A cab receipt for office reimbursement needs to show enough detail for finance or HR to approve the claim without asking follow-up questions. Whether you travel by Uber, Ola, Rapido, or a local cab, the receipt format that works best for reimbursement always includes the same core fields: date, route, fare breakdown, GST split, and passenger details.
This guide covers what a proper cab bill for office reimbursement looks like, what GST format is required, how to handle claims for Uber and Ola trips specifically, and how to use the free cab receipt generator on BillOnline for travel expense documentation.
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Open Cab Receipt Generator →What a cab receipt for office reimbursement must show
Most Indian company expense policies require the following on a cab bill before they will approve the claim:
- Trip date and time
- Pickup location and drop location
- Distance in kilometres
- Fare breakdown: base fare, distance charges, waiting charges (if applicable), surge charges
- GST split: CGST 2.5% and SGST 2.5% shown separately
- Total fare amount
- Passenger name
- Driver name and vehicle registration number
- Payment mode (UPI, cash, card, corporate wallet)
- Receipt number or trip ID
For interstate trips (e.g. Mumbai to Pune), IGST at 5% applies instead of CGST + SGST. The total rate is the same — only the split changes. SAC code for cab services is 996412 (Renting of Motor Cab).
Uber and Ola receipt format for reimbursement
Uber India (Uber India Systems Private Limited) and Ola (ANI Technologies Private Limited) both issue Original Tax Invoices for every trip. These are emailed to the registered mobile number or can be downloaded from the app's trip history. The invoice includes the company GSTIN, SAC code 996412, and CGST/SGST breakdown.
However, many employees either do not receive the email or need to generate a receipt quickly for a same-day claim. In such cases, a cab receipt generator that matches the Uber or Ola format — with brand name, GSTIN, CGST/SGST, route card, and fare breakdown — is the most practical solution.
GSTIN details for major cab platforms
| Platform | Legal Entity | GSTIN | SAC Code |
|---|---|---|---|
| Uber | Uber India Systems Pvt Ltd | 29AABCU0723R1ZF | 996412 |
| Ola | ANI Technologies Pvt Ltd | 27AAJCA1389G1ZJ | 996412 |
| Rapido | Roppen Transportation Services Pvt Ltd | 29AAHCR5385P1ZY | 996412 |
| Meru Cabs | Meru Travel Solutions Pvt Ltd | 27AABCM3826Q1Z2 | 996412 |
GST on cab services — what the receipt must show
Cab aggregators like Uber and Ola operate as Electronic Commerce Operators (ECO) under Section 9(5) of the CGST Act. This means the platform — not the driver — is responsible for paying GST. The GST rate is 5% with no Input Tax Credit (ITC), split as:
- CGST: 2.5% of the taxable fare
- SGST: 2.5% of the taxable fare
GST applies to the trip fare, distance charges, and surge charges. Toll charges and driver tips are not subject to GST.
Cab reimbursement vs transport allowance — the tax difference
There are two ways employees are compensated for cab travel. Understanding the difference matters because the tax treatment is different:
| Type | How it works | Tax treatment | Receipt required |
|---|---|---|---|
| Cab Reimbursement | Employee submits actual bills, employer reimburses | Non-taxable (actual expense) | Yes — trip receipt with fare breakdown |
| Transport Allowance | Fixed monthly amount paid with salary | Taxable above exemption limit | Not required |
| TA/DA (Travel Allowance / Daily Allowance) | Per-trip or per-day claim for official travel | Non-taxable if within company policy | Yes — trip receipt with dates and route |
How to claim cab expenses in India — step by step
- Collect the receipt: Download the trip invoice from the Uber/Ola app, or generate a cab receipt from BillOnline with all required fields.
- Note the business purpose: Most companies require a short note — e.g. "Client visit to Bandra BKC, 14 March 2026" — to be attached to the receipt.
- Fill your company's expense form: Enter trip date, route, amount, and attach the receipt. Some companies use tools like Zoho Expense, SAP Concur, or a simple Excel sheet.
- Submit before the monthly deadline: Most companies close expense submissions on the last working day of each month or within 30 days of the trip.
- Keep a copy: Retain a digital copy of the receipt for at least one financial year in case of audit queries.
What makes a cab receipt get rejected
Finance teams flag cab reimbursement claims for these common reasons:
- Missing or unclear pickup and drop locations
- GST shown as a single line instead of CGST + SGST
- Receipt date outside the approved claim period
- No passenger name — especially important for corporate card claims
- No vehicle number or driver details when policy requires them
- Trip amount significantly out of range for the stated route
For financial year-end (March 31), submit all pending cab expense claims before the FY closes. Many companies do not accept backdated claims after April 15. Generate and submit receipts before the deadline to avoid losing the reimbursement.
Cab receipt format for TA/DA claims
For employees who travel for official duties — field staff, sales teams, service engineers, executives attending client meetings — cab expenses are typically covered under the TA/DA (Travelling Allowance / Daily Allowance) policy. The receipt format for TA/DA claims is the same as for general reimbursement, but may additionally require:
- Purpose of travel (client name, meeting type, destination office)
- Approval from reporting manager before or after the trip
- Coordination with hotel and meal bills if the trip involved an overnight stay
Using the BillOnline Cab Receipt Generator
The free cab receipt generator on BillOnline lets you create a complete taxi bill with all the fields required for office reimbursement and TA/DA claims. Select Uber, Ola, Rapido, inDrive, Meru Cabs, or a custom cab company. Fill in the trip details, route, fare, and passenger information. CGST and SGST are calculated automatically. Print or save as PDF.
Create a cab receipt with CGST/SGST, route card, and fare breakdown — free, no login.
Open Cab Receipt Generator →Frequently Asked Questions
What should a cab receipt for office reimbursement include?
A cab receipt for office reimbursement should include trip date and time, pickup and drop locations, distance in km, fare breakdown with CGST 2.5% and SGST 2.5% shown separately, total amount, passenger name, driver name, vehicle number, and payment mode.
Can I use an Uber or Ola receipt for office expense reimbursement?
Yes. Uber and Ola issue Original Tax Invoices with GSTIN, SAC code 996412, and CGST/SGST breakdown for every trip. These are accepted by most Indian company finance teams. If you do not have the original app receipt, the BillOnline cab receipt generator produces a matching format.
Is cab reimbursement taxable for the employee?
Cab reimbursement for official duties is generally non-taxable because it is reimbursement of actual expense, not additional income. Fixed monthly transport allowances above the exemption limit are taxable as salary.
What is the GST rate on cab services in India?
GST on cab aggregator services is 5% — split as CGST 2.5% and SGST 2.5%. The SAC code is 996412. Input tax credit is not available on this GST for the employer.
Can I claim cab expenses under LTA?
No. LTA covers only rail, air, and public transport fares for annual vacations. Cab expenses for office travel are claimed separately under transport allowance, TA/DA, or as business travel expenses.