Beta features are made available to customers at Ramp's discretion.
Overview
Reimbursement-only funds are an easy way for admins and employees to manage spending on personal cards made on behalf of the company. These funds do not allow transactions to go through. It allows:
- Admins to track spend made on an employee's personal card on behalf of the company
- Employees to submit expenses from their personal card towards a specific limit
We encourage using virtual and physical cards for more granular spend controls and visibility.
How to issue, request, or change reimbursement-only funds or programs
Reimbursement-only funds can be issued independently or through spend programs. Any existing funds or programs can be converted into reimbursement-only funds or programs and vice versa.
How to issue reimbursement-only funds
- From the homepage click “Issue funds”
- Click "Reimbursement only funds"
- Proceed through the issuing process as usual to issue reimbursement-only funds.
- If you would like to turn this into virtual-only funds and/or allow linking to a physical card later on, you can click “Actions” > “Edit” and select more payment options.
How to turn existing funds into reimbursement-only funds and vice versa
Note: If your funds have a card number, changing them into reimbursement-only funds permanently deletes the card number.
- Click on the funds you would like to change into reimbursement-only funds
- Click “Actions” > “Edit”
- Under Advanced > Payment Options, toggle on the reimbursements option and leave the other toggles off.
- Click "Save changes"
How to issue a reimbursement-only spend program
- Go to the “Spend Programs” tab on the left-hand side of the screen
- Click “Create spend program”
- Select “Expenses and benefits”
- Under “Any restrictions?” choose “Reimbursements only”
- Proceed through the process as usual to create a reimbursement-only spend program
How to use Reimbursement-Only Funds as an Employee
Employees will only be able to submit reimbursements towards these funds. There will be no card number associated.
Frequently Asked Questions
- What are the benefits of having reimbursement-only funds compared to regular funds or physical card limits? We recommend using the funds or physical card options to better track spending in real-time. The reimbursement-only limit provides a way to still track your team’s spend with less granular controls.
- What happens if I turn off the reimbursement option after my employee has submitted a reimbursement toward the limit that has not yet been approved? The reimbursement will still count towards the limit.