Cardholders may find other articles in the Expense policy and receipts section to be more applicable.
Overview
Transactions can be flagged manually by the cardholder, manager, or admin. There are three types of flags:
- Out of policy flags: Cardholder spent on something that is out of policy.
- Accidental purchase: Cardholder accidentally used the corporate card for a personal expense (self-reported).
- Fraudulent transactions: Cardholder does not recognize this transaction.
Accidental purchase
We get it - this happens. Thankfully Ramp makes it easy to own up to using your corporate card for personal expenses!
If you accidentally made a personal charge on your Ramp card, you can head to your Ramp dashboard and flag this transaction. You can do this by:
- Select the transaction.
- Click the More button in the bottom left corner and select Flag as Accidental.
- Add a message to explain what happened and click the Submit button:
After you flag the accidental transaction, you and your manager are added to an email thread so you can discuss the transaction and align on the next steps. Ramp can also facilitate repayment to the company; refer to the article on Employee Repayments for more info.
Fraudulent transactions
It's easy to monitor spend and flag any charges that are unauthorized or potentially fraudulent within the Ramp dashboard. In the event of suspected fraudulent activity, please follow the steps in the Flagging unauthorized charges or fraudulent activity article.
Out-of-policy flag
If you see a transaction that you don't believe should have been on a company card, you can flag this transaction to your finance team and employee on the Ramp dashboard.
Starting from the Expenses tab, click into the Transactions section, and click on the transaction that you believe was unapproved. Then, at the bottom, click "Flag Transaction" which will open a text box for you to enter, which will create an email thread with your employee where you can also request repayment from your employee.
Please note: The person who flagged this transaction will not be copied on the email, but they will be listed in the reply-to of the email.
Clearing flags
Suppose you flag a transaction in error and need to remove the flag. Approve the transaction to remove the flag. To approve a transaction:
- Go to the Transactions > Expenses > Out of Policy tab.
- Locate the transaction in question and click the Approve button on the far right.
- Enter a note documenting why you approved the transaction in the pop-up window. Once you submit the explanation, the flag is removed from the transaction.