Submitting reimbursements

Overview

As an employee using Ramp, here's everything you need to know to submit reimbursements and get paid back. Please note that your finance team must enable reimbursements for your company before you can submit a reimbursement.

Set up your bank account

Once your company has turned on reimbursements, you'll see the Request reimbursement or New > Reimbursement button on the top-right-hand corner of your Home page. Depending on your company's preferred payment method, you may be required or recommended to link a bank account to receive payment.

Your finance team's preferred reimbursement method:

• If your company requires electronic payments, you'll be prompted to link a bank account if you try to submit a reimbursement.
• If your company has payments off Ramp enabled, your admin or manager may reimburse you and pay you outside Ramp using other methods such as Zelle, venmo, check, etc.

Add your personal bank account:

• If your company has turned on electronic payments via Ramp, you'll need to add your US-based personal bank or international bank account details (see International reimbursements) for your organization to pay you directly. You can do this on the Profile (top-right-hand corner) > My Settings > Banking .
  Please note:

• Linking the correct bank:

  • Your bank account must be able to make payments and receive them to make repayments (e.g. you may not link a credit card)
  • You can enter your personal mailing address if prompted for an address.
  • While users are not required to verify their bank accounts to receive reimbursements, we strongly encourage verification as a best practice.
  • If your company hasn't already provided your location via its human resources information system (HRIS), you'll be prompted to enter your place of residence for regulatory purposes before you can continue to connect your bank account. You may update this field in the future by going to Profile (top-right-hand corner) > My Settings > Profile > Edit profile .

• Payment timeline:

  • Once a reimbursement is approved, ACH reimbursement payments typically take 3-5 business days. Repayments to your company may also take 3-5 business days.

Submitting reimbursements

How to submit a reimbursement

There are three possible types of reimbursements that you may submit depending on how your company has set up reimbursements:

• Out-of-pocket : any purchase made on behalf of your company excluding mileage
• Mileage : mileage reimbursements. (Note: If you don't see this option, your finance team has mileage reimbursements turned off for the company.)
• Per diem : Fixed amount reimbursements for travel.

There are several ways to submit a reimbursement:

• Send or forward receipts to [email protected] . You'll receive an email letting you know we've created your draft reimbursement(s). You can find them within your dashboard under the Reimbursements section under Drafts, where you must add details and submit. Emailing multiple receipts will create multiple reimbursements.
• Submit via the mobile app.
  Download our mobile apps (iOS, Android) to submit receipts easily on the go. You can save photos as draft receipts right from the app and even allow the app to track your GPS for mileage reimbursements.
• Text your receipt to HIRAMP 447-267 (For international users, 844-331-1023)
  Take a picture or screenshot of your receipt and text it to our number. We'll text you asking if you want to match it to a transaction or create a reimbursement. After selecting the reimbursement option, you can complete the reimbursement on the mobile app or at a later time.
• Create a new Reimbursement via web or mobile browser. Go to Home > New > Reimbursement , where you can drag and drop your receipts. You will then have to add a receipt, memo, and any other policy requirements that your organization requires. To add multiple receipts to a single reimbursement, click on the existing draft reimbursement, and click on the upload button in the top left corner.
• Duplicate a previous reimbursement. You may duplicate any reimbursement by clicking into the draft, approved, or rejected reimbursement and clicking duplicate .

Recurring reimbursements

Ramp supports recurring schedules for your own out-of-pocket and mileage reimbursements.

1. Create the reimbursement first from Request reimbursement . You cannot set a recurring schedule on the initial page.
2. Open the draft or reimbursement details, then click Make recurring or Edit recurring schedule .
3. Choose one of the available schedules: Daily (weekdays only), Weekly on Monday , or Monthly on the 1st .

Ramp creates future recurring reimbursements as drafts. For recurring out-of-pocket reimbursements, you still need to upload the receipt each time before submitting.

Out-of-pocket reimbursements

For out-of-pocket reimbursements, here are a few additional details.

