Booking travel on Ramp: Employee guide

Want to book a trip using Ramp Travel? You're in the right place!
Want to book travel using Ramp funds and another travel platform? Read morehere.

Overview

We're excited to introduce Ramp Travel, your streamlined solution for business travel. With Ramp Travel, booking flights and hotels is easy. You can search for flights and hotels directly within Ramp and know exactly which options are within your company's policy. After booking with Ramp Travel, there's no need to hassle with receipt submissions. Everything is seamlessly managed on the same spend management platform. You can also easily track and manage all your bookings and trips within the My travel tab.

How it works

Booking Travel on Ramp is easy. Navigate to "Home" on your left-hand panel and select the My travel tab. You can search for flights, hotels, and cars, as well as access any previous or upcoming trips.

Video walkthrough: Book flights, hotels, and cars on Ramp as an Employee. Best before your first trip so you can search, book, and apply your travel policy without leaving Ramp. Watch the video.

Note that you will not be able to see this tab unless your admin has enabled this function for their employees. See here for more details on booking travel off-ramp.

Booking flights

Follow the steps below to book your desired flights:

  1. Enter your travel details: On the My travel page, enter your departure city or airport, destination city or airport, departure date, and return date (if it's a round trip), and click on the search button.
    My travel page showing options for flights, hotels, and cars with a trip to Miami listed.
  2. Review search results: Ramp will display a list of available flights based on your criteria and you can filter by price, airline, departure time, policy etc. Evaluate options and select a flight that meets your company's travel policy. The icon next to the price indicates whether a flight is within your travel policy. If a flight is flagged as out of policy, toggle on the price to learn why. If you believe a flight outside the policy is justified, ensure you have the necessary approvals before booking.
  3. Review fare options: Some flights may offer different fare options, such as basic economy, economy, or business class with different cancellation policies and perks. Review these options carefully to see what's included. The icon next to the price indicates policy compliance on the top right. Once you're ready, click Continue to checkout .
  4. Enter traveler information: After selecting your flight, enter your passenger information. You'll only need to enter your information once since Ramp saves the data for easier checkout in the future.
  5. Select funds: Select the correct funds, or submit a new funds request.
    Review flight details for a round trip to Miami, showing flight times, ticket price, and options to book.
  6. Review and confirm: Before completing your booking, review all the details, including the flight itinerary, passenger information, fare options, and cancellation policy. Ensure everything is correct, as most flights are non-refundable. Flights may be voidable for the first 24 hours after booking.
  7. Complete booking: Once you're ready, click on the Book flight button to finalize your reservation. If the booking is successful, you will receive a confirmation email shortly afterward with all the details of your booking.
  8. View your booking (optional): After booking your flight, you can navigate to the My travel tab on Ramp's website to view your booking itinerary, cancel your flight (if it is within the cancellation period), or resend your confirmation email.

To add extras such as travel insurance, paid pieces of baggage, as well as online check-in, please sign in to the airline app or website and manage your booking from there.

Booking hotels

Follow the steps below to book your desired hotel:

  1. Enter your travel details: On the My travel page, toggle to Hotels and enter your destination city or area, check-in date, and check-out date. Click on the search button.
    Travel section showing search results for
  2. Review search results: Ramp will display a list of available hotels based on your criteria and you can filter by hotel class, price, policy, etc. Evaluate options and select a hotel that meets your company's travel policy. The red icon next to the price/night indicates whether a hotel is out of policy, you can toggle on the icon to learn why. If you believe a hotel outside the policy is justified, ensure you have the necessary approvals before booking.
  3. Review hotel and different room options: Click Select on the hotel you're interested in to access more information and choose between the different room options. Different room types may offer different cancellation policies and perks. Review these options carefully to see what's included. The icon next to the price indicates policy compliance. Once you've decided, click Select .
  4. Enter traveler information: Enter your personal information and existing loyalty programs. You'll only need to enter your information once since Ramp saves the data for easier checkout in the future.
  5. Select funds: Select the correct funds, or submit a new funds request.
  6. Review and confirm: Before completing your booking, review all the details, including the hotel details, personal information, refunds, and cancellation policy. Make sure everything is correct, as some bookings may be non-refundable.
  7. Complete booking: Once you're ready, click on the Book hotel button to finalize your reservation. If the booking is successful, you will receive a confirmation email shortly afterward with all the details of your booking.

