Archive and restore funds

Overview

Archive funds you no longer need without deleting their spending records. This guide covers manual archival, restoration, and automatic archival in the web app.

What archiving funds means

Archiving changes a fund from Active to Archived, applies an archive lock to block spending, and removes it from the active funds list. Spending records and history remain. Find manually and automatically archived funds in Manage spend > Funds > Archived.

Your physical card is not terminated and may still spend from other eligible funds. Restoring archived funds requires additional permission.

• Locking blocks spending without archiving the fund. Unlocking is not unarchiving. See Locking cards and funds.
• Terminating changes the state to Terminated. Unarchive cannot restore terminated funds. See Terminating funds and cards.

Archive and restore funds

When owner archiving is enabled, you can archive your own active funds. Restoring requires the global Manage funds permission, not ownership alone. Roles with this permission include Admin, Business Owner, Finance Admin, and appropriately configured Custom Roles.

Archive: Open your funds from My wallet, select Actions > Archive, and confirm. Users with global fund-management permission can also use Manage spend > Funds > Issued.

Restore: With global fund-management permission, open Manage spend > Funds > Archived, select the funds, then Unarchive. Otherwise, ask your Admin to restore them.

Restoring returns the fund to Active and removes only the archive lock. Other spending locks remain, and the previous auto-archive date is not restored.

Set an auto-archive date for funds

Beta. Auto-archive dates and automatic archival of inactive funds are currently in Beta and require access to be enabled for your business.

Ramp checks hourly for funds due to archive on or after their selected date. Pending card transactions or reimbursement activity can delay archival; completion within an hour is not guaranteed. Check the status in Manage spend > Funds.

The archive date alone does not block spending. For a spending cutoff, set the separate Lock on a certain date control.

With Beta access and permission to edit the funds:

1. Open the funds from Manage spend > Funds > Issued or your own funds from My wallet.
2. Select Actions, then Edit.
3. Under Advanced, find Spending controls and restrictions. Select Auto-archive date and choose a future date.
4. Select Save changes, or Request changes if approval is required.

Change or remove the date: Choose another date or Clear auto-archive date in the same field, then save or submit.

Preset single-use funds do not support this control. If it is missing elsewhere, ask your Admin to confirm access and editing permissions.

Automatically archive inactive funds

Beta. Automatic archival of inactive funds is currently in Beta and requires access to be enabled for your business.

Dormant-fund archival is separate from the hourly date checks. Eligible funds must meet all these conditions:

• Be active and not hidden.
• Have a positive, non-resetting limit (Does not repeat).
• Not be attached to a Spend Program.
• Have used at least 90% of their limit.
• Have had no use for at least six months.

Age or inactivity alone does not qualify funds. Review Fund suggestions on Home; View all opens Issued with these dormancy filters.

Enable automatic archival: With permission to manage funds for others, review the suggestion, select Archive all, leave Enable automatic archival on, and select Confirm. This also archives the currently suggested funds. Suggestions alone do not archive funds.

If controls are unavailable, ask your Admin to confirm access. To recover funds, see Archive and restore funds.