• Personal Card Reimbursements : If your business has this feature enabled, go to Banking , use the Personal credit card section to click Connect card , then choose Import via personal card when creating a reimbursement. Ramp pre-fills the merchant, amount, and date, and you still submit through the normal reimbursement flow.
• Bulk submission: You can submit and edit reimbursements in bulk. Simply drag multiple receipts into the upload field, wait for them to generate line items in the table, and check the box next to each receipt to edit the memo, trip, and accounting categories in bulk. More information here.
• Group with trip: If your reimbursement is part of company travel, you may add it to a trip to group them together for submission and review. Toggle the "Is this a travel expense?" section and select the trip (or create a new trip).
• Add meal attendees: click the "Add Attendees" button.
• Fill in the "spend from" field if applicable: We will automatically fill in the fund if there is only one available to spend from, and if there isn't one available, "None" will be pre-filled if allowed by your company's expense policy. If your company uses Purchase Orders with reimbursements enabled, PO-backed funds appear in this field. Selecting one counts the reimbursement toward that Purchase Order's total.
• Auto-save: Reimbursements will auto-save as you edit them and appear as a draft on your Reimbursements main page if you click the back button.
• Edit a reimbursement after submission : You or anyone in your approval chain may edit any reimbursement field before final approval. See Editing a reimbursement you submitted for step-by-step instructions and details on how edits affect approvals.
• Submitting towards a locked card : If your card was auto-locked, you may submit a reimbursement if the transaction date is before the lock date. If your card was locked by a manager or admin, you will not be able to submit a reimbursement for this card. Please contact your manager or finance team to unlock this card and submit a reimbursement towards it.

Mileage reimbursements

If your company has turned on mileage reimbursements, here are additional details.

• GPS mileage : Ramp's mobile apps allow you to use GPS location to track the exact number of miles you've driven. Distances less than 500 meters and durations shorter than 30 seconds will be discarded. If your trip is lost before saving, it cannot be recovered.
• Entering destinations : You can input the starting and ending destinations (and multiple stops) to auto-calculate the distance traveled. Ramp uses the Google Maps recommended route based on the average traffic conditions. The number of miles Ramp calculates may differ from the actual miles you drove. You may edit the calculated number of miles if that is the case.
• Manually entering miles driven : You can manually enter a maximum of 999 miles when entering the number of miles driven. However, the reimbursement can still be submitted if you enter two addresses with a distance greater than 1,000 miles.
• Deducting commute distance : If your finance team has enabled commute deductions, you can subtract your regular commute distance from a mileage reimbursement. After you enter your start and end locations, a Commute row appears in the distance summary. Click the edit icon next to it to enter your home and office addresses and choose whether to deduct a one-way or round-trip commute. Ramp saves the addresses you enter once the reimbursement is submitted, so they are pre-filled the next time you submit a mileage reimbursement. Saving a draft alone does not store the addresses as defaults. However, the commute deduction is not applied automatically — you must choose to apply it on each new request.
• Reimbursement rate : Your finance team can edit the reimbursement amount per mile, which defaults to the IRS rate for the year.
• Frequent trips: Frequent trips are defined as the same destinations entered in reimbursement requests submitted at least three times. These will now appear at the top of the mileage reimbursement draft during the submission process. Employees can use a checkbox to indicate whether the trip is a round trip. Previously used locations will automatically display when users begin typing.

Per diem reimbursements

If your company has per diem reimbursements enabled, you can submit per diem reimbursement requests for business travel. To get started, go to Home > New > Reimbursement and select New per-diem.

On the per diem form, enter your travel destination and date range. The reimbursement amount is calculated automatically based on your company's per diem rate configuration.

If your company has meal deductions configured, a daily breakdown table appears where you can mark which meals (breakfast, lunch, dinner) were provided by your employer on each day of travel. Provided meals reduce the per diem amount according to your company's configured rates.

