Flexible Limits
Flexible Limits settings are visible to Admins only. Employees cannot see the buffer percentage or amount — they see only the base fund limit.
Overview
When a card transaction slightly exceeds a fund's spending limit, it normally gets declined — even if the overage is just a few dollars. Flexible Limits add a configurable percentage-based buffer on top of your fund limits, so small overages are approved instead of being blocked.
Only Admins can configure Flexible Limits.
How flexible limits work
Flexible Limits add a percentage-based buffer on top of a fund's spending limit. The employee still sees their original limit — the buffer operates behind the scenes.
Example: A fund has a $500 limit with a 10% buffer. The effective limit becomes $550. If an employee tries to make a $520 purchase, it is approved instead of declined. Transactions above $550 are still declined.
- Percentage-based: The buffer is set as a percentage (0–100%) of the fund's limit.
- Max buffer amount (dollar cap): A dollar cap can be set at the business level to prevent large buffers on high-limit funds. If both a buffer percentage and a dollar cap are configured, Ramp uses the lesser of the two values. The default cap is $10,000 if no custom cap is set.
- One-time per spend period: The buffer allows one overage per spend period. Once any transaction triggers the buffer, the remaining buffer amount is not available for additional transactions — even if only part of the buffer was used. The buffer resets when the next spend period begins.
Example: A weekly fund has a $100 limit with a 10% buffer ($10). On Tuesday, an employee spends $101, which is $1 over the limit. The buffer covers it and the transaction is approved. On Thursday, the same employee tries to spend another $5 over the limit. Even though only $1 of the $10 buffer was used, the remaining $9 is no longer available — the transaction is declined. The full buffer becomes available again the following week. - Override priority: Fund-level > Spend Program-level > Business-wide. The most specific setting always wins. Setting a buffer to 0% at any level explicitly disables the buffer and prevents fallback to a higher-level default.
- Card transactions only: Flexible Limits apply to card transactions (physical and virtual). They do not apply to reimbursements.
- Not available on shared funds: Flexible Limits are not available on shared funds.
- Invisible to employees: Employees see only the base fund limit. They do not see any indication that a buffer is active.
- SMS notification: When a transaction exceeds the base limit but falls within the buffer, the employee receives an SMS notification that the transaction was approved.
For Admins
You can configure Flexible Limits at three levels: business-wide, per Spend Program, or per individual fund.
Set up business-wide flexible limits
A business-wide setting applies a default buffer percentage to funds across your business.
- Go to Settings > Expense Policy > Expense requirements .
- Under Flexible limits , select Set an amount .
- Enter the buffer percentage.
- Optionally, set a Max buffer amount (dollar cap) to limit the buffer on high-limit funds.
- Choose how to apply the buffer:
- Apply to all funds — applies the buffer to every fund, regardless of when it was created.
- Only funds that have a buffer — applies the buffer only to funds created after the feature is enabled. Existing funds are not affected.
- Click Save .
Note: Once you choose Apply to all funds, you cannot switch back to the other mode. You can still override the business-wide default on individual Spend Programs or funds.
Set up Spend Program flexible limits
A Spend Program buffer applies to all funds issued through that program, overriding the business-wide default.
- Go to your Spend Programs page.
- Select the Spend Program you want to edit, or create a new one.
- In the program configuration, find the Flexible limit section.
- Choose Custom and enter the buffer percentage.
- Save the program.
Funds issued from this program inherit the program-level buffer. If a business-wide buffer is also set, the program-level setting takes priority.
Set up fund-level flexible limits
A fund-level buffer applies to a single fund, overriding both program-level and business-wide settings.
- Go to Cards and select a fund to edit, or create a new fund.
- Find the Flexible limit section.
- Choose Custom and enter the buffer percentage.
- Save the fund.
Choose Default to inherit the buffer from the Spend Program or business-wide setting. Choose Custom to set a fund-specific percentage.
Note: Flexible Limits are not available on shared funds. If fund sharing is enabled, the buffer setting is hidden.
Edit a flexible limit
To change an existing buffer, return to the same location where it was configured:
- Business-wide: Settings > Expense Policy > Expense requirements > Flexible limits .
- Spend Program: Open the Spend Program and find the Flexible limit section.
- Fund: Open the fund and find the Flexible limit section.
When updating the business-wide default, the options depend on your current application mode. If you previously chose Only funds that have a buffer, you can switch to Apply to all funds or keep the current mode. If you already chose Apply to all funds, the update applies to all funds automatically — you cannot switch back to the other mode.
Override priority
When multiple buffer levels are configured, Ramp applies the most specific one:
Fund > Spend Program > Business-wide
The max buffer amount (dollar cap) always applies as a ceiling regardless of where the percentage is set. Ramp uses the lesser of the percentage-based amount and the dollar cap.
Monitoring overages
When Flexible Limits are enabled, an Amount over limit column appears in the funds table. This shows the total overage amount for each fund, helping you identify where buffers are being used and whether limits need adjusting.
The Spend Programs table also shows an Allowed buffer column with the effective buffer percentage for each program.
For Employees
What you see
Your fund limits appear as normal — the base limit your Admin set. You will not see any indication that Flexible Limits are active on your fund.
If a transaction goes through that would have normally been declined (because it exceeded your base limit but fell within the buffer), the Ramp app shows a message that your finance team let it through.
SMS notifications
When a buffered transaction is approved, you receive an SMS notification with the transaction amount and merchant name. The message lets you know that you went a bit over your limit, but it was allowed through.
If a transaction is still declined
Even with a buffer, transactions can still be declined if they exceed the buffered limit. If this happens:
- Check your remaining fund balance in the Ramp app.
- Request a limit increase from your Admin. See Spend requests and spending limit increases .
Frequently asked questions
Can employees see Flexible Limits on their funds?
No. Employees see only the base fund limit. The buffer percentage and amount are visible only to Admins.
Do employees need to repay buffered transactions?
Buffered transactions are approved within the Flexible Limits policy. Whether repayment is required depends on your company's internal expense policies.
How does the max buffer amount (dollar cap) work?
The dollar cap is set at the business level and acts as a ceiling. Ramp uses the lesser of the buffer percentage amount and the dollar cap. For example, if a fund has a $10,000 limit with a 10% buffer ($1,000) but the dollar cap is $200, the effective buffer is $200. If no custom cap is configured, the default cap is $10,000.
Can I set different buffers for different funds?
Yes. You can set a business-wide default and then override it on individual Spend Programs or funds. You can also leave the business-wide setting disabled and configure buffers selectively on specific programs or funds.
Do Flexible Limits apply to shared funds?
No. Flexible Limits are not available on shared funds. If sharing is enabled on a fund, the buffer setting is hidden.
Do Flexible Limits apply to all transaction types?
Flexible Limits apply to card transactions (physical and virtual). They do not apply to reimbursements.
What does setting a buffer to 0% do?
Setting a buffer to 0% at any level explicitly disables the buffer and prevents fallback to a higher-level default. This is different from leaving the buffer unset, which allows the fund to inherit the buffer from the Spend Program or business-wide setting.
What happens when a fund's limit resets?
The buffer is recalculated based on the new limit. For example, if a monthly fund resets to $500 with a 10% buffer, the effective limit is $550 again — the buffer does not carry over from the prior period.