Repay a reimbursement

Overview

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

Reimbursement repayments let an employee return all or part of an eligible paid reimbursement to their company. Ramp pulls the repayment by ACH from the employee's linked personal bank account and sends it to the company's reimbursement bank account.

Only the employee who owns the reimbursement can start a repayment. Your business must have access to reimbursement repayments during Alpha.

Check reimbursement repayment eligibility

A reimbursement can be repaid only when all of these requirements are met:

• The reimbursement belongs to you and is in an eligible paid state. Unpaid and canceled reimbursements are not eligible.
• You are a US resident and your place of residence is saved in Ramp.
• The reimbursement, your default personal bank account, and your company's reimbursement bank account all use USD. Ramp does not support non-USD reimbursement repayments at this time.
• Your default personal bank account is active and can send ACH payments. Add or update it from Personal settings > Banking.
• Your company has enabled Reimbursements and ACH repayments, and it has a USD reimbursement bank account. Admins can review the setup in Reimbursement settings.
• No repayment has already been created for the reimbursement. You can retry an existing repayment only if it failed.

The Repay action is hidden when the reimbursement itself cannot be repaid. For other unmet requirements, Ramp disables the action and shows the reason. If all requirements are met but the action is not available, your business may not have access during Alpha. Ask your finance team to arrange the return outside Ramp.

Repay a reimbursement

You can repay the full reimbursement or part of it. The amount must be at least $0.01 and cannot exceed the original reimbursement amount.

1. Open My Expenses > Reimbursements, then select the paid reimbursement.
2. Open the three-dot Options menu, then select Repay.
3. In How much do you want to repay?, enter the amount. Ramp selects the full amount by default.
4. Optional: Enter a reason for the repayment.
5. Select Repay [amount].
6. Review the reimbursement and the default personal bank account in Authorize [amount] repayment, then select Continue.

Ramp shows Repayment submitted after it creates the repayment. You cannot choose a different bank account in this flow. To use another eligible account, update your default account before you start the repayment.

Track reimbursement repayment status

The source reimbursement shows the repayment amount and its current status:

• Awaiting payment: Ramp has received the request but has not started the transfer.
• Processing: Ramp is transferring the money from the linked personal bank account.
• Repaid: Ramp processed the repayment.
• Failed: Ramp could not transfer the money from the linked personal bank account.
• Canceled: The employee canceled the repayment before it completed.

Admins and finance team members with permission to view business reimbursements can open Expenses > Reimbursements > Repayments. This page shows requested and submitted repayments, their payment and accounting sync statuses, the employee, the repayment amount, the original reimbursement amount, and other repayment details.

Cancel or retry a reimbursement repayment

Only the employee who owns the source reimbursement can cancel or retry its repayment.

Cancel an awaiting repayment: Open the reimbursement, select Cancel repayment, and confirm. After you cancel, you cannot create another repayment for the same reimbursement.

Retry a failed repayment: Open the failed repayment from the reimbursement or the Reimbursement repayments page, then select Retry. Ramp checks the eligibility requirements again and permits up to five retries after the first attempt.

Before you retry, update your personal bank account if Ramp says that the account is missing or invalid. Ramp shows Repayment retry submitted when the retry starts.