Per diem for international employees

If your company has enabled country-specific per diem rates and your country of residence is in the list of supported countries, your per diem reimbursements are calculated using your country's government-mandated statutory rates.

The per diem form will show additional fields:

• Departure time and Return time — required fields that determine how many hours you traveled on your first and last day. The system uses these times to calculate partial-day rates based on your country's time-tier rules.
• Meals provided — if your country has statutory meal deductions, a daily table appears with checkboxes for breakfast, lunch, and dinner. Check the meals that were provided by your employer to apply the deduction.

The reimbursement amount section shows the rate basis, such as "Based on government-mandated per diem rates for Germany," and the calculated total. For international trips, the destination country determines the applicable rate from your home country's international rate table.

Waiting for reimbursement approval

Once you submit a reimbursement, it will be routed to either your direct manager or admins for approval or a combination of reviewers for approval, based on the Expenses approval setup.

Reimbursement expenses will by default follow the Default approvals flow.

To use a different Expenses policy for reimbursement requests, the submitter must choose an existing fund linked to the desired policy in the "Reimburse from" field on the form.

• If your reimbursement is approved, it can be approved for electronic payment on Ramp or with another method your finance team chooses off Ramp. More in the "Getting paid back on or off Ramp" section.
  • Approved reimbursements cannot be edited.
• If a reimbursement is rejected, you can edit it and resubmit it .

Editing a reimbursement you submitted

You can edit a reimbursement that is in Draft, Pending, or Rejected status. Approved reimbursements cannot be edited by the submitter.

Editing a pending reimbursement:

1. Go to My Expenses > Reimbursements
2. Click on the reimbursement you want to edit
3. Click the options menu ( ... ) and select Edit
4. Update the fields you need to change, such as amount, receipt, memo, merchant, transaction date, accounting categories, or trip
5. Click Save changes
6. Review the summary of your changes and confirm

Editing and resubmitting a rejected reimbursement:

1. Go to My Expenses > Reimbursements
2. Click on the rejected reimbursement
3. Click the options menu ( ... ) and select Edit & resubmit
4. Update the fields as needed and submit

Who can edit: While a reimbursement is pending, you, your direct manager (and any manager in your reporting chain), and anyone with the Accounting or Admin role may edit any reimbursement field. For the admin editing workflow, see Editing reimbursements as a reviewer in the Reviewing reimbursements article.

How edits affect approvals: When reimbursement fields are edited after the first level of approvals has been made, the approval chain may reset.

1. When you edit your own reimbursement, the approval chain will reset to the first approver.
2. If other reviewers (managers and admins) edit the reimbursement at the second approval level:

• The chain resets when these fields are edited: Amount , currency , Spend Limit , trip , and/or mileage .
• The chain does not reset when these fields are edited: Date , merchant , memo , additional fields .

Deleting a reimbursement

You can delete your own reimbursement requests that have not yet been approved and paid. The Delete option is available on reimbursements with the following statuses: Draft, Pending (submitted, awaiting approval), Rejected, and Failed.

To delete a reimbursement:

1. Go to My Expenses > Reimbursements
2. Click on the reimbursement you want to delete
3. Click the options menu and select Delete
4. Confirm the deletion when prompted

To delete multiple draft reimbursements at once, select the check boxes next to each reimbursement in your Drafts list and click Delete at the bottom of the page.

Note: Deletion is permanent and cannot be undone or recovered. If you still need the reimbursement after deleting it, submit a new one.

If your reimbursement has already been approved and is awaiting or processing payment, you cannot delete it yourself. Ask your admin or owner to cancel the payment if it has not yet processed.

Getting paid back on or off Ramp

You may get paid back in one of two ways depending on your finance team's preference.

• Electronic payment to your bank account
• Paid off the Ramp platform

For payments on Ramp

Once approved, you will receive funds directly into your bank account. The payment process after the final approval typically takes 3-5 business days if your finance team has scheduled real-time or daily payouts. Payments may be delivered in a week or a month if your finance team has scheduled weekly or monthly payouts.

