Ground Transportation

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Ground Transportation

Travellers must exercise practical judgment when deciding on transport that best suits their circumstances, considering cost effectiveness, risk and effective use of time.

Travellers are authorised to use the following modes of ground transport, in addition to public transport, i.e. buses and trains:

Rental Cars, University and Private Vehicles

Rental cars and airport car parking is allowed if it is cost effective when compared with estimated taxi costs.
Airport valet parking is not permitted.
University and Private Vehicles are allowed refer to the 'Vehicles - University and Private Vehicles used for University Business Policy'.
It is the responsibility of University Travellers to make themselves aware of local laws/regulations when hiring vehicles and to have the appropriate and current driver’s licence when operating a vehicle.
ECU will not be responsible for any fines incurred by University Travellers, e.g. speeding fines.

Taxis

The preferred method of payment for taxi expenses incurred for University-related business is via University credit card. When this is not available, travellers may be reimbursed for authorised travel in accordance with financial delegations.

Cabcharge Digital Passes are an alternative method of payment for taxis within Australia, but must only be utilised for University related business and NOT for entertainment purposes due to FBT implications.

Cabcharge

The University has a single account with Cabcharge that is managed by the Finance and Business Service Centre (FBSC).
Approved ‘Responsible Officers’ can manage and issue Cabcharge Digital Passes to travellers on behalf of their business unit via 'Cabcharge Plus', a platform for tracking, controlling and managing ECU’s taxi travel expenditure.
All requests for access to Cabcharge Plus are to be made via the 'Application for Access to ECU’s Cabcharge Account' in the FBSC Forms Kiosk, with approval to be provided by the relevant financial delegate.
For more information please refer to the ‘Cabcharge Plus Responsible Officers Guide'.

Uber

ECU travellers are permitted to use Uber for business related travel with the preferred method of payment being via ECU's Uber for Business Account. The ECU Uber for Business Account allows approved travellers to charge their business travel directly to ECU. The University receives a monthly invoice of the charges and an itemised list of the users and journey details.

Uber for Business

All requests for access to the ECU Uber for Business Account are to be made via the 'ECU Uber for Business Account Request Form' in the FBSC Forms Kiosk with approval to be provided by the relevant Line Manager. Please note:
- In order to have access to the ECU Business Account you MUST first have a personal Uber account.
- Each time you take a trip using ECU's Business Account, you will need to enter a 'reason for travel', this should include a TAS number (if available/applicable).
Once approved, ECU travellers will be provided with access to ECU's business profile within the standard Uber App and travellers must select the ECU Business Profile when travelling on approved University business. The cost of the travel will be charged back to ECU with no need to present a credit card or collect a receipt.
For more information refer to the 'Uber for Business - Employee Guide and FAQ's'.

Uber Central

Uber Central is an additional service available to Schools and Centres which allows nominated ECU Operators to request, manage and pay for Uber rides for clients, guests, students etc.
Operators can request a ride for anyone so the traveller doesn't have to have the Uber App or be an Uber user.
Rides are requested through a central dashboard and are charged to the ECU Uber for Business Account, so no need to provide credit card details or collect receipts.
All requests for access to Uber Central are to be made via the 'Request for Access to Uber Central Form' in the FBSC Forms Kiosk with approval to be provided by the relevant Line Manager.
Please note: For authentication of an Uber Central account, ECU Operators MUST have a personal Uber account AND access to a mobile phone.
For more information refer to the 'Uber Central - Operator's Guide and FAQ's'.

Uber Vouchers

Uber Vouchers are an additional service available to Schools and Centres which allows nominated ECU Operators to manage and create vouchers to cover the cost of future Uber rides for clients, guests, students etc in situations where the pick-up/drop-off location or exact date and time of the ride is unknown.
Vouchers are created through a central dashboard and are charged to the ECU Uber for Business Account once a recipient redeems the voucher and applies it toward a ride that meets the requirements originally set for the voucher. Therefore there is no need to provide credit card details or collect receipts.
All requests for access to Uber Vouchers are to be made via the 'Request for Access to Uber Vouchers’ in the FBSC Forms Kiosk with approval to be provided by the relevant Line Manager.
ECU Operators MUST ensure they follow ECU's Conditions of Use when distributing vouchers to recipients. These conditions are available in the Uber Vouchers - Operator's Guide and FAQ's. Recipients must be provided with instructions to ensure they have a clear understanding of the terms, conditions and restrictions around the use of any vouchers provided to them.
Please note: For authentication of an Uber Voucher account, ECU Operators MUST have a personal Uber account AND access to a mobile phone.
For more information refer to the 'Uber Vouchers - Operator's Guide and FAQ's'.

Issues or Questions?

Please contact travelrequests@ecu.edu.au for all ground transportation and travel related matters.

Related Information

ECU staff should follow the established policies, guidelines and procedures associated with travel on behalf of the University and should refer to the following pages for up-to-date information regarding:

Finance and Business Services