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Ramp (AP / P-Card)
Link · Finance
Paycom ESS (HRIS)
Link · HR
πŸ“‹
Day Rate Submission
Form · HR
πŸ“Š
CapEx / Program Request
Form · Finance
🩹
First Aid Refill
Form · Ops
πŸ“ˆ
Data Analytics
Link · Finance
Departments
Recently updated
Resources
🔗
AP Approvals Document
Full AP approval chain β€” Google Doc.
LINK
🔗
AP Vendor Onboarding
New vendor setup process β€” Google Doc.
PROCESS
🔗
Coding Expenses in Sage / Fyle
Step-by-step Scribe walkthrough for coding expenses in Sage Expense Manager.
GUIDE
🔗
Ramp (AP / P-Card)
Ramp platform for AP, bill payments, and P-Card management.
LINK
Resources
🔗
Day Rate Submission Submission form
Submit Day Rate for KP Staff
FORM
🔗
Paycom ESS β€” Admin Login
Paycom admin login. Client code: 0KZ33 β€” click 'Client' to sign in as admin.
LINK
🔗
Processing Payroll in Paycom
Step-by-step Scribe walkthrough for processing payroll β€” highest priority process in this role.
GUIDE
Internal Inboxes
AC
Accounting Team
Finance · general accounting
accounting@kramer.pro
FM
Finance Manager
Finance · HR · direct contact
taylor@kramer.pro
HR
HR Inbox
Human Resources · general HR
hr@kramer.pro
AP
AP Invoices Inbox
Unmonitored — forwards into Ramp only
apinvoices@kramer.pro
Finance — External
EW
Eve Worsoff
Account Rep — Ramp
eve.worsoff@ramp.com
TH
Taylor Hoskinson
Bank Rep — First Citizens (Norman)
taylor.hoskinson@firstcitizens.com
(405) 253-3849
SF
Sage / Fyle Support
Expense Manager support
support@fylehq.com
HR — External
AJ
Andrew Jones
Paycom Specialist — Support
andrew.jones@paycom.com
AG
Austin Greene
Paycom Strategy / Sales
austin.greene@paycom.com
JN
Jordan Nelson
Benefits Broker — Evans National
Jordan.nelson@evansnat.com
405-342-0901 ext. 0109
AF
Anthony Ferilito
401(k) — Ascensus
aferilito@financialguide.com

Rules

- **W9 required for all vendor invoices.** No W9, no payment. No exceptions.


- **All invoices must go through the approval process**


- **We do not pay credit card fees.** It may only be 3%, but it compounds over a year.


- **ACH is the preferred payment method.** Wire transfer and check available as needed. Most checks today are for Christmas bonuses.


- **We only pay off of invoices.** The document must say "invoice" β€” statements, quotes, and POs are not acceptable.
⚠️ If a vendor document doesn't say "invoice," do not process payment. Ask the vendor to reissue with proper invoice documentation.

Vendor invoices go to apinvoices@kramer.pro β€” unmonitored, forwards directly into Ramp. For general AP questions use accounting@kramer.pro.

Emergency Scenarios

For all verbal approvals: note the approver's name, date, and time in Ramp. Example: "Verbal approval given by M. Chamot β€” 12/3/2025 at 2:55 PM"

Scenario 1: Team on-site needs to rent something last minute

- **Under $20k:** Take verbal approval from the lead (Department Lead or VP minimum). Note with timestamp in Ramp; list yourself as sole approver.

- **Over $20k:** Call Stephen Kramer. Get him into Ramp urgently or take verbal approval using same procedure.

Scenario 2: Urgent COGS need β€” Purchasing needs to order from JB&A or similar

  • Allow via P-Card. Confirm it's a genuine emergency β€” not just a preference to get something faster.

Payment Methods

ACH is our prefred payment method, but wire transfer and check are available. If you can put it on your P-Card without fees, you have finance's blessing to do so.

If a need is urgent, or will directly affect client deliverables please reach out to finance work through processing timelines.

Invoicing

We invoice in lump sum buckets β€” not itemized. Invoices reference back to an itemized quote.

πŸ’‘ Rental Gear | Lighting Rental – 75% due – reference quote 069 | $200 | 1 | $200 | LER

The Class field doesn't appear client-side but is required for financial reporting. Life.Church requires their own GL coding on each invoice β€” reach out to Sales for that info.

Sending an Invoice β€” Critical Steps

        - Prepare the invoice in QBO

        - Click ***Save*** β€” not "Save and New," not "Save and Close." Just Save.

        - Keep clicking Save until QBO says "you and Stephen Kramer were working on this at the same time".

