Reimbursement receipt affidavits

Overview

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

Alpha. This feature is in early development and may change based on feedback.

Reimbursement receipt affidavits let employees sign a statement when a receipt for an out-of-pocket expense is lost or was never issued. If the business allows affidavits for reimbursements, the signed affidavit fulfills an ordinary receipt requirement and the reimbursement continues through its normal approval flow.

During Alpha, this feature may not be enabled for every Ramp Plus business.

Submit a reimbursement receipt affidavit

You can sign an affidavit only for your own draft out-of-pocket reimbursement when no receipt is attached. Your business must enable reimbursement affidavits, and the reimbursement must be at or below any amount threshold the business sets.

  1. Create or open your draft reimbursement.
  2. Enter the merchant, a positive amount, the transaction date, and a memo if your policy requires one.
  3. If your company allows affidavits in its expense policy, I don't have a receipt appears under Options. Select it to sign an affidavit instead of attaching a receipt.
  4. Describe what you purchased, the business purpose, and why the receipt is missing. Enter your full legal name as your signature, then select Save.
  5. Confirm that Ramp generated a signed affidavit PDF and attached it to the reimbursement, then submit the reimbursement when its other requirements are complete.

Signing the affidavit locks the draft fields covered by the signed statement, but it does not submit the reimbursement. The reimbursement still follows your business's normal approval process, and an affidavit does not guarantee approval.

If I don't have a receipt does not appear, the reimbursement is not eligible. Confirm that it is your own draft out-of-pocket reimbursement, has no receipt, and does not exceed your business's affidavit threshold. Ask an Admin to confirm that affidavits are enabled for reimbursements.

Change a reimbursement after signing an affidavit

You can change a reimbursement with an affidavit only while the reimbursement is still a draft. The signed affidavit must be removed before you can edit the reimbursement.

  1. Open Options and select Delete affidavit.
  2. Update the reimbursement fields.
  3. Select I don't have a receipt and complete the affidavit form again.

Deleting the affidavit voids it and unlocks the draft. The previous affidavit responses are not carried into the new affidavit, so review and re-enter every response before signing. After the reimbursement leaves the draft state, you cannot edit it while its affidavit is attached.

Configure affidavits for reimbursements

From Policy > Expense requirements, Admins can manage this feature under Receipt compliance. The reimbursement setting is off by default, and changing it requires permission to manage global reimbursement settings.

  1. Under Receipt compliance, turn on Require affidavits for missing receipts.
  2. Under Apply to, select Reimbursements.
  3. Optional: Under Advanced restrictions, enter an Amount threshold in USD. Leave the field as No limit to allow eligible reimbursements of any amount.

The threshold is inclusive: an affidavit is allowed when the reimbursement's USD amount is equal to or below the threshold. When both Card transactions and Reimbursements are selected, the displayed threshold applies to both scopes. Blocked merchant and merchant-category restrictions apply only to card transactions, not reimbursement affidavits.

How affidavits affect receipt requirements

A reimbursement affidavit is not a receipt. It is an optional substitute that fulfills an ordinary required-receipt policy only when the business has enabled affidavits for reimbursements and the reimbursement is eligible. Enabling the feature does not require employees to use an affidavit when a receipt is missing.

An affidavit does not fulfill a separate XML receipt requirement. Reimbursements with affidavits continue through the normal approval process and remain subject to the business's other policy requirements.