How do missing receipt affidavits work?
A missing receipt affidavit is a signed statement that employees can submit when they cannot provide a required receipt.
On Ramp, affidavits replace free-form notes with a structured, auditable record that attaches directly to the transaction and syncs into your ERP.
When to use an affidavit
- A receipt was lost and cannot be retrieved from the vendor
- An uploaded receipt image is unreadable or incomplete
- Company policy allows affidavits for lower-value transactions
- All reasonable attempts to obtain the original documentation have failed
How it works on Ramp
- The cardholder opens the flagged transaction in Ramp and selects “Submit affidavit.”
- Ramp prompts the employee to provide vendor, date, amount, business purpose, and a signed attestation.
- If the transaction requires approval, the affidavit is routed to the designated approver. For auto-approved transactions, it is sent to exception approvers for review.
- Once submitted, the affidavit is stored with the transaction as part of the permanent record.
- The affidavit is synced into the company’s ERP alongside the transaction, ensuring it appears in financial records and during audits.
- Admins can search for transactions with affidavits in the Card Transactions table by applying the “Has Receipt Affidavit” filter.
Availability
- Available to businesses on Ramp’s Plus pricing tier
- Supported on web, mobile web, and the Ramp mobile app (latest version required)
Best practices
- Use affidavits only when receipts cannot reasonably be provided
- Limit affidavits to small-dollar transactions through policy thresholds
- Review affidavit usage logs to ensure they are not replacing legitimate receipts
- Train employees to attempt vendor reissue first before submitting an affidavit
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CEO, Piñata
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Manager, Contract and Vendor Management, Advisor360°
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Assistant Controller, Sana Benefits
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CFO, SAM Construction Group
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VP of Finance, Poshmark
