Cardholders may find other articles in the Reimbursements section to be more applicable.
Overview
Once employees submit their reimbursements, they will appear in the Pending or Needs Review tab under Expenses > Reimbursements.
Jump to:
Foreign transaction reimbursements
Editing reimbursements
While a reimbursement is pending, the submitter's direct manager (and any manager in the reporting chain), assigned assistant, and any bookkeeper and admins may edit any reimbursement field. To do so, click on the reimbursement and click the "Edit" button in the footer at the bottom of the drawer.
When reimbursement fields are edited after the first level of approvals have been made, the approval chain may reset at the second layer of approvals. Simply click on the edit icon.
Below is the logic by which the chain resets:
- The chain resets when these fields are edited: Amount, currency, spend limit, trip, and/or mileage
- The chain will not reset when these fields are edited: Date, merchant, memo, additional fields
Canceling reimbursements
After a reimbursement has been approved and before the payment begins processing, admins and owners (not Assistants or card managers) can cancel the reimbursement from the reimbursement drawer in case of mistakes in approval, payment method, or bank issues. This will both cancel and reject the reimbursement.
If the payment has already been withdrawn from your company's bank account, you will automatically receive your funds back after another 5-7 business days.
Note that employees can delete their own reimbursement requests prior to approval.
Bulk approving reimbursements
Admins and managers may approve reimbursements in bulk by selecting the check boxes next to each reimbursement. After clicking "Approve," you'll be prompted to confirm your selection.
Please note: When you click the "Approve" button while multiple reimbursements are selected, those reimbursements will be approved, and payment will be initiated. If your configuration has "Batching" enabled for reimbursements, then you will see "Awaiting payment" instead of "Payment initiated" until the end of the day.
Foreign transaction reimbursements
If an employee spends in a different currency than USD, they can let you know when they submit their reimbursement.
The employee will see the estimated USD they will receive, and you'll see a globe icon indicating the amount in the transaction's original currency.
International reimbursements
Admins and managers will see USD-equivalent amounts for reimbursements paid out in foreign currencies. Hovering over the globe icon will show you the amount in the transaction's original currency.
If the employee both had a foreign transaction and needs to be paid out in a foreign currency (ex. your Canadian employee spends GBP on a work trip to London), you'll see both the transaction's original currency and the currency they will be paid out on hover.
Note that international reimbursements are not enabled in Nevada or for financial services businesses due to local regulations and partner restrictions.
Reimbursement payment options
- Approve & pay: Refers to approving and paying via ACH and Wire
- ACH Pay: Approve and pay back the employee via ACH on Ramp. Your employee will have to enter their bank details to have this option.
- Wire Pay: Approve and pay back the employee via International Wire on Ramp. Your employee will have to enter their international bank details to have this option.
- Paid off Ramp: Mark a payment made outside of Ramp.
- Reject: You can reject the reimbursement request with an optional note that's sent to the employee.
Frequently Asked Questions (FAQs)
Why can't I reimburse an employee directly via Ramp?
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Make sure that you've enabled ACH payments in your Reimbursement Settings.
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If an employee hasn't added their personal bank account details, you won't be able to pay them directly via Ramp.
What's the difference between the Pending and Needs Review tab?
- Admins will see reimbursements in the Pending tab rather than the Needs Review tab if they are not the next person in line to approve
- The Needs Review tab will show the reimbursements the Manager or Admin is directly responsible for approving
How do I approve any reimbursements as an Admin?
Admins can approve pending reimbursements from any employee (even if not the direct manager) by clicking on them, scrolling down to the bottom, and clicking on the three dots. From there, you'll be given the option to bypass the manager's approval.
Why did my employee's reimbursement payment fail?
Typically, it's due to incorrect bank details. To resolve this, the employee will have to update the ACH details and retry the payment.
How to retry a reimbursement repayment if it fails?
Important note: Only the employee who requested the reimbursement is able to retry a failed reimbursement repayment. If you are a Ramp administrator, you should direct the employee requesting the reimbursement to retry the payment with the following steps:
- Sign in to Ramp
- Go to the Expenses Tab and find the failed reimbursement.
- Look for the "Retry Payment" button at the top of the page and click “Retry Payment" and follow the relevant prompts.