Uber Policy

Uber policies control ride-sharing options and spending limits for ground transportation. These policies integrate with travel invitations to automatically generate vouchers with appropriate time, location, and spending restrictions.

Ride Types

Specify which Uber services travelers can book based on their needs and your organization’s cost guidelines.

Economy

Standard services that provide cost-effective transportation for most business travel needs.

Includes:

• UberX - Everyday rides for up to 4 passengers
• UberXL - Larger vehicles for up to 6 passengers or extra luggage

Best For:

• Standard business travel
• Airport transportation
• Local meetings and events
• Cost-conscious policies

Typical Costs:

• Most affordable option
• Good for budget-focused travel policies
• Available in most markets

Premium

Higher-end services that provide enhanced comfort and a professional appearance for executive travel or client meetings.

Includes:

• Uber Black - Professional drivers with luxury vehicles
• Uber Black SUV - Premium SUVs for larger groups or extra luggage

Best For:

• Executive travel
• Client meetings and entertainment
• Important business occasions
• When professional appearance matters

Typical Costs:

• 2-3x more expensive than Economy
• Consistent service quality
• Professional driver standards

Shared Rides

Cost-saving options that share rides with other passengers.

Includes:

• Uber Pool - Shared rides with other passengers (where available)

Best For:

• Very cost-conscious policies
• Solo travelers without time constraints
• Environmental sustainability goals
• Non-confidential travel

Considerations:

• Longer travel times due to multiple stops
• Less privacy for business conversations
• Limited availability in some markets
• Potential scheduling unpredictability

Approved Locations

Define where travelers can take rides to ensure appropriate use of company transportation benefits while controlling scope and costs.

Voucher Limits

Control spending on rides to maintain budget discipline while providing necessary flexibility.

Unlimited

No spending restrictions on individual rides or daily totals.

Best For:

• Executive travel
• High-cost destinations
• Flexible travel policies
• When convenience outweighs cost control

Considerations:

• Requires strong policy compliance culture
• May need expense report justification
• Suitable for trusted travelers
• Monitor usage patterns for abuse

Max Per Ride

Set a dollar limit for individual rides to control expensive choices.

Best For:

• Predictable local transportation
• Standard business travel
• Cost control with flexibility
• Markets with consistent pricing

Typical Limits:

• $25-50 for local city rides
• $75-100 for airport transfers
• $15-25 for short distances
• Higher limits for expensive cities

Considerations:

• Should account for surge pricing
• Consider how long-distance rides will be handled

Max Per Day

Set a daily spending limit across all rides to control total transportation costs while allowing flexibility in individual ride choices.

Best For:

• Multi-location business days
• Flexible itineraries
• Cost control with usage freedom
• Travelers with varying daily needs

Typical Limits:

• $100-150 for standard business travel
• $200-300 for executive travel
• $50-75 for local/regional travel
• Higher limits for expensive cities

Considerations:

• Allows optimization across multiple rides
• May require planning for high-transportation days
• Should account for arrival/departure day needs
• Provides predictable daily costs

Time Restrictions

Uber vouchers are automatically time-restricted based on travel invitation details to ensure appropriate use and prevent misuse.

Configuration Examples

Standard Employee Policy

Executive Policy

Budget Policy

Best Practices

Policy Design

1. Research Local Markets - Understand typical ride costs in key destinations
2. Account for Surge Pricing - Set limits that accommodate peak pricing
3. Consider Trip Patterns - Analyze common routes and transportation needs
4. Test with Travelers - Validate policies with actual booking scenarios

Cost Control

1. Monitor Usage Patterns - Track spending and utilization regularly
2. Set Appropriate Limits - Balance cost control with traveler needs
3. Review Market Changes - Update limits as ride pricing evolves
4. Identify Optimization Opportunities - Look for cost-saving alternatives

Traveler Experience

1. Provide Clear Guidelines - Ensure travelers understand policy scope
2. Plan for Exceptions - Have processes for legitimate overages
3. Consider Local Alternatives - Account for markets with limited Uber availability
4. Maintain Flexibility - Allow coordinator overrides for special circumstances

Integration

1. Align with Expense Policies - Ensure consistent ground transportation rules
2. Coordinate with Travel Approval - Integrate Uber policies with overall travel approval
3. Track for Reconciliation - Ensure voucher usage appears in expense reporting
4. Monitor Compliance - Regular audits of voucher usage patterns

Related Features

• Expense Policies - Align ground transportation expense rules
• Policy Selection Rules - Apply different Uber policies by traveler type
• Custom Fields - Create conditional logic for different travel scenarios
• Travel Approval Workflows - Integrate Uber policy with overall travel approval