Overview

Submission requirements are the rules that employees must follow to properly submit receipts, memos, and other items after spending on Ramp. This makes it easy for finance admins to collect the necessary information to easily review, code, and sync transactions to their accounting system.

Ramp makes it easy to implement these rules and for employees to submit the necessary information. 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.

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
• Attach policies to new cards, with the option to override policy requirements

With Expense Policy 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

Setup 

Create a new policy

To create a new Submission Policy, you can head to Settings > Expense Policy on your Ramp dashboard. Go to Submitting Expenses: Transaction Requirements to create a policy and add required fields for future transactions from your employees. (To create a Reimbursement submission policy, go to Submitting Expenses: Reimbursement Requirements.)

Specifically: 

1. Receipt Requirements: For any transaction above the designated threshold all employees will be prompted to upload receipts to Ramp right after their transaction occurs. The default is $75. 
2. Memo Requirements: Similar to Receipt Requirements, you can turn on the requirement for employees to include memos for their transactions. 
3. Additional fields: Require your employees to code specific accounting fields, like category, vendor, and location, for their own transactions (by default, they cannot). This option will only be visible after your business has linked an accounting provider.

Once you've created a policy, you will also have the ability to clone a policy for another department/card.

Requiring a Field

To require employees to fill in a specific field, simply set the field as "Required" within the submission policy. 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.

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. 

Handling Multiple Policies

You can assign a policy to a specific card and create a separate reimbursement policy. All cards in your organization will be assigned to the General Expenses policy by default, but you can change the assignments by creating new policies or cards. Once you assign or modify a policy, all updates will work for new transactions going forward - older transactions will not be affected.

Mapping Policies to Cards

During the card-issuing process, you will be able to add submission policies to that card.  Simply choose the policies associated with that card. Additionally, you can attach a submission policy to existing Ramp cards by clicking on that card on your Ramp dashboard.

Editing a Submission Policy

When you update a submission policy, future transactions will then require the fields you've denoted as required to be filled in by employees before submitting an expense for review/before syncing with your accounting software. Updating or adding a new Submission Policy will not affect previous transactions.