A beginner's guide to Travel for higher education
What is Uber?
Uber is a platform that connects riders to drivers through a simple, user-friendly mobile application. Whether it's a ride to the airport, conference travel or transport during your next research trip, Uber provides a flexible and stress-free solution.
What is Travel?
Uber’s Travel tool enables higher education institutions to subsidise Uber rides for their employees, streamlining the expense process.
Once you join your institution's travel programme, a business profile will be added to your Uber account. You'll be able to easily toggle between your business and personal profiles, making it easy to pay for rides and meals while travelling.
Getting started
Download the Uber app and set up your account
You will need the Uber app and an Uber account to take part in your institution’s travel programme. If you do not already have an Uber account, follow these steps to get started.
- Go to the App Store or Google Play on your smartphone
- Download the Uber app
- Create your Uber account by providing the necessary details and following the app prompts
- Set a strong password
- Link a payment method when required
Note: If you already have an Uber rider account, you do not need to create a new one with your institutional email address. Your business profile will be linked to your existing personal Uber account. For more information about account creation, go here.
Joining via invitation
When your organization adds you to the program, you’ll receive an email from Uber to join your school’s business account. Accept the invitation to activate your account and start using the school’s travel program for rides and meals.
- Don't forward invites: Invitation links are personalised to your email address. Forwarding emails or sharing links with other employees won't allow them to join the company programme.
- Sign in to your existing account: If you already use Uber, you should sign in to the app with your personal account credentials. Do not create a new account if you already have an existing one.
Once you've accepted the invitation and signed in, your business profile will appear under the Payment section of your Wallet.
Joining via QR code
You may receive a QR code via your school email or find it on the institution's travel website.
To join via QR code:
- Scan the QR code with your mobile device or smartphone
- Follow the prompts and enter your information
- Sign in to your existing personal Uber account
- You’re all set!
Joining via search
Your institution's travel programme may be searchable in the Uber app.
To enroll in your school’s travel program via search, follow these steps:
- Open the Uber app and select Account in the bottom-right corner.
- Choose Wallet.
- Scroll down to Ride Profiles and select Add another business profile.
- Choose Get started. When prompted, enter your institutional email address.
- You'll then need to verify your account to continue. Follow the prompts to do so.
- Once verified, you'll be able to select your school and choose Join Now.
Joining via PIN code
Your institution may also provide a pin code that you can manually enter to join the program in the Uber app.
- Open the Uber app and select Account in the bottom-right corner.
- Choose Wallet.
- Scroll down to Ride Profiles and select Add another business profile.
- Choose I have a PIN code.
- Enter the 8-digit Company Code and select Next.
- Enter your institutional email address and select Next.
- You'll then need to verify your account to continue. Follow the prompts to do so.
- Once verified, you'll be able to select your school and choose Join Now.
Add a delegate to manage your business rides for you
Uber now lets you select a delegate to request rides on your behalf while travelling. To set this up:
- Open the Uber app and select Account in the bottom-right corner.
- Choose Wallet.
- Scroll down to Ride Profiles and select your institution's business profile.
- Select Add a delegate.
- When prompted, enter your desired delegate's phone number. To select them from your contacts, select Choose from device contacts.
The person you choose will then receive an email invitation. Once they accept, they can request business rides for you using their Uber account via app or web browser.
Adding yourself as a delegate
If you need to manage travel and request rides for others in your department, you may request to become their delegate.
To get started, follow these steps:
- Open the Uber app and select Account in the bottom-right corner.
- Choose Wallet.
- Scroll down to Ride Profiles and select Manage business rides for others.
- Choose Get started.
- You can request delegate access for a rider by entering their institutional email or mobile number, when prompted. Additionally, you can generate a QR code for them to scan.
- Once your request is accepted, you'll be able to request rides for them using their business profile.
Using your business profile
To apply your employee travel benefit to an Uber ride, follow the steps below.
- Open the Uber app and enter your destination address in the "Where to?" field.
