Staff
Finance & Operations Processes
Last Update: December 2025
Staff are expected to follow the below instructions / complete the appropriate forms to facilitate expense tracking, expense reimbursement, and supply purchases. Current relevant processes are as follows:
Expense Tracking – please follow your department-specific process for expense tracking.
- Programs. After making a purchase with the CMCB credit card, scan and email a physical receipt OR forward a digital receipt to jchrispin@cmcb.org. Receipts are reviewed on a weekly basis and reconciliation questions sent as needed. In addition to the receipt, please also email the following information to jchrispin@cmcb.org:
- Who made the purchase
- What the item/service was and what it was for (if unclear from receipt)
- The date of the purchase
- The account and class the purchase should be booked to
Expense Reimbursement – if you purchase anything (with prior approval from your manager) for business purposes using a personal method of payment, you are generally eligible to submit these expenses for reimbursement through Ramp. Requests will be routed directly to your manager for approval and then to the Finance department for processing. Once approved, you will be reimbursed via ACH within 3-5 business days. To submit an expense reimbursement request through Ramp, please follow the below steps or view the full instructions HERE:
- Ensure your Ramp account is set up (reach out to Meghan Jasani at jasani@cmcb.org for support)
- Set up your banking information for reimbursement
- Start your reimbursement one of four ways:
- Web/mobile browser at app.ramp.com/sign-in
- Mobile app (download for iOs, Android)
- Text a receipt to 447-267 (HIRAMP) – then finalize your submission in the browser or app
- Email or forward a receipt to reimbursements@ramp.com – then finalize your submission in the browser or app
- In addition to your receipt, you must include the Merchant, Amount, Transaction date, Memo (reason for the expense), QuickBooks Category (type of expense), and QuickBooks Class (department/program the expense is related to).
- Please direct any questions about QuickBooks Category and QuickBooks Class to your manager
Office Supply Order – Currently available supplies can be found in the supply closet in 34 Warren and by the printer in 23A. If you do not find what you need, then please use this form to submit items for purchase, including basics like paper and pens, kitchen items, tech needs, and items to set up your workspace. If there is a specific item you want, please include a Staples link in “Item Needed”. Orders are placed on a weekly basis through our Staples Advantage business account.