Reimbursements set up

Overview

Ramp's Reimbursement feature allows businesses to pay domestic and international employees back for business-related charges made on non-Ramp cards.

Navigate to Expenses -> Reimbursements and click Setup reimbursements to get started with setup!

Jump to:

• Allow ACH / International Transfers payments
• Allow payments outside of Ramp
• Enable batch reimbursement payments
• Enable mileage reimbursements
• Set up reimbursement accounting
• Set up reimbursement expense policy (required fields)
• Help employees with bank account setup

ACH / International Transfers payments

If you'd like to pay your employees directly through Ramp, turn on ACH payments by clicking the slider next to ACH / International Transfers Disabled and configure a company bank account. 

For multi-entity businesses on Ramp, please note that every Ramp account needs to have a linked bank account for payments to work.

Payments outside of Ramp

Toggle on "Allow payments outside of Ramp" if you'd like to have the option to pay your employees off Ramp, for example, via check, payroll, etc. These types of payments aren't supported directly within the platform. 

Batch reimbursement payments

Toggle on "Batch reimbursement payments" if you'd like each employee's approved reimbursements to be batched into a single daily debit instead of an individual debit for each reimbursement.

Enable mileage

If you'd like your employees to submit mileage reimbursements, you can turn this on and set your default mileage rate in cents per mile. For business purposes for the calendar year, we'll default to the IRS Standard Mileage Rate. You may adjust your mileage rate at any time by going to your Reimbursements tab > Settings (upper right-hand corner) > Mileage.

Reimbursement accounting

Configure your accounting setup. Currently, we sync approved reimbursements as Bills to your accounting provider. If you've enabled/used ACH payments, we'll also sync a Bill Payment (manual payments outside of Ramp will not sync a payment).

Choose your A/P account and/or Cash Account, and keep in mind that:

• If you're using Sage or Xero, we'll select the default A/P account that's provided from your accounting provider.
• If you're using Xero, you can only select Cash Accounts that have account codes. You'll need to configure this in Xero and select it in Ramp. You can do so here.

Reimbursement expense policy (required fields)

By default, employees will be required to submit receipts and memos depending on your company's Expense Policy. Additionally, you can set up optional fields like Accounting Category for your employees to fill out. You can set this up under Settings > Expense policy > Reimbursement requirements.

Employee bank account setup

When your employee submits a reimbursement, and you have payments enabled, they'll also need to connect their bank account so they can receive those payments from Ramp for the reimbursement. While the bank account is highly recommended to be verified before the reviewer initiates payment, the employee bank account doesn't need to be verified for the payment to go through. 

Feel free to direct them to our Help Center article on adding a personal bank account.