apply, if their ride is not time-sensitive
Only use Uber X cars
REVIEW OF YOUR TRIP DETAILS
ACU will receive a monthly invoice of the charges and an itemised list of the users and journey details. When expensing trips through the ACU Uber for Business profile, the administrator will be able to see the date, time, location, fare price and car type and other data linked to the trip. They will not be able to see any information, data or payment details linked to your personal trips or your personal Uber app.
Should there be a question around the account string used, the car type, or the time, cost, suitability or location of the trip taken, you may be contacted by the administrator or your line manager, and may be requested to provide clarifying information about your trip. Where a trip is deemed to be private in nature, that is, not for business purposes, or if Uber for Business has been accidentally selected for personal travel, a staff member will be requested to move their trip to their personal profile.
ACU Rollout of UBER for Business
Stage One Staff who currently have an ACU corporate credit card will shortly be invited to join UBER for Business. Following this, remaining ACU staff will be advised as to the procedures for using UBER for Business.
Cabcharge e-tickets will still be available from Finance until 30 April 2018, while ACU transitions to UBER. They will no longer be given out by campus concierges after 6 April.
Need to travel infrequently and/or don’t want to join UBER? UBER Central, shortly to be rolled out, is a facility where UBER bookers can book rides for other people, such as:
Students and guests
Staff who are not on UBER
Adhoc/one-off staff users
A number of finance staff will initially be designated as UBER bookers. We will keep you posted with more details, including contact details of the UBER bookers, as this service is rolled out in the coming weeks. Please note that you will need to provide the UBER bookers with your name, your mobile number and correct account string (entity-project code-source of funds) for your trip, so the correct code is charged.
Uber Rollout Stage 1 - Invitation to current ACU corporate credit card holders
What you need to do to get started You will shortly receive an invitation to activate your Uber for Business profile, which will allow you to charge your work-related travel directly to ACU. This will be an email from Uber inviting you to link your Uber account with ACU.
Please follow the instructions below when you receive the email.
OPTION 1 – ALREADY HAVE AN UBER ACCOUNT?
Open the email on your mobile device where you have the Uber app installed and click ‘Accept Invitation’ in the email. It will automatically link your account to the company payment method. OR
You can also activate via a desktop computer by clicking the link and sign in using your personal account details, and the payment account will be linked to your existing account.
Do not create a new account unless you have never used Uber before.
OPTION 2 – DON’T HAVE AN UBER ACCOUNT? RECEIVE $20 OFF YOUR FIRST RIDE
If you don’t have an Uber account, click ‘Accept Invitation’ in the email, and then ‘Create an Account’.
You’ll be taken through the sign up steps and be able to download the app. You will need to use your personal credit card details to set up your personal account.
Please do not use your ACU corporate credit (purchase) card.
You will receive $20 off your first trip
(NB: personal or business – whichever is first) by inputting the promo code: U4B2018