Employee training overview

hey there welcome to your ramp employee training today we'll be covering card holder Basics card manager Basics as well as a brief AP

overview as a card holder in ramp you have access to ramp support support is available for you in application as well as by contacting the number listed on on

the screen and support is there for you for anything technical support or transactional support related for any specific questions in regards to your own limits or spend

controls please reach out to your own Finance team so let's get started on basics for employees first and foremost you'll be accepting your invite with ramp you'll

receive an email with the subject line joining company on ramp click on the accept invite button to create your account this should take no more than 5 minutes for you to create create and you'll be guided through prompts on your

screen once you've accepted your invite would love to call out communication preferences in ramp in your own personal settings you are able to customize how

you receive notifications from ramp whether through SMS through email or if you've downloaded the ramp mobile app through push notifications secondly within your

personal settings you are able to add other emails the reason you can do this is so you'd be able to add and forward receipts from another

email address a perfect example for you is you have a lift account that is in your personal email and you've added your work card to use with your lift

account if you've added your personal email as your forwarding receipt from your personal email if you use your work card ever with your LT account automatically that receipt

would be forwarded over uh to you so friendly call out to always feel free to add an email forwarding to allow you to forward receipts from other

emails noting that if a receipt will not match if you forward it from an email that is not linked to your ramp

account wonderful so before we get into using your new card let's pop into the platform so here I am logged into my

ramp tab I can see my ramp overview on my left side and on my one screen I'm able to see all my cards in my name as well as all my activity we'll be moving

back to the my ramp tab shortly but I'd like to take you over to your settings so bottom left corner like previously shown you're able to add in your personal

email in your personal settings secondly coming over to Notifications you're able to toggle on and off your SMS email and if you've downloaded as mentioned that

mobile application you can enable push notifications please note the system will require you to at minimum have email notifications on for both missing

items in person and missing items online the reason for this is due to policy requirements I.E after you swipe your

requirements I.E after you swipe your card you'll be required to submit your receipt or memo or any coding so these

are required and ramp to keep on but you can always select SMS and then choose to toggle off email and then feel free to customize the remainder of your

notifications in here lastly if you are doing reimbursements you could head over to your banking tab here and connect your bank account to ramp by doing this

you will be able to request for reimbursements inside of ramp meaning your company will be able to directly pay you straight into your own bank account and those approved reimbursements will typically come

through within two to three business days lovely so so heading back over now to Our Deck coming into before we hit on

your overall my ramp tab let's go into using your ramp card you'll everyone in ramp has the option to have one physical

card and unlimited virtual cards per person think about virtual cards as limits so everybody can have as I said one physical card and then unlimited

virtual cards if you invited to receive a physical card it will arrive drive for you in about 3 to five business days and then while you're waiting for your physical card you are always able to

access your virtual card that was created for you within the platform to begin using until your physical card arrives and you activate it some friendly callouts ramp cards work with

your Apple wallet and Google pay and I'll be showing you that there will be some category and potentially some Merchant restrictions on your cards coming through to even iron out

the physical versus virtual cards here uh physical cards are used for any in-person transactions and virtual cards we more often see using in terms of your subscriptions office equipment things of

that nature regardless when you open up ramp and you go directly to your my ramp tab you will see exactly what card or cards you have in your name and where

you're able to spend and how much you're able to spend on one quick call out to note is if you do end up having multiple virtual card cards anything you buy with

your physical card would automatically be matched for you so you were always able to Simply tap that physical card and then your virtual limit would be able to be included

there coming through to Showcase this if we come back over to your my ramp tab you'll be able to see on your screen if you have virtual cards or if you have a

physical card please note here I don't have a physical card so if I were to want to request a physical card I would be able to do so

here secondly in terms of your overall cards you're able to see your fullest of cards as well as the dollar amount left

on your card how much you've spent and as well as all of your recent activity history coming back over to our slide

deck here while we get into your my ramp tab you are going to start using your card and it's very important when you start using your card that you'll be

having to assign some information to your transaction for to account for that expense so the way that works is in your my ramp tab rather than even scrolling

through your full list of all your credit card transactions that you've made in the system we will automatically highlight for you all the transactions where you

are missing items so I can come in to my missing items and I can click on see all 10 and right from my full list I'm able to see exactly what I'm needing to

complete for those I need to upload a receipt for sweet greens I need to add my memo I need to code my department and

