Managing expense codes

For help with managing expense codes for employee travel and meal programs, see the sections below.

Requiring expense codes

You can require employees to enter an expense code when they request a ride or place an order on the company profile.

To require expense codes:

1. Sign in to business.uber.com
2. From Programs on the left, select the program you want to require expense codes for, or create a new program.
3. Under Rules, click Expense code
4. Select the Expense Code Required option
5. Select whether people need to choose from existing codes already uploaded, or enter a custom code
6. Click Save

If you upload expense codes (see section below), employees will be able to choose a code from the list you upload. Uploading expense codes will also give you the option to allow employees to enter a custom expense code and include a memo when requesting a ride or placing an order.

To allow custom expense codes and memos:

1. Sign in to business.uber.com
2. From Programs on the left, select the program you want to allow custom codes or memos for, or create a new program
3. Under Rules, click Expense code
4. Toggle the Custom Code switch on
5. To require memos, select Yes, include a memo

If you don’t upload expense codes, employees will be able to manually enter a code.

For coordinators

Sign in to central.uber.com or health.uber.com to request a ride for someone.

Your Uber Program Administrator may require an expense code or memo for each trip you book based on your organization’s settings.

Uploading expense codes

You can upload a spreadsheet of expense codes to your business account and require users (see section above) to pick one when requesting a ride or placing an order on the company profile.

To ensure your spreadsheet is in the correct format, download an [example CSV template(https://business.uber.com/dashboard/static/9eed2f5d2308f112.csv) to work from.

To upload expense codes:

1. Sign in to business.uber.com
2. Click the profile icon in the top right and select Settings
3. Go to the Billing tab
4. Scroll down to Manage Expense Codes
5. Click the Upload CSV button.

Automating expense code updates

You can set up SFTP data automation to automatically pull new expense codes from an enterprise software system (such as Oracle or Elite) instead of manually making changes.

To set up data automation:

1. Sign in to business.uber.com.
2. Click the profile icon in the top right and select Settings.
3. Go to Integrations.
4. Follow instructions in the “SFTP Setup” pop-up. Click get started to see detailed steps to send your IT team.
5. Click Save.

If someone on your IT team is setting up data automation, they’ll need temporary admin access to complete this process.