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.
Should you need to permanently change your default code please email email@example.com with your new default code string and reviewer.
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
Each staff member who has UBER for Business will need to provide a reviewer, this could be a manager or other nominated person to receive a weekly report directly from UBER detailing all the rides booked that week by the individual.
Please note that the reviewer may be required to:
Ask a staff traveller to provide clarifying or correcting information, such as Project Code. NB: This could potentially include requesting that a staff member put a trip back to their ‘personal’ Uber account if a personal trip has been accidentally selected for business travel.
Staff wishing to book for themselves only would request the option UBER Travel. Staff nominated to be an UBER Central Booker would select this option. This will enable the Central Booker to book for themselves, other staff or non ACU staff and students.
For all other staff travellers incurring a ground transportation expense, the staff reimbursement process Staff Reimbursement Form will need to be undertaken to be reimbursed for the expense incurred.