I need to code my project please note some of these will be automatically coded for you as your Finance Team Works on automation rules for you so if you

ever have to code a certain transaction when you repurchase at that Merchant that may already be pre-coded for you at the next time you transact with that

Merchant all that being said is simply from your my ramp tab whether you're on the web application or whether you're on the mobile application we will highlight

for you your missing items to be able to click into them and simply review and go through each one so I will pull up drizzly as an example

here and I can see that I'm missing my five items so I can go ahead and do all my coding requirements needed in terms of adding in what is required for me

down here what is required of me you'll know it is based on what is noted for you in terms of also the memo or the

receipt lastly as you're doing your coding through your transaction if you want a clarification on perhaps how to code this transaction correctly you can

always leverage the activity feed and directly mention in that activity feed who you would like to speak

to as well coming through in your recent activity let's pull up an example of another transaction here I see on this transaction all I'm missing is just my

receipt however I have misplaced my receipt if you ever have Mis placed a receipt you are always able and

suggested to request a policy exception and here you are able to provide the reason of why you didn't receive a receipt perhaps a vending machine broke

and so a receipt was unable to be retrieved things of that nature you're able to put that in and click submit highly suggest that you request a policy exception if you are missing a receipt

because you would continue to get notified of those missing policy requirements on your card so coming back over to our deck just to wrap this all up you have your

rules our system will denote to you what is required on those transactions for you to code and you're able to successfully do that uh within the

platform we've started to run through flagging transactions in terms of if you needed to request a payment uh request an exeption for that lost receipt this

is a great example now of flagging some transactions So within ramp let's say by chance you used your card accidentally that could be for a personal charge or

you need to dispute your charge or something is out of policy whatever those reasons are all you need to do is come into your ramp tab here

and you'll be able to come into your transaction action click on more in the bottom left corner and be able to click on if you

have to dispute the transaction for some reason you're able to click into dispute review the information of that transaction before submitting it over to the ramp support team and please follow

through the appropriate prompts in regards to why you are disputing that specific transaction if you're flagging a

transaction as accidental once again clicking into more selecting flag is accidental and you're able to run through flagging this as an accidental

charge over to your team so overall this is our flow on being able to see your my ramp tab you're missing items quickly call out

any of your whether it is requesting your policy exceptions whether it's doing any disputes on your transactions you need to things of that

nature lovely so with that we'll head back over now to our Tab and we've gone through what

you're required on your post spend in terms of you swiped your card how to see what items you're missing from a coding perspective all from your my ramp tab however I have two things I'd like

to run through with you in terms of Notions and ramps such as requesting a new card and requesting a card limit increase within

ramp on your ramp tab you have access to see your cards if you don't have a card and you need to request spend that's your what you're able to do by clicking

on your request spend tab so this will give you the option of I don't have a card that I can purchase something I need to that's going outside my typical budget

that's actually asking for a different budget whatever that nature is simply come into request spend you're able to request a new card if you need a

physical card that's where you can request a physical card please note if you already have a physical card this would be grade out for you since as previously mentioned one physical card

per person and then you can have as many virtual cards as you would like so I'll come in and request a virtual card here and I can say what is this for and so I

can do an example of this is for uh a team software subscription and it's one time and I'm actually looking for