- Review your pick-up and drop-off locations to make sure they're correct.
- Ensure you are toggled to your business profile.
- Select Choose to confirm your ride option.
- Select Confirm pick-up to confirm your pick-up location.
Waiting for your driver
While your driver is on the way, follow these best practices:
- Use the Uber app to track the vehicle's arrival.
- When your driver is a few minutes away, head to your pick-up location.
- Once your vehicle has arrived, check your ride before getting in: confirm that the licence plate number displayed in your app matches the actual vehicle. Drivers will often also ask your name before starting the trip.
- You can also enable PIN verification in the account settings of the app.
- Enjoy your trip. Once your trip ends, you won't need to worry about payment since your payment method is already linked to your Uber account. Please remember to rate your trip.
- Let us know how your trip went by rating it. You can also give your driver a compliment or add a tip in the app. Tipping is not required. Your institution may allow tipping up to 20%. Please check with your institution's travel department to confirm.
Getting help with a trip
We’re here for you. If you experience anything unexpected during your trip, please use the Help feature within the Uber app.
How to access the Help feature:
- Open the Uber app and select Activity at the bottom of the screen
- Select the trip where you experienced an issue
- Scroll down to the Help section to access a range of support options
- Select one of the Help options
- Chat with a Support agent to get help
Switching your payment method after the trip is complete
- You may find yourself in need of switching your payment method after the trip is complete. A rider can request to switch the payment method for a completed trip up to 30 days after the trip date, in most cases. For business profile trips, the request window is 60 days.
Frequently asked questions
I didn't receive an email to activate my Uber for Business account; what's next?
If you didn't receive an email to activate your Uber for Business account, we weren't able to find an Uber for Business account that matches your work email address. You can still set up a business profile to separate work rides and meals from personal and enjoy easier expenses.
- Select a payment method for your business account
- Select how frequently you'd like to receive travel reports
- Link an expense provider for simplified reporting
- All set!
How do I turn on weekly or monthly travel reports?
- Select Payment from your app menu and scroll down to Ride Profiles
- Choose Business Profiles to be taken to your preferences
- Select Travel Report to turn on weekly or monthly travel reports
How do I edit my Business profile settings?
- Select Account from the bottom navigation in your app and select Wallet.
- Choose Rides Profiles and select your business profiles to be taken to your settings.
- Select Default Payment to update your payment method, choose Travel Report to turn on weekly or monthly travel reports and choose Expense Provider to update your expense provider.
Who are your expense provider partners?
We work with Certify, Chrome River, Concur, Coupa, Expensify and much more. See all expense providers here.
Do I need to tip my driver?
Tipping is optional, but highly encouraged with auto-tipping enabled.
How do I get the Uber One 12-month trial?
- Check if your organisation has an Uber for Business account.
- If yes, link to your company's account to create a business profile.
- Once you link your account, you'll see the option to claim 12 months free of Uber One membership.
Can I use Uber if I have an assistance animal?
Yes, assistance animals may travel with their owner on any Uber trip. State and federal law prohibit drivers using the Uber platform from denying service to riders with assistance animals because of the assistance animals, and from otherwise discriminating against riders with assistance animals. As explained in Uber’s Community Guidelines and Service Animal Policy, drivers who engage in discriminatory conduct in violation of this legal obligation will lose their ability to use the Driver app.
If you’re refused a ride because of a service animal, there are several ways to report a service animal denial complaint.
How can I retrieve an item I’ve lost?
For the best chance of retrieving a lost item, we recommend using the Help feature in the Uber app to contact your driver directly. If you’ve lost your phone and can’t do that, please refer to this resource for assistance with recovering your item.
What can I do if I’m involved in a safety-related incident?
Uber offers an in-app Safety Toolkit. Open the blue badge in the bottom right corner while you’re on your trip. Within this toolkit, you can call local emergency services directly from the Uber app. Watch this video to learn more.
To report a serious incident involving a driver or vehicle, please refer to this resource.