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.

Jump to:

• Set up your bank account
• Submitting reimbursements
• Bulk upload, memos, and submission
• Reviewing reimbursements
• Mileage Reimbursements

Set up your bank account

Once your company has turned on reimbursements, you'll see the New reimbursement button on the top-right-hand corner on your My Ramp page:

Add your personal bank account
If your company has turned on ACH payments via Ramp, you'll need to add your US-based personal bank or international bank account details (see more on international reimbursements here) for your organization to pay you directly. You can do this on the Settings > Personal Settings > Banking  page. Please note:

• Your bank account must be able to make payments and receive them to make repayments. Please note that you may not link a credit card. 
• Please enter your personal mailing address if you're prompted for an address.
• If you haven't linked a bank account, you'll see a banner at the top of your Reimbursements page, and you'll be prompted to do so if you try to submit a reimbursement.
• 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 by going to Settings > Profile > Edit profile.
• If your company hasn't turned on ACH payments, your admin or manager will reimburse you and pay you outside Ramp.

• While it is not required for users to verify their bank account to receive reimbursements, we strongly encourage verification as a best practice.

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

There are several ways to submit a new reimbursement:

1. Send or forward receipts to reimbursements@ramp.com.
   You'll receive an email letting you know that we've created your draft reimbursement(s). You can find them within your dashboard under the Reimbursements section under Drafts, where you'll need to add details and submit. Emailing multiple receipts will create multiple reimbursements.
2. Submit via the mobile app.
   Download our mobile apps (iOS, Android) to submit receipts easily on the go. You can also save photos as draft receipts right from the app.
3. Text your receipt to HIRAMP (447-267)
   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.
4. Download our mobile apps (iOS, Android) to submit receipts easily on the go. You can also save photos as draft receipts right from the app.
5. Create a new Reimbursement via web or mobile browser.
   Go to My Ramp > 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.
6. Duplicate a previous reimbursement.
   You may duplicate any reimbursement by clicking into the draft, approved, or rejected reimbursement and clicking duplicate.

Reimbursements will auto-save as you edit them and appear as a draft on your Reimbursements main page if you click the back button. To add meal attendees to reimbursements, click the Add Attendees button. You or anyone in your approval chain may edit the reimbursement amount leading up to the final approval. Find out how this affects your approval flow here.

Please note: You can add attendees to the draft reimbursement form before submitting the form.

Wait for approval
Once you submit a reimbursement, it'll be routed to either your direct manager or admins for approvals or a combination of individuals if your company has multi-approvals enabled.

While your reimbursement is pending, you and your manager / bookkeeper / admin may edit any reimbursement field. When reimbursement fields are edited after the 1st level of approvals has been made, at the 2nd layer of approvals, the approval chain may reset.

Below is the logic by which the chain resets:

1. When you edit any part of your reimbursement, the approval chain will always reset.
2. If any of the other roles edit the reimbursement level at the 2nd approval level...
   • 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.

If a reimbursement is rejected, you will have the ability to edit this reimbursement and re-submit it. Please note that historic reimbursements cannot be edited.

Get paid back
Once approved, you should receive funds directly into your bank account. Expect 1 transaction for every reimbursement submitted on Ramp. This process typically takes 3-5 business days.

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 the payment has already been withdrawn from your bank account, you will automatically receive your funds back after another 5-7 business days.

If your company hasn't enabled payments via Ramp, your company will pay you outside of the Ramp platform. Please contact your company administrators with any questions about payments outside of Ramp.

Bulk upload, memos, and submission

Multiple receipts may also be submitted together, in Ramp or via email, and our AI will quickly generate draft reimbursements. You can edit multiple reimbursements at once, add the relevant information, and bulk submit on the Reimbursements page.

Bulk Submission in Ramp

1. Navigate to My Ramp > Expenses > Reimbursements.
2. Click Create reimbursement.
3. To bulk upload (up to 20 at a time), drag and drop multiple receipts into the upload section.

4. Once the reimbursement drafts load, you may select the checkbox on the left-hand side of the page to bulk edit the memo and category.

5. Once the required fields are filled in, the submit button will turn green, and you can bulk submit.

Reviewing reimbursements

After submitting a reimbursement, you can review an Active (has yet to be approved) or Historical (previously approved / rejected) reimbursement from your Reimbursements tab. Click on any reimbursement for additional information. Read more about reviewing, editing, and canceling reimbursements.

Mileage reimbursements