Ramp Cards Policy (for individual use)

Ramp Cards Policy (for individual use)#

This policy is intended to guide the allocation and use of CS&S Ramp cards. It should be considered an extension of the Team Compass policy on Spending money.

Who is allowed to have Ramp cards#

This policy is a guideline for team members (both employees and contractors) who want to be issued CS&S Ramp Credit Cards.

When to use Ramp cards#

The Ramp Cards should be treated as an additional mechanism for spending money on behalf of 2i2c.

Examples of good ways to use Ramp cards:

  • Reimbursable expenses for our 2i2c team members, including hardware, internet and wellness

  • Personal and professional development, including coaching, books, classes, conferences

  • Travel, team celebration, and meeting expenses, including marketing/swag

Examples of ways not to use your individual Ramp cards:

  • Cloud costs or other expenses incurred by communities - we have a separate card for that (look for the details in Bitwarden if you need it)

  • Services purchased on behalf of a team by area leads - use the team card, also in Bitwarden for persistent services)

  • Any contracted services - those should be paid directly by CS&S using invoices

Additional consideration when using Ramp cards#

The allowed list above is not exhaustive (by design). 2i2c treats people like adults and as such, we expect team members to use their best judgment in determining when and how to use the cards.

Questions team members should consider when using their cards in “Good Faith”:

  • Is this what’s in the best interest of 2i2c?

  • Could this purchase or transaction be considered fraudulent (or unscrupulous)?

CS&S and 2i2c regularly review all transactions. Transactions that are deemed “Bad Faith” (opposite to Good Faith) will result in:

  • An internal review by the leadership team

  • Disciplinary actions (including possible termination).

These guidelines are (in parts) influenced by Netflix’s expense policy.

Uploading Ramp Receipts#

**You must upload a receipt for all purchases, via ramp.com. **It is the responsibility of each 2i2c team member to upload receipts regarding transactions made with their personally assigned Ramp card.

CS&S has requested that all Ramp information/transactions must be updated in Ramp by the end of day EVERY Friday. Failure to do so may result in the loss of access to a Ramp card.

These receipts and transactions are reviewed during our weekly Ramp approval process.

CS&S expense policy#

All cardholders must read and sign the CS&S Ramp expense policy. This is also linked in the Ramp guide doc.

The most important parts of the policy for cardholders:

  • Reconcile Ramp by end of day every Friday. All transactions from the week must be fully coded and approved.

  • Attach a receipt to every transaction, no matter how small. There’s no minimum threshold. For lodging we need line items, not a generic credit card slip.

  • Complete all Intacct fields on each transaction: GL/category, Memo, Location, Department (our FSP name), Class, and Project (grant name + 5-digit number).

  • Split multi-grant charges one line per grant code.

  • Submit out-of-pocket reimbursements within 10 days of the expense.

  • Never put alcohol on grant funds.

  • No personal charges or cash withdrawals on the card, ever. Report a lost/stolen card to Accounting@codeforsociety.org and lock it in Ramp immediately.

  • Missing data blocks month-end close for all FSPs. One unreconciled transaction blocks month-end close for every FSP, which is why the Friday deadline is enforced strictly.

  • 4-step non-compliance ladder: written reminder -> reduced limit -> frozen card -> revoked card.