Ramp card management

Overview

Ramp offers a card experience designed to give your team the tools to spend responsibly, track budgets in real time, and streamline financial operations. With physical and virtual cards connected to funds and features that enable seamless sharing and control, Ramp makes managing business spend simple and scalable.

How Ramp funds, cards, and Spend Programs work together

Ramp’s card infrastructure is designed to offer control, visibility, and flexibility at scale. Here’s how it works:

Funds

Funds in Ramp act as predefined budgets you can assign to employees, teams, or initiatives. They help ensure spend is tracked and limited according to your business goals.

• Each physical card must be connected to funds
• Funds include Spend Limits and expiration controls

Cards

Ramp supports both virtual and physical cards. These cards are issued to users and tied to funds.

• Virtual cards are issued instantly and are ideal for online transactions, subscriptions, and vendor payments.
• Physical cards are shipped to users and work for in-person transactions. Each employee can receive one card. Physical cards must be issued alongside funds for employees to spend on because they do not come with funds themselves.

Spend Programs

Spend Programs group funds, users, and cards under a shared policy to streamline budget tracking and control. They’re ideal for managing departmental or initiative-based spend.

Each program includes:

• A shared fund or multiple funds
• Predefined Spend Limits and controls
• Assigned users and cards

Spend Programs make it easy to enforce consistent policies and monitor group-level spend in one place.

Learn more: Spend Programs overview and Funds, cards, and Spend Programs

Creating, editing, and terminating cards and funds

Ramp gives Admins, Managers, and employees the ability to manage cards and funds directly from their dashboard. What you can do in Ramp depends on your role.

Creating cards and funds

Admins and managers

Admins and Managers can issue cards to any employee from the Ramp → Cardsor Funds page.

To issue a card:

1. Go to Ramp → Funds or cards
2. Choose Physical card, Virtual card , or General expenses
3. Click Issue
4. Select the employee, assign or create a fund for a physical card, and set card controls
5. Click Issue

Physical cards will be mailed to the employee. Virtual cards and funds are active immediately.

Employees

Employees can request cards and funds for their own use.

To request a card:

1. Go to Home → click Request
2. Choose the spend type and submit the request

Your Manager or Admin will review and issue the card.

Editing cards and funds

Admins and managers

To edit the card or funds:

1. Go to Ramp → Funds or cards
2. Click the ••• next to a card
3. Select Edit card
4. Update nickname, expiration, or other card settings
5. Click Save

If your employee needs to spend from their physical card but doesn't see any funds to spend from, you will need to change the settings on their virtual card to enable physical card spend or issue additional funds. To enable physical spending from your virtual card:

1. From Actions → Edit (top right)
2. Navigate to Advanced → Payment options and change the setting from ' Virtual only' to ' Physical and virtual' .

• Click Save . The cards will share the same funds , limits, and controls.

Employees

Employees can request edits to their own cards. Please note that the funds will remain unchanged until the changes are approved by a member of the finance team.

To edit your card or funds:

1. Go to Home → Select the card you want to edit
2. Click Actions → Edit (top right)
3. Change nickname, amount, frequency
4. Save changes

If you need to spend from your physical card but don't see any funds to spend from, you will need to change the settings on your virtual card to enable physical card spend or request additional funds. To enable physical spending from your virtual card:

1. From Actions → Edit (top right)
2. Navigate to Advanced → Payment options and change the setting from ' Virtual only' to ' Physical and virtual' .

• Click Save . The cards will share the same funds , limits, and controls.

When an employee’s name changes in Ramp (for example, due to a legal name change), card display names update differently for virtual and physical cards:

• Updating an employee’s name in Ramp will automatically update the name on all associated virtual cards and funds .
• There is no need to reissue virtual cards after a name correction.
• To update the name on a physical card , reorder a new card with the updated name printed. See Reordering physical cards

Terminating cards and funds

Admins and managers

To terminate a card or funds on behalf of employees:

1. Go to Ramp → Funds or cards
2. Open the card
3. Click Edit → Terminate
4. Confirm

To terminate and reissue a physical card on behalf of employees:

1. Go to Ramp → People and open the employee’s profile.
2. Under Cards , select the card to replace.
3. Click Terminate card to deactivate the existing card immediately.
4. After termination, select Reissue card .
5. Review or update the shipping address and confirm the request.
6. The new physical card will be shipped to the address on file, or to the updated address you provide.

Please note: Terminating a card immediately disables it. Transaction history will still be visible for reference. Refunds to terminated cards appear in the transaction history but not the terminated card itself. These returned funds cannot be terminated or refunded, but are available in the business account balance for future spending.Learn more: Ordering or requesting cards article

Employees

To terminate your own card or funds:

1. Go to Home → Select the card you want to terminate
2. Click Edit → Terminate
3. Confirm

Locking and unlocking cards and funds

Admins, managers, and employees have different levels of access to unlocking and locking funds and cards. See more in How to lock or terminate Ramp funds and cards.

