Employee reimbursements for Canadian businesses
Overview
Ramp supports CAD reimbursements for Canadian businesses, funded from the company's CAD bank account. Payouts are delivered to the employee's local bank account via Wise; employees in Canada can receive a standard Canadian bank transfer, with Interac e-Transfer available as an option.
Domestic reimbursements within Canada and international payouts to employees in 65+ countries are both supported.
How reimbursements work
- An employee submits a reimbursement request in Ramp, including a receipt and the amount spent.
- A finance admin or designated approver reviews the request.
- Once approved, Ramp initiates the payout from your connected CAD bank account.
- The employee receives the funds in their local bank account via Wise. Employees in Canada can receive a standard Canadian bank transfer, with Interac e-Transfer available as an option. For Interac e-Transfer payouts, the employee receives a notification email from Ramp's payment partner with instructions to claim the funds.
Eligibility
To use CAD-funded reimbursements, your business must:
- Have a legally registered entity in Canada
- Have completed Canadian KYB/KYC (the same verification completed during your Ramp card application — you only need to do this once)
- Use a supported accounting setup: QuickBooks Online, Xero, NetSuite OneWorld, Sage Intacct, or Universal CSV
Payment timelines
| Destination | Estimated timeline |
|---|---|
| Canada (CAD payout) | ~5 business days |
| International (local currency payout) | 3–7 business days (varies by country) |
Setting up reimbursements
- Confirm your entity has completed Canadian KYB/KYC. If you've already set up a Ramp card program, this step is done.
- Connect your CAD bank account under Settings → Entities .
- Enable reimbursements under Expenses → Reimbursements → Settings .
- Configure your approval policy to define who reviews and approves reimbursement requests and at what thresholds.
- Employees can begin submitting reimbursements from the Expenses tab in the Ramp web app or mobile app.
Reimbursing employees outside Canada
Canadian businesses can reimburse employees in 65+ countries in local currencies. This is particularly useful for distributed teams with employees in the US, UK, Europe, or APAC.
Payouts are initiated from your CAD bank account. Employees add their local bank account details to their Ramp profile to receive payouts.
Tax coding
Ramp supports GST, HST, and PST tax coding for reimbursement transactions. Employees can tag the applicable tax code when submitting an expense request, and Ramp syncs the transaction to your connected accounting software with the correct tax classification applied.
When your business has AI coding enabled and meets the tax setup requirements, Ramp can automatically apply a tax code from the receipt after the employee submits the reimbursement. Ramp does not automatically code tax fields while the reimbursement is a draft. Employees can still select a tax code manually.
Note: Tax code syncing is supported for QuickBooks Online, Xero, NetSuite OneWorld, and Sage Intacct.
Employee setup
For employees to receive reimbursements, they need to:
- Accept their Ramp invite and create a profile.
- Add their bank account details under Profile → Reimbursements . Canadian employees should add a Canadian bank account (institution number, transit number, and account number).
- Employees outside Canada should add their local bank account details in the supported format for their country.
Frequently asked questions
Can I reimburse employees who are based outside Canada?
Yes. Ramp supports payouts to employees in 65+ countries. Employees outside Canada add their local bank account details to their Ramp profile to receive payouts in their local currency.
Can employees submit expenses in currencies other than CAD?
Yes. Employees can log expenses in any currency. Ramp converts the amount and reimburses accordingly — in CAD for domestic employees, or in local currency for employees abroad.
Do I need to complete KYB again if I already did it for my card application?
No. KYB/KYC is completed once and applies across all Ramp products — cards, reimbursements, and Bill Pay. No additional verification is required.
How do Canadian employees receive domestic reimbursement funds?
Canadian employees can receive domestic CAD reimbursements by standard Canadian bank transfer or Interac e-Transfer. For reimbursements delivered by Interac e-Transfer through Ramp's payment partner:
- The employee receives a notification email from Ramp's payment partner (not from Ramp) with instructions to claim the Interac e-Transfer.
- The employee follows the instructions to claim and deposit the funds to their Canadian bank account. A security question or PIN may be required to complete the claim.
Important: The Interac e-Transfer notification and any related security information come from Ramp's payment partner — not from Ramp. If you don't see the notification email, check your spam or junk folder.
What if an employee enters incorrect bank account details?
If a payout fails due to incorrect bank information, the funds are returned to your account and you'll be notified. The employee will need to update their bank details and the reimbursement can be reissued.