Booking Travel on Ramp: Employee guide

Want to book a trip using Ramp Travel? You're in the right place!
Want to book travel using a Ramp card and another travel platform? Read more here.

Overview

We're excited to introduce Ramp Travel, your streamlined solution for business travel. With Ramp Travel, booking flights and hotels is easy. You can search for flights and hotels directly within Ramp and know exactly which options are within your company's policy. After booking with Ramp Travel, there's no need to hassle with receipt submissions. Everything is seamlessly managed on the same spend management platform. You can also easily track and manage all your bookings and trips within the Travel tab under 'My Ramp.'

Jump to:

• Overview
• How it works
• Booking flights 
• Booking hotels 
• Submitting travel requests for approval
• How do I cancel my booking?
• How do I modify my booking? 
  • For flights
  • For hotels
• How do I retrieve my booking details?
• Mid-trip disruptions and emergency situations
  • Flights
  • Hotels
• Frequently Asked Questions (FAQs)

How it works

Booking Travel on Ramp is easy. Navigate to "My Ramp" on your left-hand panel and select the "Travel" tab. You can search for flights and hotels, as well as access any previous or upcoming booking(s) or trip(s) on both your desktop and mobile devices.

🔗 Check out how to book on Ramp Travel with this video. 

Note that you will not be able to see this tab unless your admin has enabled this function for their employees. See here for more details on booking travel off-ramp. 

Booking flights 

Follow the steps below to book your desired flights:

1. Enter your travel details: On the Travel page, enter your departure city or airport, destination city or airport, departure date, and return date (if it's a round trip), and click on the "Search flights" button. 
   
   
   
   
2. Review search results: Ramp will display a list of available flights based on your criteria and you can filter by price, airline, departure time, policy etc. Evaluate options and select a flight that meets your company's travel policy. The icon next to the price indicates whether a flight is within your travel policy. If a flight is flagged as out of policy, toggle on the price to learn why. If you believe a flight outside the policy is justified, ensure you have the necessary approvals before booking.
3. Review fare options: Some flights may offer different fare options, such as basic economy, economy, or business class with different cancellation policies and perks. Review these options carefully to see what's included. The icon next to the price indicates policy compliance on the top right. Once you're ready, click "Continue to checkout".
4. Enter traveler information: After selecting your flight, enter your passenger information. You'll only need to enter your information once since Ramp saves the data for easier checkout in the future.
5. Select trip and card:  Select the corresponding trip if you have already created one, or create a new trip to manage expenses easily. Then, select the correct card.
   
   
6. Review and confirm: Before completing your booking, review all the details, including the flight itinerary, passenger information, fare options, and cancellation policy. Make sure everything is correct, as some bookings may be non-refundable and most flights do not allow cancellation after 24 hours of booking.
7. Complete booking: Once you're ready, click on the "Book flight" button to finalize your reservation. If the booking is successful, you will receive a confirmation email shortly afterward with all the details of your booking.
8. View your booking (optional): After booking your flight, you can navigate to the "Travel" tab on Ramp's website to view your booking itinerary, cancel your flight (if it is within the cancellation period), or resend your confirmation email. 

For seat selection, the option to add extras such as travel insurance paid pieces of baggage, as well as online check-in, please log into the airline app or website and manage your booking from there. \

Booking hotels 

Follow the steps below to book your desired hotel:

1. Enter your travel details: On the Travel page, toggle to "Hotels" and enter your destination city or area, check-in date, and check-out date. Click on the "Search hotels" button. 
   
   
   
   
2. Review search results: Ramp will display a list of available hotels based on your criteria and you can filter by hotel class, price, policy, etc. Evaluate options and select a hotel that meets your company's travel policy. The red icon next to the price/night indicates whether a hotel is out of policy, you can toggle on the icon to learn why. If you believe a hotel outside the policy is justified, ensure you have the necessary approvals before booking.
3. Review hotel and different room options: Click "Select" on the hotel you're interested in to access more information and choose between the different room options. Different room types may offer different cancellation policies and perks. Review these options carefully to see what's included. The icon next to the price indicates policy compliance. Once you've decided, click "Select".
4. Enter traveler information: Enter your personal information. You'll only need to enter your information once since Ramp saves the data for easier checkout in the future.
   For adding/linking your loyalty program, please contact the hotel directly (a phone number will be provided on the booking confirmation page.   
5. Select trip and card:  Select the corresponding Trip if you have already created one, or create a new Trip to manage expenses easily. Then, select the correct card.
6. Review and confirm: Before completing your booking, review all the details, including the hotel details, personal information, refunds, and cancellation policy. Make sure everything is correct, as some bookings may be non-refundable.
7. Complete booking: Once you're ready, click on the "Book hotel" button to finalize your reservation. If the booking is successful, you will receive a confirmation email shortly afterward with all the details of your booking.
8. View your booking (optional): After booking your flight, you can navigate to the "Travel" tab on Ramp's website to view your booking details, cancel your hotel (if it is within the cancellation period), or resend your confirmation email. 

Submitting travel requests for approval

Depending on your company's travel policy, some travel bookings may require manager or admin approval before you can complete your booking on Ramp.

