[RAMP] Store Budget & Credit Card Policy

14 min

monthly store budgets each store is provided with the following monthly budgets $250 👉 retail & store operating expenses security tags, stationery, backroom supplies, cleaning supplies, and other items required for store operations $50 👉 light snacks & beverages drinks, chips, granola bars, tea, coffee, and similar refreshments $25 per eligible team member 👉 team incentives available only when the store meets its sales target for the previous month; may be used for team meals, activities, gift cards, or other approved team related expenses team incentive budgets are separate from the regular monthly retail and snack budgets \ authorized usage \ retail & store operating expenses ($250/month) store credit cards may be used only for legitimate business expenses that are necessary for the operation of the store examples include, but are not limited to paper, sleeves and jewellery boxes security tags stationery and other office supplies packaging and backroom supplies cleaning supplies first aid or other necessary medical supplies emergency repairs or maintenance other reasonable expenses required to keep the store operating smoothly handled bags https //managers shopmakers ca/store supplies#do handled bag orders come out of my store budget are a corporate expense, not a store expense light snacks & beverages ($50/month) the $50 monthly snack budget may be used for basic refreshments available to employees while working in the store, such as water and other non alcoholic beverages chips and granola bars tea and coffee other similar light snacks this budget is intended for basic store refreshments and is separate from the team incentive budget team incentives ($25 per eligible team member) if, and only if, your store meets its sales target for the previous month, the store will receive a $25 per eligible team member team incentive budget this budget may be used for approved team related activities, including team meals snacks and beverages for the team team activities and outings gift cards other approved team building or recognition activities team incentive funds should be used for the benefit of the team as a whole and may not be used for personal expenses \ unauthorized usage \ the following expenses are not permitted on the store credit card personal expenses of any kind staff lunches, snacks, or meals for personal consumption that are not covered by an earned team incentive budget parking fees or transportation costs for staff members, unless specifically approved as a business expense any other expense that is not directly related to store operations or an approved team incentive any expense that violates company policy or applicable laws when in doubt about whether an expense is permitted, managers should seek approval from the finance department before making the purchase \ budget \& spending review \ store budgets and spending will be reviewed monthly by finance and regional managers to ensure compliance with company policies excessive, unauthorized, or questionable spending may result in a review and/or corrective action store managers are responsible for monitoring their store's spending and ensuring that purchases remain within the applicable budgets \ ad hoc payment requests \& credit limit increases \ if a purchase requires a temporary increase to the store credit card limit, the store manager must obtain prior approval from both their regional manager (rm) and the finance department before making the purchase requests must be submitted using the credit card limit increase request form https //makerscclimit paperform co/ ad hoc payments or purchases that fall outside the store's usual spending categories also require prior approval from the finance department do not make the purchase before the required approval has been received company credit card system ramp as of september 2026, the company uses ramp for store credit cards and expense management each store has a unique store credit card that is linked to the store manager's company email address for instructions on how to get set up, refer to the how to getting setup on ramp https //docs google com/document/d/1c6y3lmztkatk s4bbhk6p6uflufzjwct hpablm2vic/edit?tab=t 0 step by step guide \ please, please, please ensure you follow every step of this guide to ensure your account is set up right! \ for an overview of the ramp interface, refer to the following loom \ receipt responsibilities \& deadlines \ store managers are responsible for ensuring that store credit cards are used and receipts are provided in accordance with this policy all receipts must be uploaded directly to the corresponding ramp transaction within 24 hours of the purchase \ receipt submission requirements \ all receipts must clearly show a full, itemized list of all items purchased (e g , an order summary) subtotal applicable taxes total amount charged please submit the full receipt or invoice a screenshot showing only the final charge or payment confirmation is not sufficient \ uploading receipts to ramp \ using your laptop when transactions are made and/or overdue action, ramp will send you an email reminder for instructions on how to upload receipts and add transaction memos, refer to timestamp 3 39 of the overview of ramp interface https //www loom com/share/d4ec96ac4a9841b9b2b8b2afcfdf52ae loom! using your phone or a store ipad if you have the ramp app https //apps apple com/us/app/ramp/id1628197245 on your phone or on one of the ipads, ramp will send you push notifications when transactions need receipts or memos added you can capture receipts directly on the device to upload to the transaction! \ amazon receipts \ for instructions on how to locate and download receipts from amazon, refer to the following loom for a step by step guide compliance managers are responsible for ensuring that all store credit card transactions comply with this policy failure to comply with this policy, including making unauthorized purchases, exceeding approved budgets, or failing to submit required receipts within the required timeframe, may result in corrective or disciplinary action, up to and including termination, in accordance with company policy by following this policy, we ensure responsible use of company resources and maintain clear accountability for financial transactions related to store operations if you have questions about an expense or this policy, please contact the finance department at alina\@shopmakers ca https //alina\@shopmakers ca