Policy principle. All Plei business expenses must be paid on a company-issued Ramp card. Personal credit cards are not permitted for business expenses unless pre-approved in writing by Finance. Reimbursements are an exception, not the default.
1. Ramp cards are the default
- Every team member with spend authority is issued a Ramp card with pre-set limits and controls.
- All business purchases, tools, subscriptions, travel, events, partner costs, run through Ramp.
- Every transaction requires a receipt and a memo describing the business purpose, attached in Ramp.
- Personal card use requires prior written approval from Finance. Unapproved personal-card expenses are not guaranteed reimbursement.
2. Travel and event spending
For company events, conferences, and business trips, Finance will provision a Ramp card configured for the specific activity, issued with a spending cap, an active date range, and merchant or category controls where applicable.
Submit the request to HR at least 30 days before travel, including purpose, dates, and attendees, estimated budget, and whether a physical or virtual card is needed.
Booking guidelines
- Flights: economy class, refundable option when within budget.
- Hotels: refundable option.
- Rental cars: require prior approval based on business need.
- All travel must be pre-approved by the employee's manager before booking.
All event-related spend must flow through the provisioned Ramp card. Personal cards are not to be used to front event expenses.
3. Reimbursable expenses
When pre-approved and Ramp cannot be used, the following are reimbursable:
- Flights, trains, or mileage for approved work trips
- Hotel accommodations
- Meals within the daily per-person limit (standard: $75/day, prorated by travel time; trip-specific limits may be set by the budget owner)
- Ground transportation: rideshare, taxi, parking, tolls
- Event or conference registration fees (pre-approval required)
- One carry-on bag per flight
- In-flight or hotel Wi-Fi when not included
4. Non-reimbursable expenses
- Alcohol (unless pre-approved for a client or partner activity)
- Mini-bar, personal gifts, personal care items
- Entertainment unrelated to work (movies, tours, etc.)
- Flight or hotel class upgrades
- Fines, citations, or penalties (parking tickets, speeding, etc.)
5. Reimbursement submission and timing
Submit via Ramp only. Save the receipt, submit through the Ramp app or web portal, and include a memo with the business purpose. Submissions route to the employee's manager for approval.
Getting started: Logging into Ramp & submitting reimbursements.
Payout schedule
- Reimbursements are processed on the 1st and 16th of each month.
- Submissions made within 48 hours of a payout date roll to the following cycle.
International contractors: not eligible for Ramp reimbursement. Submit approved expenses to HR@plei.com; the Rippling payment will include any pre-approved expenses.
6. Office parking reimbursement
For employees and qualified 1099 contractors who commute to and work from the Miami office more than two days per week, Plei provides a monthly parking benefit of $100.
- A signed parking waiver is required before enrollment.
- Once the waiver is complete, payments are processed automatically. No submission required.
- Parking is photo-enforced by license plate. Submit a plate update request in advance if your plate changes. Charges from an unreported plate change are the employee's responsibility.
7. When in doubt
- If unsure whether an expense is reimbursable, ask your manager or HR before incurring it.
- Finance approval is required for any expense outside pre-approved budgets or standard categories, regardless of amount.