1. Book your travel: Select your flight or hotel as usual.
2. Submit for approval: At the end of the checkout flow, click the "Submit Request" button.
3. Notification: Your manager or admin will be notified of your request.
4. Approval: Upon approval, the booking will be processed, and you will receive a confirmation email.

Please note that the price of the booking may change, and the request will reflect the latest price. You can track the status of your travel request by navigating to My Ramp > Travel > Requests.

How do I cancel my booking?

• If your booking is within the cancellation period, you can cancel on Ramp's website. Go to "Travel" under "My Ramp" and select the booking you want to cancel. Scroll down and click "Cancel booking". 

• If your booking has passed the cancellation period, contact Priceline at +1 (800) 657-9168 directly. The booking details page contains the Priceline trip ID you'll need to provide. Note that you will not be able to cancel your booking from Ramp's website and the Ramp Support team won't be able to assist with cancellation. 
• If your booking is within 24 hours of the scheduled flight or hotel stay, contact the airline or hotel directly. 

How do I modify my booking? 

For flights

If you need to modify travel dates, flight fare class, or hotel room type, please check your booking's modification and cancellation policy:  

• If your booking is within the cancellation period, contact Priceline at +1 (800) 657-9168 directly. Alternatively, you can also cancel then rebook on Ramp's website. Go to "Travel" under "My Ramp" and select the booking you want to cancel. Scroll down and click "Cancel booking", then rebook with updated details. Note that it may take a few minutes for the refund to process.
• If your booking has passed the cancellation period, contact Priceline at +1 (800) 657-9168 directly. The booking details page contains the Priceline trip ID you'll need to provide. 
  • It is worth checking if your flight is changeable, if so, you can modify the flight directly at the airline app or website.
• If your booking is within 24 hours of the scheduled flight or hotel stay, contact the airline directly. 

For hotels

• If you are extending your hotel stay, make a new booking via Ramp Travel portal and call the hotel to combine the 2 reservations. 
• If you are shortening your hotel stay or modifying travel dates:
  • If your booking is refundable, you could cancel your booking and rebook with Ramp Travel. It may take a few minutes for the refund to reach your card. Otherwise, you can also contact Priceline at +1 (800) 657-9168 directly.
  • If your booking is NOT refundable, contact Priceline at +1 (800) 657-9168 directly.

How do I retrieve my booking details?

Go to the "Travel" tab under "My Ramp" and select the desired booking. Click "Resend email" to resend the flight or hotel confirmation email.

Mid-trip disruptions and emergency situations

Flights

In the event of mid-trip disruptions or emergency situations such as delay, disruption, or cancellation within 24 hours of your flight, contact the airline or hotel directly for immediate assistance. The contact details of the airline or hotel can be found on the booking details page under the "Travel" tab of "My Ramp". Otherwise, contact Priceline at +1 (800) 657-9168 directly.

Hotels

Contact Priceline at +1 (800) 657-9168 directly.

Frequently Asked Questions (FAQs)

• I didn't receive my confirmation email, how can I get my booking details?
  • You can resend your itinerary by navigating to My Ramp > Travel, selecting the desired booking to open up the booking details page, and clicking the "Resend email" button. Free feel to reach out to Ramp support at any time as well.
• Can I make a booking for a team member or arrange a group booking?
  • As of today, you will not be able to book multiple flights or rooms in one go or book on behalf of another team member, but we expect to support this functionality later in 2024.
• Why do I not see any Southwest flights available?
  • Currently, we do not support Southwest Airlines' inventory as they tend not to partner with online travel agencies for marketing or ticket sales.
• Can I redeem flights or hotels with points?
  • Whilst users can add in their frequent flyer information to accrue points, they cannot use points to purchase flight or hotel bookings.
• How do rewards or loyalty programs function for flights and hotels?
  • For flights, you can enter your Known Traveler Number or membership detail while you are booking your flight on the confirmation page or in your Traveler profile (My Ramp > Travel > Traveler Profile). If you are not able to add this on Ramp, you can also add it on the airline's website directly after you book!  
  •  For hotels, because we are getting discounted fares for hotels, we cannot guarantee rewards will work with hotels. However, many users have had success applying rewards or loyalty benefits by calling the hotels directly or applying rewards upon hotel check-in.
• What is the process for booking multi-city trips? 
  • Currently, we do not support multi-city trips. The best way is to book multiple one-way flights.
• Do negotiated rates with specific hotels appear on Ramp?
  • Our rates are powered by Priceline. Ramp does not offer negotiated rates beyond Priceline's standard rates with no booking fee. However, we have an agreement with Priceline to help our customers save on travel costs. You should find that total pricing on Ramp is lower than standard publicly available rates. If you do run into cases where the same inventory is cheaper elsewhere, we would be happy to investigate. 
• Can I book a car rental via Ramp?
  • We hope to support the car rental feature in the near future. Stay tuned!
• How can I set up or edit my Traveler Profile?
  • Go to My Ramp > Travel"\ tab, and click "Traveler profile" on the left-hand side to add or edit your information.

Our team is working hard to build and unlock further features to better support you and your team, and we would love to hear from you! If you have any feedback, please complete this survey.