Employee reimbursements for Canadian businesses

Overview

Ramp supports CAD-funded employee reimbursements for Canadian businesses. Employees submit expense requests through Ramp, and once approved, funds are deposited directly to their bank accounts — paid from your company's connected CAD bank account.

Domestic reimbursements within Canada and international payouts to employees in 65+ countries are both supported.

How reimbursements work

1. An employee submits a reimbursement request in Ramp, including a receipt and the amount spent.
2. A finance admin or designated approver reviews the request.
3. Once approved, Ramp initiates the payout from your connected CAD bank account.
4. The employee receives the funds directly to their bank account.

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)
• Be connected to a supported ERP: QuickBooks Online, Xero, NetSuite OneWorld, Sage Intacct, or uCSV

Payment timelines

Setting up reimbursements

1. Confirm your entity has completed Canadian KYB/KYC. If you've already set up a Ramp card program, this step is done.
2. Connect your CAD bank account under Settings → Entities .
3. Enable reimbursements under Expenses → Reimbursements → Settings .
4. Configure your approval policy to define who reviews and approves reimbursement requests and at what thresholds.
5. 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.

Tax coding on reimbursements uses the manual workflow — employees select the applicable code at submission time. Tax code rules and automated OCR coding do not currently apply to reimbursements.

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:

1. Accept their Ramp invite and create a profile.
2. Add their bank account details under Profile → Reimbursements . Canadian employees should add a Canadian bank account (institution number, transit number, and account number).
3. 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.

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.