Booking cars

Follow these steps to book your desired car rental on Ramp:

  1. Enter Your Travel Details:
    On the My travel page, toggle to Cars and input your pick-up location, drop-off location, pick-up date, and drop-off date. Click on the search button.
    Travel reservations page showing the destination search for Fort Lauderdale with suggested locations below.
  2. Review Search Results:
    Ramp will display a list of available car rentals based on your criteria. You can filter by car type, price, policy compliance, and more. Evaluate your options and select a car that meets your company's travel policy. A red icon next to the rate will indicate if a car rental is out of policy—click the icon to see the details. If you need to book a car outside of policy, ensure you have the necessary approvals before proceeding.
  3. Review Car Details and Options:
    Confirm that the rental aligns with your requirements and policy compliance. Once satisfied, click Select to proceed.
  4. Enter Traveler Information:
    Fill in your personal details. Ramp saves your information for future bookings, so you'll only need to enter it once.
  5. Select funds: Select the correct funds. Ramp currently doesn't allow submitting fund requests for car rental bookings.
  6. Review and Confirm:
    Before finalizing your booking, review all the details, including the car rental information, personal details, refund policies, and cancellation terms. Ensure that everything is correct, especially since some bookings may be non-refundable.
  7. Complete Booking:
    Once you're ready, click on the Book car button to finalize your reservation. If the booking is successful, you'll receive a confirmation email shortly afterward with all the details of your rental.

This step-by-step process ensures that you get the best corporate rates and maintain compliance with your company's travel policies—all while enjoying the ease of managing your travel in one place with Ramp.

Submitting travel requests for approval

Depending on your company's travel policy, some travel bookings may require manager or admin approval before you can complete your booking on Ramp.

  1. Book your travel: Select your flight, hotel, or car rental as usual.
  2. Submit for approval: At the end of the checkout flow, click the Submit Request button.
  3. Notification: Your manager or admin will be notified of your request.
  4. Approval: Upon approval, the booking will be processed, and you will receive a confirmation email.

Please note that the price of the booking may change, and the request will reflect the latest price. You can track the status of your travel request by navigating to My travel > View all bookings > Requests.

How do I retrieve my booking details?

Go to the booking page: My travel › specific trip page › specific booking › click Resend email to resend the flight or hotel confirmation email.

How do I modify/cancel my booking?

To confirm available support options, go to the booking page: My travel › specific trip page › specific booking › see the Manage your bookingsection.

Manage your booking section showing options to change flight, chat for assistance, and cancel a reservation.

For cancellations

For modifications

If you need to modify travel dates, flight fare class, or hotel room type, please check your booking's modification and cancellation policy on the booking page.

Flights:

Hotels:

Cars:

Mid-trip disruptions and emergency situations

For mid-trip disruptions, contact the travel specialist for help. Go to the booking page: My travel › specific trip page › specific booking › Manage your bookingsection, and see available support options. Only car rental bookings require contacting Priceline directly — all other booking types are handled by our travel support team.

Manage your booking section with options to change flight, chat for assistance, confirm reservation, or cancel.

Your booking page is the quickest way to get in contact with a travel specialist. However, if you are on your way to the airport or already there, please contact the airline directly, as they will be best positioned to help close to departure time.

Delegate booking

Assistants can book business travel on behalf of other employees. After someone is assigned as an assistant, they can book and manage travel directly for the traveler, with personal details and travel policies auto-filled and applied, making the booking process much faster and more efficient.

To learn more about setting up an assistant and how to use this feature, visit Travel Delegate Booking via Assistant Role.

Please note: this feature is currently only available to businesses that have enabled Ramp Travel for all employees.

Using loyalty programs for flights and hotels

Flights

You can add your loyalty number during the booking process or directly in your traveler profile. If you're unable to do this on Ramp, you can also add your loyalty number directly on the airline's website after booking.

Hotels

For hotels, you can also add your loyalty number during the booking process or in your traveler profile. Please note that not all hotels or rates are eligible for loyalty benefits.

Adding loyalty programs directly to the traveler profile

  1. Go to Profile > My traveler profile.

    My travel section showing flight options and a user profile menu with settings, travel profile, and help.

  2. Go to the Loyalty section, add your loyalty numbers, and click Save
    Edit traveler profile section showing options to add loyalty programs for airlines and hotels, including a loyalty number ...

Frequently asked questions

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