$110,000 only for one time so here I am putting in my details of what I'm looking for so we can add in what you're you're looking for put in your amount what is the frequency that you're looking for is this a onetime spend do

you need this to reset for you on a weekly basis monthly whatever those reasons are and then come into your request details here and please be as descriptive as you can for your team to

let them know why you're requesting this card um new vendor spend whichever reasons you need you can go ahead the advanced piece at the

bottom will be taken care of by your approvers so when you're requesting a new card please focus on your top details and then you can go ahead and click on request card

once you go ahead and do that you can see virtual card requested and if I come back to my ramp tab here my OneStop shop within ramp I can see here that card

that I just requested I see my reason here it's being approved by Meredith and I can always come in and make any edits if I need to or altogether cancel that

request so that is on asking for new spend I.E you don't already have a car

spend I.E you don't already have a car card to fulfill that spend on flip side is let's say you already

have a card and you're requiring a card increase whether it's a one-time card increase or it's a continuous one to request for a card increase all you need

to do is head into the specific card that you're looking for that increase on coming in to click on edit in the bottom left

corner let's say I need an extra ra $5,000 so I actually need $10,000 and then I'm going to keep this toggle on because it can have my limit can revert back to

$5,000 on that frequency if I keep this toggled off that means I'm asking for $110,000 monthly going forward toggled on it will reset back to my original and

then I can go ahead and request changes I can put in my reason asking for uh 5K more for additional spend

whatever those reasons are you can go ahead put in your request changes and now I can see here even coming into my meals and entertainment

card I can see I have a pending request out on that card so I can come in and I can view and I can see all my requests coming through another call out is notice in ramp when you pull out a

transaction anytime you pull out what we call this drawer in ramp you'll see this activity feed so on this card request if this is really urgent and you're needing

this additional 5K sooner than expected you can always directly at mention the approver can you please take a look at this request and they will receive that

notification to you wonderful so to summarize in here coming back to our deck we have overall requesting a new card and requesting a

credit limit increase a card limit increase wonderful now overall just to quickly summarize when it comes to ramp I know we talked through it originally in our

notifications in terms of receip in terms of your notifications whether it's email SMS or push notifications from mobile so let's talk through those so

for when it comes to receipt matching with ramp when it comes to email you can forward receipts and invoices to receipt ramp.com or simply wait for ramp to

email you about your online purchase and noting in the screen that you can see on the rightand side you are able to go ahead and complete your coding within email

specifically friendly tip adding that personal email so you can submit receipts from there the other option is mobile application download that iOS or Android

app and then you can click into that specific transaction and either attach an existing photo or or take a photo directly within the application type in your memo and complete your coding

requirements that's all available on the mobile app for you and then lastly for receipt matching you have SMS option so if you have signed up for notifications on SMS you

can submit those through text message in terms of your memo you'll receive an automated uh link to be able to fulfill those coding requirements and a pro tip is if you're deciding to use SMS that

that we you can Pro tip save our number in your phone High ramp lovely the next piece I would like to cover before we run

through reimbursements is assistant mode within ramp you may be the assistant for somebody I.E responsible to submit their

somebody I.E responsible to submit their receipts for them their memos and do their coding if you are an assistant to somebody in ramp you will know that

because in the bottom left corner of your ramp account you will see assistant mode simply come in and click into assistant mode and then I can see in my top left

corner the three individuals that I am assisting for and now I see I'm looking at Oscar and I can come in now to Oscar and go ahead and complete any

requirements that I need to on Oscar's end and then once I'm completed on Oscar's side I can switch over and move over to my other accounts so you're able

to toggle between those different individuals that you are submitting their receipts memos things of that nature for them and then switching back over into your other your main account

you can just simply click on back to my ramp in the top right corner now that we're back into ramp we've gone through overall you're

requesting spend time asking for a card limit increase coding your transactions being able to quickly call out what what items you're missing you're missing any

items that are out of policy for you to review I'd like to also show you reimbursements within ramp within ramp we can come in and click on new reimbursement and just like on the

credit card side you have receipts at ramp.com to forward your invoices and receipts on the reimbursement side you have reimbursements ramp.com so by

emailing an invoice receip over to reimbursements ramp.com this will create a draft reimbursement for you you can I you can so you can email directly to reimbursements

