As a Ramp user, you are expected to:

• Behave honestly, responsibly and within the guidelines of this policy.

• Seek to keep costs to a minimum where possible in line with the best interests of the ministry.

• Submit expenses as soon as possible after they have been incurred.

• Provide sufficient details to explain why you’ve made the purchase and any supplementary details, like if you exceeded the pre-approved budget.

• Attach the valid receipt because the internal & external auditors require them.

As a Ramp manager, you are expected to:

• Ensure expenses are claimed promptly.

• Check that purchases comply with the policy. If a requester doesn’t comply with policy, claims should be questioned and can be rejected.

• Approve them promptly.

You will have to attach a receipt to your spending whether you make a payment with your Ramp card or request a reimbursement. The valid receipt that you are required to attach must include the following information:

• The date of purchase

• The name and address of the supplier

• The name and address of the buyer, if an item is shipped to a certain address

• The description of the items purchased including individual prices and quantities

• The total amount paid

• Form of payment

Do not attach order information that is obtained before an item is shipped.

A PDF is a preferred format of the receipt. If you are taking a picture of a paper receipt, make sure to flatten the receipt first and take a picture of the entire receipt.

Ministers: A physical Ramp card will be issued to ministers with a spending limit according to the specified monthly ministry allowance. Unless otherwise informed, use your physical card solely for ministry allowance. Remember that any attempt to spend beyond the limit will be denied automatically. You can always check the balance on Ramp and use the remaining balance fully by requesting to split the charge into multiple cards. The monthly limit will be restored in each calendar month.

Departmental Directors: Directors will also receive a physical Ramp card with a limit to cover incidental expenses. If it is necessary to use your physical card for a spending larger than the limit, ask your departmental elder to adjust the limit accordingly.

A virtual card is mainly used for online purchases. In general, a virtual card will be issued according to a departmental budget that has been approved as part of the church's annual budget. You need to submit a request to issue a card for each event and expense code. For example, "1101 VBS - 118 Supplies" is issued for the purchase of supplies for VBS with a pre-approved limit of $3,000. This card is set to expire on June 30, 2022.

Once approved and issued, a virtual card can be used in multiple times until it reaches the pre-approved spending limit.