Roll in gold with reimbursement of your Uber expenses
5.2 billion. That's the number of journeys made by Uber in 2018 in 63 countries. The company, which has become a truly global organisation, is now part of many people's daily lives.
This is a new habit that companies wishing to optimise their management of business expense reimbursements need to take into account. 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 taxi or Uber journeys. Invoices are not automatic for Uber journeys, but they are nonetheless essential for reimbursing expenses.
Follow our steps and tips for processing your Uber invoice as an expense claim !
What is an Uber expense claim?
Business travel expense claim: definition
An expense claim is a form, electronic or otherwise, that employees can use to claim reimbursement of their business expenses. When employees incur expenses in the course of their work, these are reimbursed by the company.
Business travel expense claims cover expenses relating to travel, journeys and the like. These may include :
- journeys by bicycle
- air travel
- train journeys
- car journeys, etc.
An Uber expense claim is therefore a request for reimbursement of expenses relating to employees' Uber business trips.
The difference between a taxi invoice and an uber invoice
Managing taxi bills is more complex than for other means of travel. Unlike plane or train tickets, the cost of a taxi journey is not clearly defined or verifiable.
Uber is easier in this respect. The duration and route of the journey are calculated in advance 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 10 September 2010, it has become compulsory for taxi drivers to issue a bill for any journey costing at least €25. For journeys costing less than this, the driver must ask for a bill himself.
👉 So remember to tell your employees, in your expenses 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 email
At the end of an Uber journey, 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 will find a number of essential pieces of information:
- your driver's first name and surname
- journey made
- amount of the journey,
- geographical map with route, duration, departure time and arrival time
Obtain the uber invoice via the application or website
If the invoice has not been sent to the customer's email address, there is a very simple way to access it. Here are the steps to follow to download an uber invoice:
- Select "Your journeys" from the application menu
- Choose the journey 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 claim?
In the case of a simple journey
Before you can process an Uber expense claim, you need to define what is meant by a "single journey". A simple journey is a direct trip, for example getting from point A to point B without using several types of transport.
In the case of a single journey, use account 6251 "Travel and journeys".
In the case of a long journey
A long journey includes the use of other modes of transport such as a train or plane, but also other types of business expenses:
- meal expenses
- accommodation costs
- mission expenses, etc.
If it is a long journey, use account 6256 "Missions".
Uber offers and subscriptions for professionals
Business" offer for business trips
In order to facilitate the management of expense accounts, 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 personalised programmes 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 expense claim reimbursements.
Uber therefore offers a "Pro" package for customers and companies using its catering services.
Business expense management software and Uber expense claims
Equipping yourself with expense management software is a real performance booster for businesses. A management solution can give you a number of advantages:
- All your expense reports are digitised,
- all data relating to your employees' business expenses is centralised,
- improved accounting management,
- you can connect your expense report software to the Uber application to manage all your Uber journeys automatically and quickly.
Article translated from French