Can one reimbursement submission be split across multiple projects?

On Ramp, you can split a single reimbursement across multiple accounting dimensions by dividing the expense into separate line items during the submission or review process, with each split coded to different fields.

How it works on Ramp

When an employee submits a reimbursement, the expense can be split into multiple line items, with each portion assigned to different projects, departments, cost centers, or other accounting dimensions:

1. During submission: The employee can split the reimbursement into multiple line items and assign each to a specific project or cost center if your company has enabled the Split Expenses setting (found under Policy > Expense requirements > Accounting).
2. During review: Admins, managers, or accountants can split the reimbursement into multiple line items and edit the accounting codes for each portion before approval, allocating the reimbursement across multiple projects as needed.
3. In the ERP sync: Ramp exports split line items with their assigned coding fields for accurate allocation in your accounting system, maintaining complete visibility into how reimbursement dollars are distributed across projects.

Example scenario

An employee submits a single reimbursement for a business trip totaling $255, which is then split into multiple line items:

• $150 hotel charge → assigned to Project A
• $45 taxi fare → assigned to Project B
• $60 client dinner → assigned to Project C

The employee receives one reimbursement payment, but your accounting system records three separate expense entries, each allocated to the correct project.

Best practices

• Set clear coding policies: Define whether employees should split and assign projects during submission or if reviewers will handle coding centrally.
• Use custom fields: Configure Ramp's accounting fields to match your project tracking structure so coding happens consistently.
• Enable Split Expenses: Turn on the Split Expenses setting under Policy > Expense requirements > Accounting to allow reimbursements to be divided across multiple projects.
• Review before approval — Have managers or accountants verify project assignments before approving reimbursements to catch coding errors early.
• Split at the line-item level: Use Ramp's split functionality to divide reimbursements into separate line items with appropriate project codes for each portion.

When to use this approach

Splitting reimbursements across projects is particularly useful for:

• Employees who work across multiple client engagements or internal initiatives
• Business travel that spans multiple projects or departments
• Shared expenses that need to be allocated proportionally
• Organizations that track profitability or budget utilization by project

This approach eliminates the need for employees to submit separate reimbursement requests for each project, reducing administrative work while maintaining accurate project accounting.