Flagging transactions: Accidental purchase, fraud, and out of policy

Overview

Transactions can be flagged manually by the cardholder, Manager, or Admin. There are three types of flags: 

1. Out of policy flags: Cardholder spent on something that is out of policy.
2. Accidental purchase: Cardholder accidentally used funds or a physical card for a personal expense (self-reported).
3. Fraudulent transactions: Cardholder does not recognize this transaction.

Accidental purchase

We get it - this happens. Thankfully, Ramp makes it easy to take care of it. If you accidentally made a personal charge using your funds or a physical card, you can head to your Ramp dashboard and mark this transaction as accidental. Here's how:

1. Select the transaction. 
2. Click the Options drop-down on the top right corner, and select Mark transaction as Accidental.
3. 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 used a company card or funds, you can flag this transaction to your finance team and employee on the Ramp dashboard. Here's how:

1. Starting from the Expenses & travel tab, click into the Card transactions section.

2. Click on the transaction that you believe was unapproved.

3. At the bottom, click Reject and select either Request changes or Request repay. This will open a text box for you to enter the reason. 

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:

1. Go to the Expenses & Travel > Card transactions > Flagged tab. 
2. Locate the transaction in question and click the Approve button on the far right.
3. 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.