Ramp User Guide

CS&S uses the Ramp platform for expense management including credit cards and reimbursements. Employees of CS&S, members of FSP leadership teams, and select volunteers can request access to Ramp.

All employees of CS&S, including FSP staff, should use Ramp for reimbursements. If you are employed with CS&S via Remote, we recommend requesting reimbursements directly in Remote.

If you are provided access to Ramp, you may be able to receive virtual or physical credit cards. All employees are eligible to receive credit cards. Access to credit cards for FSP staff requires approval of the Project Director. If you are a contractor or volunteer with CS&S, you may be provided a credit card in certain circumstances.

Getting Started as a User

You've received an invite to join Ramp. What next?

Request a new card or a limit increase on an existing card
Pro tip: Choose a card type from the Company Programs section.

Submit receipts and memos
Provide documentation for transactions on your Ramp card.

Get reimbursed for transactions on your personal card
If you are a contractor and do not have access to Ramp, get reimbursed via invoice.

FAQ

Credit Cards

What do I do if my card is lost or stolen?
Report it stolen or lost by emailing [email protected] as soon as possible. Lock the card via Ramp.

How do I pay back an accidental personal charge on my Ramp card?
It happens! Not to worry. Ramp makes it easy to pay back the accidental purchase.

Why was my transaction declined?
Ramp cards come with category and merchant restrictions. These restrictions help to mitigate fraud and simplify accounting. Check your card restrictions to identify its settings. 

Here are other common reasons transactions may be declined and how to identify them.

What does it mean that my transaction triggered an alert or was flagged?
Transactions over a certain amount may be flagged or trigger alerts. You may receive a message about this. These alerts do not mean the transaction was blocked or was not processed.

Alerts help us ensure that larger transactions are closely reviewed. Once proper documentation is submitted, the transaction will be approved.

What is the difference between a virtual card and a physical card?
Ramp explains the differences between the two cards and how each can suit your needs. Virtual cards offer increased security and flexibility, but can't be used in a physical store. Read about best practices for virtual cards.

What are the rules and policies for using my Ramp card?
The CS&S Expense and Credit Card Policy outlines requirements for documentation, approvals, and allowable expenses.

Who can get a Ramp card?
CS&S Employees (including any FSP staff employed via TriNet) and FSP Project Directors are eligible to request cards. If you are a contractor of volunteer, please check with CS&S operations on if you can receive a card.

Reimbursements

How do reimbursements paid in other currencies work?

Ramp will convert transactions in non-USD to USD. However, if you paid with an account denominated in USD, you can upload the corresponding bank statement transactions showing the USD amount for reimbursement.

General

What do I write in the Memo field for my transactions?
Justify the business purpose of the expense in plain language. Use the formula "X for Y" where X is the expense and Y is the reason for the expense.
Examples: Catering for team retreat. Database for accessing project data. Cloud hosting for website.

How can Ramp help me control project spending?
Edit your Ramp card settings to control spending before it happens.

How can I enable another person to manage my Ramp account?
If you want an Executive Assistant to interact with your transactions, receipts, and reimbursements, assign the Copilot Role.