Sharing Ramp cards through shared funds

Ramp allows Admin and Accounting roles to create shared funds that multiple users can access through their own cards. This enables shared budgeting across teams or projects without needing to hand off card details. Funds locking and transaction declines apply to individual users, while other cardholders using the same shared fund can continue using their cards without disruption.

Use cases

• Departmental budgets (e.g., “Marketing Q2”)
• Events or offsite initiatives
• Office expenses shared by a location

How to create a shared fund

1. Go to Ramp → Funds or cards → Issue
2. Select "General expenses" for funds, or pick a Spend Program that issues shared funds
3. Enter the names of the funds' owners. Each person listed here will receive distinct shared funds that they can add additional members to.
4. Under Advanced, click on Sharing, or under the Pre-spend Controls for Spend Programs, toggle on the sharing functionality.
5. Once the funds have been issued and shared, each member will be responsible for their missing items. If their items are not submitted in time, only the member's funds will be locked.

Please note: Shared funds help enforce centralized controls while enabling distributed access to the budget.Learn more: Shared cards & funds article

Card visibility and access permissions

Card access on Ramp has two layers: which cards you can see in your account, and whether you can view sensitive card details such as the full card number, CVV, and expiration date.

Who can see which cards

Your role determines which cards you can see across Ramp, including the cards page and other areas that display card information:

• Admins, Owners, Finance Admins, Accounting, and View-Only Admins can view all cards across the business.
• Managers (with no other administrative role) can view cards belonging to employees in their reporting chain. Because roles are additive , a user with Manager combined with a role that has broader access (such as Accounting) inherits the wider visibility.
• Employees can view only their own cards.

There is no single toggle to turn card visibility on or off. Card visibility is determined by each user's role, and because permissions are additive, you must change the role that grants the visibility. Ramp Plus customers can adjust card visibility by editing the permissions on a built-in role (such as Accounting or Finance Admin) or by creating a custom role with only the permissions needed.

Viewing sensitive card details

• Only the card owner can view the full virtual card number and details. This includes the complete card number, CVV, and expiration date.
• Admins can lock or terminate cards they do not own, but cannot view full card details. Admins can manage cards for security and compliance purposes, but cannot access sensitive card information for cards owned by other users.
• If a card is locked due to fraud protections, only the cardholder can unlock it. Admins and Managers cannot unlock these cards on behalf of the cardholder.

Frequently asked questions

Who can create cards and funds on Ramp?

Admins and Managers can create cards. Users can only request them.

Can I use one card for a single budget with multiple employees?

Yes, through shared funds, a single budget can be used across multiple employees.

What happens when a card is terminated?

The card is deactivated and can no longer be used. All transaction history remains available for review.

What do I do if I see a 'failed to load' error or can't find my funds?

Stipends may be inaccessible if they have expired or are no longer active (terminated). Check the date the stipend was issued or check your email to see if Ramp sent you a notification of expiration or termination. If you still can't access your funds, contact your account admin or manager—they can confirm the funds status and provide next steps.

How do I restrict which users can see other employees' cards?

Card visibility is determined by each user's role. By default, Admins, Owners, Finance Admins, Accounting, and View-Only Admins can see all cards across the business. Managers (without an additional administrative role) see only cards within their reporting chain, and Employees see only their own cards. Because roles are additive, a Manager who also holds a role with broader visibility (such as Accounting) inherits that wider access. To restrict card visibility, Ramp Plus customers can edit the permissions on the built-in role that grants access (such as Accounting or Finance Admin), or create a custom role with only the permissions needed.

Why is a card decline not showing up in Ramp?

If a card is declined but you do not see that decline in Ramp under Expenses > Card transactions> Declined, the decline most likely occurred on the vendor’s side before it reached Ramp.

To troubleshoot:

• Confirm the card details entered at checkout, including card number , CVV , expiration date , billing address , and billing phone number (if requested by the merchant), match what is shown in your Ramp account.
• Ask the vendor whether the decline is due to their own risk rules or those of the payment processor (for example, AVS or CVV mismatch, country or merchant restrictions, or other internal checks).
• If the problem persists across multiple vendors or repeated attempts, create or request a new virtual or physical card from your Ramp dashboard and try the transaction again.

If no decline appears in Ramp after these checks, the transaction was not processed by Ramp. Only the vendor can provide details on why it was rejected.

What billing phone number should I use when a merchant asks for one at checkout?

Some merchants require a billing phone number during checkout. Use the personal phone number associated with your Ramp profile. Your billing address is your company's legal address on file (see How to update my company's address), but the billing phone number is the phone number tied to your individual account. You can verify your phone number in your account settings.