If a personal expense is made in error using a staff Ramp card, the employee who made the purchase can repay the organization through the Ramp mobile app or website dashboard. Click here to see how to do so.

Managers can also require an employee to repay the organization an expense in part or in full during the approval process if the expense was made by mistake, was outside of the organization's policy, or is over a previously approved amount.

Click here to see how to do so.

All expenses require a receipt.

If no receipt is possible because either the merchant could not supply it or it was misplaced, two persons (the employee making the purchase and a director) are required to sign off for transactions without receipts. “Sign off” indicates that the expense has been verified and approved as a legitimate ministry expense.

Click here to see how to do this through Ramp.

Employee credit cards are to be used for work/ministry-related expenses only. It is the responsibility of every staff member to follow the guidelines outlined by Ride Nature when using the credit card and to be accountable for each expense made.

These requirements include:

• Creating a profile on Ramp and including personal bank account information for the purpose of reimbursement to staff and repayment to Ride Nature.

• Ensuring that every expense has all fields completed in the Ramp app (receipt, memo, accounting category, and accounting class) within 7 days of purchase. Any expense that does not have all of the above will cause the credit card to lock until required fields are either completed or approved for an exception.

• Ensuring that each expense is coded correctly and has a detailed memo explaining the nature of the expense.

  • Example - Memo: “pizza for skate church” / Accounting Category: 6325 - Skate Ministry / Accounting Class: California

• Submitting for any necessary discrepancies (accidental charge, disputed charge, request and exception, etc.)

Employee credit cards will be issued to each approved employee by the executive director of the employee's headquarters through the Ramp website. It is the responsibility of each executive director to act as their team’s “manager” overseeing all expenses and ensuring that policies are upheld by their team.

This includes but is not limited to:

• Weekly approvals for all team member’s expenses - checking for errors on coding, and ensuring that expenses are appropriate and within budget and policy.

• Following up with employees when there are errors or additional information needed on expenses.

• Holding employee's to the standard and policy that the organization has set.

• Denying expenses that are outside of the organization's policy.

Click here to see how to do this on Ramp.

All reimbursements should be made through the Ramp app or website dashboard and be approved by the employee’s manager. Upon approval, an ACH payment will be made to the employees bank account on file with Ramp.

• All reimbursements are subject to approval.

• All reimbursements require a receipt, memo explaining the nature of the expense, accounting category, and account class.

• If the employee does not have a bank account on file, a physical check may be written or a cash payment may be made with approval of the executive director.

Click here to see how to submit a reimbursement.