ramp.com you can upload directly into ramp or you can create a reimbursement manually I'll come in here as I have a current reimbursement already sitting in

my draft mode this is sitting in my draft mode because I emailed this receipt I email this to receipts at re uh reimbursements ramp.com so coming in

here can head down to Air Canada I can see here I pulled in the Air Canada the merchant the amount the transaction date what my expense was for I can come

down here I still have not completed my coding so any coding requirements I can make sure that I've completed and filled out here once my reimbursement is good

to go I'm able to click on submit if I'm not ready to submit this reimbursement yet you can simply save that draft and will always sit in in your drafts until

you are ready to click submit once that reimbursement is ready to go you're able to click on submit you can simply confirm our place

of residence and we'll come in here and I'll click on submit reimbursement and once that reimbursement is submitted it will end up for me in my pending and

pending will show me that it is pending review from my manager which I can see right here is Meredith if I need to to reach out to Meredith about this

specific reimbursement request once again I can always go to my activity feed and directly mention Meredith here to keep it all contained within that one reimbursement

request as opposed to back and forth an email or or a different uh solution that you're using so that's on your reimbursement side whether it's emailing to

reimbursements ramp.com uploading in ramp or you're able to add one manually the last piece I'd call out is mileage reimbursements within ramp if your

system has a set up we're able to add in your start date you're able to add in your end date and then from here the system will

automatically pull together a map for you calculate your distance along with the unit and you can add in your trip date

you can specify ex you can specify what uh it exactly was for so trip to visit clients and we'll be able to go ahead uh and submit anything that you

need to on this end as well to let you know this draft is now sitting here for me too so I can always come back in and if I'm having stops throughout the day I

can always continue building out this mileage reimbursement and have all my start stops and add itss in system will automatically update for you and then you're able to fully go ahead and submit

that reimbursement once you submit that reimbursement within two to 5 days that will end up in your own personal bank

account wonderful and lastly just to close this off Communications from ramp uh you'll be receiving some in regards to if you're approaching your card limit

you'll receive a warning on that so you can always go ahead and request that card limmit increase to ensure that you don't have a decline if you're approaching a limit any transactions of

yours that are out of policy that were flagged out of policy you receive notifications any updates being made to cards so for example your policy being updated or a uh the limit being changed

in terms of any updates and then lastly on your approval side for any card approvals that you've put through wonderful so with that we're now

going to move more more over into the manager side so coming into the manager side we're going to really focus in on manager review and when is this if you

need an expense or a vendor specific card or a transaction approval or reimbursement request whatever those reasons are those will all come through

to you in your inbox it's really all about ensuring that we are making sure that any transaction that's coming through your system or any new requests coming through is noted and tracked and

approved so there's only three simple actions managers need to take approving transactions flagging any transactions and then simply waiting for

your team to submit their missing receipts and memos and coding ramp automatically reminds your employees so you don't have to although I will be able to show you a way to do

so so if I come now back into my ramp tab I am now in a manager View so please note there's a few different few additional settings here so I'd like

to call out bottom left corner if we go to settings now for the manager side if you go to Notifications you'll have a few more notifications in terms of not just personal notifications but then

you'll also have ones in regards to any approvals if you're part of those any overall company notifications and then if you're part of any bill pay approval flows those will be there for you as

well banking still the same everything is still the same from manager to employee just a few more notifications that you can iron out and customize uh for your

liking coming now on your left hand side my ramp tab same thing goes for you like it does for your card holders here is where you can request your own

spend submit your own reimbursement this is where you can view all of your own transactions see all the cards in your name see all your own missing items

so forth and so on two new tabs that I'd love to call out for you is your team Tab and the expense tab coming over to the team tab

here you will be able to see the full list of team members underneath you and then that hierarchy below them so within your own team tab I'm able to see that

full list of all those users directly below me and then below I'm able to then go ahead and search and filter slice and dicing by department or even slice and dicing by as Meredith I only want to

look at my direct team so I can also focus in specifically on that view you're able to even come in specifically to each team member you're

