Review transactions: Personal charges, fraud, and policy issues

Note: This article primarily applies to Ramp Administrators. Cardholders may find other articles in the Expense policy and receipts section to be more applicable.

Overview

Ramp supports different workflows for personal charges, fraudulent transactions, and out-of-policy spend:

  1. Personal charges: The cardholder accidentally used funds or a physical card for a personal expense and can repay the transaction.
  2. Fraudulent transactions: The cardholder does not recognize the transaction and should report it as fraud.
  3. Out-of-policy flags: The cardholder spent on something that is out of policy.

Repay a personal charge

If you accidentally make a personal charge using your funds or a physical card, repay the transaction from the transaction details page. Here's how:

  1. Open the transaction in Ramp.
  2. Select Options, then select Repay transaction.
  3. Enter the amount to repay. If you enter a partial amount, you cannot submit a second in-Ramp repayment for the remaining balance after the partial repayment completes.
  4. Submit the repayment.

We strongly recommend linking a personal bank account so you can repay by ACH. If ACH is not available, choose Repay Off-Ramp to let your company know you'll repay outside Ramp. For more details, see Employee repayments and Accidental or personal charges on Ramp.

Fraudulent transactions

It's easy to monitor spend and flag any charges that are unauthorized or potentially fraudulent within the Ramp dashboard. In the event of suspected fraudulent activity, follow the steps in Flagging unauthorized charges or fraudulent activity.

Out-of-policy flag

If you see a transaction that you don't believe should have used a company card or funds, you can flag this transaction to your finance team and employee on the Ramp dashboard. Here's how:

  1. Starting from the Expenses & travel tab, click into the Card transactions section.

  2. Click on the transaction that you believe was unapproved.

  3. At the bottom, click Reject and select either Request changes or Request repay. This will open a text box for you to enter the reason.

Card transactions section showing a prompt to request repayment of $59.99 for an unapproved transaction.

  1. If you select Request changes, the employee must click Complete to route the transaction back for review and to clear the "Changes requested" banner off of the transaction.

David Wallace's request alert with an option to add notes and a highlighted

Clearing flags

Suppose you flag a transaction in error and need to remove the flag. Approve the transaction to remove the flag. To approve a transaction:

  1. Go to the Expenses & Travel > Card transactions > Flagged tab.
  2. Locate the transaction in question and click the Approve button on the far right.
  3. Enter a note documenting why you approved the transaction in the pop-up window. Once you submit the explanation, the flag is removed from the transaction.