After a reimbursement has been approved and before the payment begins processing, admins, and owners can cancel your reimbursement payment from the reimbursement drawer in case of mistakes in approval, payment method, or bank issues. This will both cancel and reject the reimbursement. If you believe this was done in error, you can duplicate and resubmit the reimbursement and let your manager and/or finance team know.

For payments off Ramp

If your company hasn't enabled payments via Ramp, you will be paid outside of the Ramp platform using alternative methods, such as Zelle, Venmo, check, payroll, or another method. The reimbursement will be marked as 'Paid Manually,' which means:

• No ACH payment is sent through Ramp to your bank account. The ' Paid Manually' status is for tracking purposes only.
• For timing or details on the payment method, check with your manager, the company's finance, or the payroll team.

Bulk submitting reimbursements

To upload receipts in bulk via the web (up to 20 at a time), drag and drop multiple receipts into the upload section. To edit the same fields for multiple receipts:

1. Navigate to My Expenses > Reimbursements

2. Check the boxes on the left-hand side of the reimbursements you want to bulk edit

3. Click Edit on the bottom of the page

4. Select the field you want to bulk edit (e.g. memo, accounting fields, trip)

5. Enter the relevant information and click the green "Edit" button to save.

   

Bulk submitting via expense groups

Available on Ramp Plus. See Ramp Plus overview for plan details.

Multiple receipts may be submitted together, and our AI will quickly generate draft reimbursements. You can edit multiple reimbursements with the same context (e.g. for a trip or for a specific time period), add the relevant information, and bulk submit them as a group. Your reviewers will then be alerted that an expense group is ready for their review.

1. Navigate to Home
2. Click New > Reimbursement and select (or drag and drop) up to 20 receipts, or click into your receipt drafts if they're already created
3. Ramp will automatically group your receipts drafts to submit all at once.
4. Once all reimbursement drafts in the group have the required information, name the group (e.g., “Trip to San Francisco”) before submitting for review.
5. You can click any draft on the left-hand side to drag and drop them into and out of the groups.
6. Fill out the relevant fields for each reimbursement draft. (Drafts labels will change from "Incomplete" to "Complete" once required sections are filled out.)

Missing Employee reimbursement permissions

Available on Ramp Plus. See Ramp Plus overview for plan details.

If you are in the Employee role and your business is on Ramp Plus, you might not see the ability to submit reimbursements. Your business Owner or Admin may have removed this permission from the Employee role capabilities. Contact them for more information, or see Customize roles and permissions for details on role permissions.

Frequently asked questions

Can I recover, restore, or undo a deleted reimbursement?

No. Deleting a reimbursement is permanent. Ramp does not provide any way to recover, restore, or undo a deletion. If you still need to be reimbursed, submit a new reimbursement. To avoid accidental deletions, Ramp shows a confirmation prompt before deleting a reimbursement.

Can I delete a card transaction?

No. Card transactions are permanent records of completed purchases and cannot be deleted or removed from Ramp. If a charge is unauthorized or incorrect, see Disputes at Ramp. If you used your Ramp card for a personal or accidental purchase, see Accidental or personal charges on Ramp.

Can I delete an expense on Ramp?

It depends on the type of expense. Out-of-pocket reimbursement expenses can be deleted when they have not yet been approved and paid. Card transaction expenses cannot be deleted because they are permanent records of completed purchases.

How do I cancel a reimbursement I already submitted?

If your reimbursement is still pending approval, you can delete it. If it has already been approved, ask your admin to cancel the payment.

Can I enter a negative amount or add a credit line item to a reimbursement?

No. Reimbursement amounts must be greater than zero. There is no way to add a negative or credit line item to reduce a reimbursement amount. If you need to return money to your company for an accidental or out-of-policy corporate card transaction, use Employee repayments instead.