Reviewing reimbursements

Note: This article primarily applies to Ramp Administrators. Cardholders may find other articles in the Reimbursements section to be more applicable.

Overview

Once employees submit their reimbursements, they will appear in the Pending or Needs Review tab under Expenses > Reimbursements.

Editing reimbursements as a reviewer

While a reimbursement is pending, the submitter's direct manager (and any manager in the reporting chain), assigned assistant, and anyone with the Accounting or Admin role may edit any reimbursement field.

To edit a pending reimbursement:

1. Navigate to Expenses > Reimbursements
2. Click on the reimbursement you want to edit
3. Click the options menu ( ... ) and select Edit
4. Update the fields as needed (such as amount, receipt, memo, merchant, date, accounting categories, or trip)
5. Click Save changes and confirm

After a reimbursement has been approved and paid, only accounting fields (such as accounting categories, memo, and entity) can be edited by users with the Accounting or Admin role.

Editing certain fields may reset the approval chain. For the full reset rules, see Editing a reimbursement in the Submitting reimbursements article.

Canceling reimbursements

After a reimbursement has been approved and before the payment begins processing, Admins and Owners (not Assistants or card managers) can cancel the reimbursement in case of mistakes in approval, payment method, or bank issues.
To cancel a Reimbursement:

1. Navigate to Expenses > Reimbursements
2. Click on the reimbursement, and select the Cancel payment button at the bottom
3. This will both cancel and reject the reimbursement

If the payment has already been withdrawn from your company's bank account, you will automatically receive your funds back after another 5-7 business days.

Employees can delete their own reimbursement requests that are in Draft, Pending, Rejected, or Failed status. Deletion is permanent and cannot be undone. For details on the employee experience, see Deleting a reimbursement.

Bulk approving reimbursements

Admins and managers may approve reimbursements in bulk by selecting the check boxes next to each reimbursement. After clicking "Approve," you'll be prompted to confirm your selection.

Please note: When you click the "Approve" button while multiple reimbursements are selected, those reimbursements will be approved, and payment will be initiated. If your configuration has "Batching" enabled for reimbursements, then you will see "Awaiting payment" instead of "Payment initiated" until the end of the day.

Approving expense groups

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

In addition to bulk approvals for individually submitted reimbursements, you can approve reimbursements in employee-submitted groups. Employees may elect to submit a group of reimbursements at once (e.g., for a trip or for a project).

Reviewers can then approve these expense groups and review individual reimbursements as needed. Your approval tables must be grouped by “Expense groups” to view.

Personal card reimbursements

• Reviewers can tell when a reimbursement was created from a personal card transaction because Ramp shows the label Imported via personal card .
• This helps verify that the reimbursement is tied to a real card transaction.
• Admins, managers, and assistants cannot browse an employee's personal card transaction feed. They only see the reimbursement the employee chooses to submit.

Foreign transaction reimbursements

If an employee spends in a currency other than USD, they can let you know when they submit their reimbursement.

The employee will see the estimated USD they will receive, and you'll see a globe icon indicating the amount in the transaction's original currency.

International reimbursements

Admins and managers will see USD-equivalent amounts for reimbursements paid out in foreign currencies.

If the employee both had a foreign transaction and needs to be paid out in a foreign currency (ex. your Canadian employee spends GBP on a work trip to London), you'll see both the transaction's original currency and the currency they will be paid out on.

Businesses based in Nevada, and businesses in certain industries, may not be able to use international reimbursements or may require Enhanced Due Diligence (EDD). See Limitations for international reimbursements for details.

Reimbursement payment options

• Approve & pay: Refers to approving and paying via ACH and Wire
  • ACH Pay: Approve and pay back the employee via ACH on Ramp. Your employee will have to enter their bank details to have this option.
  • Wire Pay: Approve and pay back the employee via International Wire on Ramp. Your employee will have to enter their international bank details to have this option.
• Paid off Ramp: Mark a payment made outside of Ramp.
• Reject: You can reject the reimbursement request with an optional note that's sent to the employee.

Sending reminders for pending reimbursements

Admins can send manual reminders to managers who have reimbursements waiting for their review. To send reminders:

1. Navigate to Expenses & travel > Reimbursements
2. Click the Reminders button in the page header
3. In the drawer that opens, you will see a list of approvers with pending reimbursements to review, grouped by person
4. Click Remind next to an individual approver, or click Remind all at the bottom to notify all approvers at once

Reminders are delivered via email and include a list of the reimbursements that need the approver's attention. You can send a reminder to each approver once per day.

Ramp also sends managers a weekly reminder email about transactions and reimbursements that are pending their review. For information on managing these notification preferences, see Manage your communication preferences.

For reminders related to card transactions and missing receipts or memos, see the Sending reminders to employees for missing items section in the Reviewing transactions article.

Frequently asked questions

Why can't I reimburse an employee directly via Ramp?

• Make sure that you've enabled ACH payments in your Reimbursement Settings.
• If an employee hasn't added their personal bank account details, you won't be able to pay them directly via Ramp.

What's the difference between the Pending and Needs Review tab?

• Admins will see reimbursements in the Pending tab rather than the Needs Review tab if they are not the next person in line to approve
• The Needs Review tab will show the reimbursements the Manager or Admin is directly responsible for approving

How do I approve any reimbursements as an Admin?

Admins can approve pending reimbursements from any employee (even if not the direct manager) by clicking on them, scrolling down to the bottom, and clicking on the three dots. From there, you'll be given the option to bypass the manager's approval.

Can I undo or reverse an approved reimbursement?

Yes, but only one reimbursement at a time and only before payment begins processing. Admins and Owners can open the reimbursement from Expenses > Reimbursements and click Cancel payment. This cancels the payment and rejects the reimbursement. Managers, Assistants, and card managers can't do this. Ramp supports bulk approvals and bulk rejections in Needs Review, but not bulk cancel or bulk undo for approved reimbursements.

Why did my employee's reimbursement payment fail?

Typically, it's due to incorrect bank details. To resolve this, the employee will have to update the ACH details and retry the payment.

How to retry a reimbursement repayment if it fails?

Important note: Only the employee who requested the reimbursement is able to retry a failed reimbursement repayment. If you are a Ramp administrator, you should direct the employee requesting the reimbursement to retry the payment with the following steps:

1. Sign in to Ramp
2. Go to the Expensesand find the failed reimbursement.
3. Look for the "Retry Payment" button at the top of the page and c lick “Retry Payment" and follow the relevant prompts.