Ramp User Guide

Ramp is the CS&S provider for company credit cards and expense reimbursements for employees.

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 Program section.

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

Get reimbursed for transactions on your personal card
If you do not hold a Ramp credit card, 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.

Requesting a New Card
When requesting a card, please use the Company Program options. If you do not see a card that fits, please email operations. 

Once you receive a card, under the My Ramp menu, you can click on the card to see more information including the transaction limit, spend controls, and billing information. Hover over the (i) icon under Spend Controls to see any restrictions for that card, such as categories or merchants that are not allowed.

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. 

Physical Cards
Request a physical card using the "Company Program" [All] Physical Card option. One physical card per employee. Cards are mailed to the employee and sometimes require signature on delivery.

Virtual Cards
Users can request unlimited virtual cards, but most cards should be tied to Company Programs. Company Programs are used to reduce risk, prevent fraud, and help automate bookkeeping. Virtual cards can be transferred between employees.

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?
Employees and FSP Project Directors are eligible to request cards.

Reimbursements
To receive reimbursement, you must add your bank account in Ramp. Email receipts for reimbursement to [email protected]. Reimbursements will be approved by your manager (or in the case of FSP Directors, this is your CS&S FSP manager).

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.

Address
The billing address for all cards is the CS&S address. The address is listed when you click on the card in Ramp.

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.

What documentation is required for purchasing periodic services on my Ramp card?
For expenses greater than $1,000 over a period, like purchasing one month of a service, provide documentation that shows both the service period and a description of the purchase.