Getting Started with Ramp’s Expense Policy Setup

A seamless onboarding experience

Ramp’s new expense policy onboarding makes it easy for company owners and admins to set up policies that align with their business needs. This guided experience ensures your company starts with a well-defined policy while allowing for customization to fit your workflows.

Step 1: Review your expense policy

• After signing up, admins are directed to the setup guide .
• One of the first steps is reviewing your expense policy —this ensures all expense controls are properly in place from the start.
• A banner under Policy > Travel & expenses will prompt you to complete this step before accessing additional settings.

Step 2: Customize your policy

Beyond the default options, you can fine-tune your expense policy to match your company’s requirements.

Receipt and memo submission rules

• Configure when receipts and memos are required for transactions.
• Set thresholds for when memos are mandatory or disable receipt/memo requirements entirely.
• Changes are tracked with a modified badge , so you can easily see what’s been adjusted.

Approval workflows

• Customize transaction and reimbursement approvals , including options for manager and admin review at different spending thresholds.
• For teams that need more flexibility, the Advanced Workflow Builder allows for deeper customization of expense policies.
  • Access granular controls to fine-tune approval rules and review steps.
  • Preview your settings and make adjustments before finalizing.

[Plus customers only] step 3: select your policy document

If you’re a Plus user, you’ll see options to onboard Policy Agent using your existing materials:

• Use Ramp’s best-practice template
  • Good if you don’t have a detailed expense policy yet.
• Use your existing employee-facing policy as a starting point
  • Good if you already have a policy in your handbook or PDF and want the agent to mirror it.
• Upload another policy document
  • Good if your expense policy lives in a separate doc you maintain elsewhere.

Regardless of which path you choose, Ramp converts your input into an AI-friendly structured policy that the Policy Agent can interpret and cite.

Learn more about the Policy Agent here.

Finalizing your setup

• Once you’re finished, you’ll return to your starting point (either the Setup Guide or Policy > Travel & expenses).
• After you finish the guided setup, you can adjust your expense policy at any time from Policy > Travel & expenses.
• If you’re on Plus, you can now explore your Policy Agent and customize its settings.

Whether you’re on Plus or not, you can send your employee-facing policy for signature in Ramp:

1. Go to Policy > Travel & expenses.
2. Under Additional controls, select Employee policy for signatures and upload your policy document in PDF format.
3. Choose Just upload to upload without sending signature requests, or Upload & send to… to email signature requests to your team.

Important notes:

• [For Plus customers] The employee-facing policy document is separate from the Policy Agent's knowledge center (the AI-optimized policy).
• [For Plus customers] Changes to the Policy Agent's knowledge center do not automatically trigger new signature requests for the employee-facing policy.
• Employees can always review what they signed under their Employee Handbook.
• To check policy-signature status in the People tab, use the Expense policy signature filter to view users who have or have not signed.

[For Plus customers] If you need to send an updated policy for signatures after Policy Agent changes, download/export the updated policy, re-upload it as a new employee-facing PDF under Policy > Travel & expenses > Additional controls > Employee policy for signatures, then choose Require signatures again.

Get started today

Ramp’s expense policy setup ensures businesses can implement spending controls quickly while maintaining the flexibility to adapt as needs evolve. Once you have a policy document uploaded, employees can ask policy-related questions over text at HIRAMP (447-267), and Ramp will provide guidance based on your policy. Sign in to your Ramp account today to configure your policy and start managing expenses effortlessly.