able to see their overall card requests that they've put through from an individual level overall how many cars are already in their name what they've spent and also able to see any changes

that were even made for that user's account as a manager you'd be able to come in here too and edit uh any of uh their access as

needed I'd like to pop over now to your expense tab now your my ramp tab as a friendly reminder are your transactions

in the system the expense tab for you is all your teams credit card transactions in the system so these are your teams transactions so here you're able to say

show me all my direct reports slice and dice by only your direct team being able to really hone in on specific transactions that you need to as mentioned we will be sending out

reminders to your team when they are missing items but as a manager in the system you're able to access missing items top right corner and in one click be able to

remind all your card holders about all their missing items or individually be able to remind each card holder it's completely up to you

on your flow of how to do so friendly reminder you also have a search and filter out here as well to use as well within the transaction tab

you'll also be able to see all your teams transactions that are out of policy in terms of if they were autof flagged by the system I.E something that

was set up by your admin team or if they were flagged by you specifically so in that example I can see here this was

flagged by me in my policy information I flagged blue botle so I can go ahead and either decide to approve this or speak to Kelly and

end up rejecting this out but I'm going to go ahead and I can end up approving this saying this was you know maybe this was a mistake I did not mean to flag

this one uh mistake uh not flag um noted this was for a customer meal so you're always able to see

everything that's in out of policy and then when we've gone ahead and we reviewed that it's been flagged but then it was approved so you're always able to see and out of policy simply any of those that you need to approve that are

in regards to you and then really important for your team as well is you can see any all the transactions in your in your team that have declined and

you're able to see the specific reasons in regards to why their transactions did decline so we had so a quick summary we

had your team tab which shows all your team members underneath you and then below you have your expense tab which is your team's credit card transactions in

the system friendly reminder highly suggest leverage your filters if you are managing people let's say in different locations in different departments you

are able to pull out any field in ramp or any accounting field or any type of notion on your transaction to ensure

that we can slice and dice these so you can see exactly where your team is spending and how and being able to really highlight that missing item piece but fundamentally as a manager you have

your inbox and your inbox will let you know directly what requests are coming to you from a card request perspective I.E did someone request a new card for

I.E did someone request a new card for you to approve do you have any transactions that you need to approve transactions that need to be approved means the transactions have already gone

through you are just a secondary check to ensure that these are legitimate you then also have your reimbursement requests that have come

through so your inbox and ramp is truly that One-Stop shop for you to go ahead and run through all of your approvals so we can do one as an example here if we come into card requests I can see here

that Stanley is requesting a card for wellness for wellness spending I can come through review exactly what he's looking for if

I need to add in any coding on myself um I can go in and make any of those changes and I can go ahead and click on approve and issue

card and now Stanley will have his card alternatively I would love to say call out to you what if the card request

needs to be rejected or before rejecting this you would like to chat with this card holder once again head to your activity field directly mention that card holder to let them know to ask them

a bit more information about why they're requesting it if not if you know this is a request that shouldn't come through simply click on reject and explain why

you are rejecting the request I.E please

use the card you already have in your name please request a credit a card limit increase from a card or already you have or this card is not applicable to you whatever those reasons are you're

able to put that through and reject the request coming through on your transaction tab same thing goes you're able to even do some bulk approvals or

bulk flagging for transactions and when it comes to your transactions approvals you're either approving that transaction or you're even flagging that transaction and just like on any approvals coming

through to you if you ever want to add an additional approval in because you'd like secondary help or support on it and would like someone else to look it over

within that request whether it's a card request a transaction request a reimbursement request I can click into anyone and add an approver so I'm actually going to ahead and add David

