Cardholders may find other articles in the Expense policy and receipts section to be more applicable.
Overview
Submission requirements are guidelines employees need to adhere to when submitting receipts, memos, and other items when submitting a reimbursement or spending on a Ramp card. This makes it easy for finance admins to collect information to review, code, and sync transactions to their accounting system. After an employee transacts on a Ramp card, Ramp will automatically notify the user when they need to submit receipts or memos for their card transactions.
Jump to:
- How to set up submission policies
- Mapping policies to cards and funds
- Frequently asked questions (FAQs)
With our submission requirements, you have the ability to:
- Create multiple policies for each department or expense category
- Define transaction conditions that require information for any accounting field
- Clone, edit, and update policies in real time for all associated cards and funds
- Attach policies to new cards or funds, with the option to override policy requirements
- Note that changing or editing a submission policy associated with a card or funds will affect only future transactions
With Global Approvals and Restrictions, you have the ability to:
- Select merchants to block transactions from
- Exempt submission requirements for transactions from certain merchants (learn more)
- Allow multiple attendees to meal transactions
- Allow employees to split expenses for accounting coding
How to set up submission policies
- Navigate to Company > Expense policy > Expense requirements
- You may either edit your default policy or click "add submission policy"
- You'll be redirected to the policy workflow builder
- Clicking any “add” button will pull up a drop-down of the following options to begin configuring your approval chain:
- Expense type - specify whether you would like the approval chain to apply to only transaction review, only reimbursement approvals, or both.
- Require fields - specify the fields you'd like employees to submit. Options include receipts, memos, mileage reimbursement locations, and accounting fields.
- Optional fields - specify the fields you'd like to require as optional. The options are the same as for the required fields above.
- Set conditions - add conditions to check various transaction and reimbursement fields (e.g. accounting coding, amount, employee role, employee department, etc.) that assist in determining which items employees will be required to submit along with their spend.
- Layer and nest these options using AND / OR statements to create your ideal requirements when employees spend on behalf of your company
- Hover over any statement to delete or duplicate the statement.
- Once you're satisfied with your policy, click the green "save" button to exit the builder
Changing or editing a submission policy associated with a card or funds will affect only future transactions on that card or those funds.
Setting conditions 
There are multiple transaction and reimbursement fields you may require or make optional. While the Amount, Business Entity, and Employee Role fields is available to all customers, the additional conditions in the list below are only available to customers on Ramp Plus.
- Spend Type (transaction or reimbursement)
- Amount
- Employee Role
- Reimbursement type
- Business Entity
- Direct Ramp manager
- Employee
- Merchant
- Merchant category
- Ramp Department
- Ramp Location
-
HR Integration fields (if integrated)
- Account fields (including UCSV)
Once a condition has been selected, you can select which options to check for (e.g. if the condition is employee role, you'd further select the role to base conditions off).
After selecting your desired conditions and options, you will be prompted to add your optional and required employee submission fields.
Examples of ways to set up submission policies
- Required fields for expenses above an amount - If you want to allow your employees to code their transactions, but not require them to do so, a good workaround is to require the additional fields only for a very high transaction amount- as long as charges are under that amount, the fields will be available, but not required.
- Creating different policies for card transactions and reimbursements - Within the same submission policy, you can create different policies for transactions, out-of-pocket reimbursements, and mileage reimbursements. You can then apply this policy to a card or funds so that any transaction or reimbursement associated will follow their own logic for employee requirements.
Field Setup
Ramp automatically pulls the list of available fields from your accounting system. To integrate your accounting system, visit How Does Ramp Integrate with Accounting Software?
Within the submission policy, you can select which field is required to be filled by the employee.
Mapping policies to cards and funds
During the card-issuing process, you can add a submission policy to that card or those funds. Simply choose the policy associated with it. Additionally, you can attach a submission policy to existing Ramp cards or funds by clicking on it in your Ramp dashboard.
Frequently Asked Questions (FAQs)
- What happens when I edit the policy associated with a card or funds or change the policy it is linked to? Future transactions on the card will have the updated submission policy requirements. Past transactions won't be affected; they will keep the fields required by the previous submission policy.
- What happens to multi-entity submission policies? There's a General Entity policy that'll apply by default to all entities and new cards or funds created for those entities.
- Can I require receipts, memos, or other items based on the accounting fields? Conditional/dynamic routing based on the accounting fields an employee selects is now supported! You can learn more about it in Conditional coding in submission policies.
-
Can I require submission requirements for refunds?
Currently, there is no option or toggle to enable this. Instead, you will need to use conditions to set requirements for card transactions where the "amount is less than $0.00." By creating this condition and setting the requirements, you can mandate these fields for refunded transactions.