• Ramp Card Policies

     
    • All Ramp transactions require an itemized receipt - Lost receipt forms are acceptable if a receipt is lost or not received; however, only one lost receipt form is allowed per person per month. With habitual use of the lost receipt form you may forfeit your Ramp card.
    • All Ramp transactions require a memo explaining the reason for the purchase and an accurate accounting code.
    • All food receipts for ministry expenses and meals around town must include the names of the participants and reason (mentoring, supervision, donor meal, etc. Alcohol may not be expensed.)
    • All receipts must be submitted within 3 days of the expense, or your card will lock.
    • If you are requesting a reimbursement from a transaction made on your personal card or are requesting more funds in a given month, you must get approval from the Finance Coordinator or COO before submitting these requests.
    • Do not use your Ramp card to charge auto-debits of personal bills, including your cell phone bill. Use the Ramp reimbursement feature instead.
    • Spend with discernment. You are leaders and ministers of the Gospel. You have a responsibility to have a high standard of stewardship and accountability. Exercise good business judgment with respect to all expenses. A good rule of thumb is to spend DAYFC funds as carefully and judiciously as you would your own (in fact, even more so). Below are some guidelines from our handbook:
     

    All expenses will be reviewed and approved by the Finance Coordinator or COO.

     

    Approved expenses:

    • Supplies and ministry resources
    • Admission to athletic or other events when spending time with youth
    • Meals, snacks, etc. purchased in conjunction with ministry with youth, volunteers, donors, coworkers, or church partners (Only up to $50 a month)
    • Books and materials for young people or for personal use to help you in your ministry.
    • Minor office expenses (Most office supplies should be requested and purchased by the Office Manager)
    • Cell Phone expense up to $50 monthly (See Cell Phone reimbursement policy in the Stewardship Handbook)
     

    Non-approved expenses:

    • Purchases made in personal Amazon accounts. If you don't use the DAYFC account, you will be responsible for the charge and asked to reimburse the ministry through Ramp. This is because it allows us to be able to ensure all of our purchases are tax free, to offer the benefits of prime membership while only paying for it once, and to easily isolate any fraud on our business cards outside of those purchases. 
    • Alcoholic beverages
    • Meals, snacks, etc. with coworkers that are not for ministry purposes. Getting lunch together during the work day does not count and you will be responsible for the charge and asked to reimburse the ministry through Ramp.
    • Automobile maintenance or repairs
    • Equipment such as computers and peripherals, sound equipment, etc.
    • Anything costing over $100 without prior approval of your supervisor
    • Additional conferences and training without prior approval of your supervisor
     

    Travel expenses:

    • Prior to any major travel and trips longer than 48 hours in duration, pre-trip approval needs to be granted by the Finance Coordinator or COO.
    • All domestic air travel should be planned to achieve the purpose of the trip in the most practical manner with consideration given to both cost and convenience. Any frequent traveler awards or incentives offered are allowed to be kept by the employee for their benefit. When traveling on the road, if hotel accommodations are necessary, the standard of accommodation should be in keeping with the purpose of the trip. Again, the best rule of thumb is to make decisions as carefully and judiciously as you would if the expense was coming from your personal funds.
     

    Any purchase or expense incurred outside of the above expense policies must be approved in advance by the Finance Coordinator or COO. No purchases of this kind will be approved with less than two weeks' notice and only in the case of demonstrated ministry need. Purchases of this kind, without prior approval, will require a reimbursement from the staff person to the ministry through Ramp. 

     

    Tips on using your Ramp card:

    • Download the app and login. You can track your spending through the month and submit receipts this way. 
    • Submit your receipt ASAP to avoid losing receipts.
    • Know how much money you have left to spend before attempting a transaction to avoid the card declining. 

     

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