I'd like David actually to come ahead and approve this one first so I've now put David first which means it's now out of my direct view because it has to go to David and then

me so that is now out of my view so I've now been able to add an approver and you're able to do this friendly reminder on each type

of request coming through wonderful so we've covered your overall manager review we've covered your overall inbox approving those

transactions flagging those transactions if you need to we've gone through also res solving those outof policy transactions in your expense tab as

well and last but not least I would love to be able to run you through overall when you are part of the AP process and you are Drafting and

creating bills or you're approving bills how does that work so this is a great collateral for you to follow up with and look at but the best way to show you the

approval flow within ramp is to come in here and Show You by heading over to my bill pay

tab so heading over to Bill Pay Here I can see I have a drafts tab for approval for payment and history if you

have access to the bill pay tab that means you are going to be either required to be creating and drafting those invoices or and being part of the

approval process so how does that work first and foremost how do bills even come in to this draft tab they simply

come in by two ways one by your entity email so within ramp we will have an ap. ramp.com email

address that when you forward your invoices over to this email automatically your bill will be drafted and drafted for you on screen the other

option is you can directly upload it into the system here by clicking on new bill and you can upload your invoices below and just as mentioned you can always forward your invoices over to

ramp and then that third option if you need it to you can always create a bill within an invoice but typically best practice is that invoice is there send it over to that AP email or you can

upload your invoice directly in here once the invoice comes into ramp and it's in bill and it's in draft mode

you're able to come in to that specific vendor that bill and come in and click review so I can come in here and I can see that this is a bill it's

heading over to its Michelin so I can see my vendor details in here so I've s I've sent over this invoice I forwarded it over to my AP email it scanned my

invoice for me pulled in my necessary details and now I'm just going to go in and do some pre-coding because I see this wasn't set up for me please note

this can already be set up for you in the system for anything on the pre-coding side that your Finance team has been doing for you if you ever need

to exit that bill at any time you're always able to save that draft once it's in when it's in draft mode this is

really for you to be able to if I come back over to that invoice I was in it's your place to go in verify that the bill is under the correct entity if you have

separate entities when you have separate entities set up making sure all your vendor details are there for you your invoice details your line items you're always able to add additional line items

if you'd like to our system will also recognize splits so if there's multiple splits on this the system would have already done that for you and then you're able to enter in how you're going

to be paying this bill are we doing AC or are we going to help move you over to a single use ramp card or an existing Ram card benefit to this is we can get

your company uh cash back uh on if you're using those Ram cards so either or you're able to put in your payment details add in your specific memo to the

vendor if you'd like and you can see underneath who this is going to flow to how this is set up is your bill pay admins they are the ones that are

setting up how these are routing through so if something doesn't look right to you you're always able to just double check and make sure that we have this one

routing correctly that being said once we actually review it and we're good to go it will then move over to approval and then it will be sitting in for

approval for that individual to go ahead and approve the invoice whoever is the last on the approval end so if I roll through

here the last person in the list will be the one that releases the payment so for you as an approver in the system all you need to do is focus on any drafts that

you created yourself do you need to review those drafts drafts and fill out your applicable information and then send them over then they'll be sent over and they will sit in for approval you'll

be able to track the status of the ones that are in the system for approval you're always able to come in to the

specific Bill and add additional approvers at the bottom if you need to so you're always able to add those additional

ones you're also able to same thing goes on the activity side if you need to chat with somebody in that approval flow or ask any clarifying questions in terms of

payment type or whatever that is you are always able to do so and directly at mentioned who you need to on your um within that specific bill so overall

when it comes to AP in bills and if you are part of that flow how a bill gets moved into draft is either directly adding it into ramp or

emailing it over to your ap. ramp.com

email address simply head into your draft mode do your review fill in your you can fill in your missing information that you

need to do and complete that full flow and then it will end up sitting in for approval and you're good to go there and your job is done if any are in your name

you will have in your inbox bills so when you are in bill pay and let's say you're the one just Drafting and creating those bills you'll be sitting in the draft and creating mode if you have any bills that are

waiting for you to be approved for you specifically if you are part of an approval flow once again would love to call out head back to your inbox you will have that bill flow for you in your

inbox so I can see here I actually done approving all my bills thank you all so much for your time today please feel free to leverage

this collateral uh and wishing you happy spending with r thanks so much