        - Exit without saving at that point

        - Verify Avalara tax is correct β€” especially for exempt clients

        - Send

      
      
⚠️ ⚠️ Always double-check Avalara tax before sending β€” it occasionally mishandles exemptions on out of state clients - if we don't have a tax exempt for a client but they're a church, reach out to the client to get their exemption certificate. Then upload that to Avatax.

Accepting Payments

We can accept payment via the following methods

  • ACH| Either via the link embedded in the QBO email, or pushed from a clients account
  • Wire | Wire/ACH instructions are in the Finance Shared Drive under Finance>Banking>UpdatedKPWireInstructions
  • Credit Card| There will be a 3% credit card fee assessed, this should be coded to COR

We do not accept the following payment methods

  • Cash
  • Paypal
  • Cryptocurrency

Past Due Payments

there some automations that will take an invoices due date, and on the due date write a templated corporate sounding email.

Note there aren't any real rules about sending these followups, or any templates that I use.

Standard verbiage would be something along the lines of: "Hey there [client contact], I'm reaching out about invoice number [number] dated [invoice date] - this invoice is past due, could you please advise about the payment status of this."

Collections

Always work closely with Stephen and the salesperson β€” they will have the most context.

        - **Amount > $5,000:** Pass to MJ to write and send the demand letter.

        - **Amount ≀ $5,000:** Finance Manager can write and send using MJ's template.

      
      
β›” ⚠️ we do have a template for demand letters, this template came from MJ - our attorney. It isn't something that I just cooked up with Chat GPT/Claude; so it is super important to make sure that these letters are either 1) sent using the template (it's on our letter head, in the Finance drive "Internal Docs") 2) sent from MJ cc'ing us.

Health Insurance β€” Blue Cross Blue Shield of Oklahoma

We have 4 Plan options for health insurance - 1 Bronze, 2 silver, and 1 gold.

The company offers 75% match for employees, and 25% for any of their dependents. This is for all major medical, dental, and vision insurance provided through the company.

Once an employee is hired - they have 30 days to complete the initial benefit enrollment; if that is missed, unfortunately unless there is a qualifying life event employees are unable to add insurance coverage until Open Enrollment in June.

Insurance is complicated but there's a few things here that I've learned

  • our plans start/restart on July 1 but that doesn't mean deductibles reset, those follow calendar year - so if you have a higher deductible plan, start it, and then change to a lower deductible plan, whatever you've paid will count towards that.
  • Qualifying Events are confusing but not too complex, if you have any questions if what happened to you is a Qualifying Life Event, please reach out to HR.

Dental & Vision β€” United Healthcare

We have 1 vision, and 1 dental plan both through United Health Care - there's nothing too crazy with them, they're standard coverage. The only thing that employees have been confused about is that they won't get cards for those. Their provider will be able to find them through the network.

FAQ

  • Who should I talk to for insurance questions? Your first step should be HR, they will escalate if needed.
  • What qualifies as a qualifying life event?
    • Qualifying Events are marriage, birth, death, loss of coverage, adoption, fostering and more, if you think it could count, reach out to HR
  • How do I change my 401(k) contribution?
    • Reach out to HR, they can do it on the back end in Paycom, they just have to have it in writing to do do.

Contacts

Benefits Broker

Jordan Nelson - Evans National.

| Email | Jordan.nelson@evansnat.com

| Phone | 405-342-0901 ext. 0109

| Paycom | Username: jnelson β€” benefits administration module only

πŸ’‘Jordan has access to both BCBS and UHC Portals, and Paycom - so just shoot him an email and he'll be able to help with whatever you need.

Financial Advisor

Anthony Ferlito - Wilcox Financial

| email | aferlito@financialguide.com

| phone | 716-906-3175

πŸ’‘ Anthony is able to help with getting you in contact with the right people and making sure that compliance questions are answered. He's a super solid resource to have access to!

401(k) β€” Ascensus (formerly PAI)

KRAMER PRODUCTIONS administers a 401(k) plan for our employees to plan for retirement; this plan includes a 3% employer match; however employees are able to put in whatever they would like within IRS regulations (if you'd like those, please reach out to HR). These deductions are pulled directly from Paycom with an automated file feed to Ascensus (good ol' EDI [Electronic Data Interchange]). Our retirement plan is administered through Ascensus, with the help of Wilcox Financial.

⚠️ ⚠️ Remember, the company cannot give 401(k) advice, as we aren't the employee's financial advisors. We are only able to tell them that it's typically advisable to put whatever the company matches.

CapEx/Program/Event Request

Do you want to get budget approved to buy an asset, run a special program (think warehouse move, or something like that), or get budget coding for an event (corporate retreat, Christmas Party, etc)?

If the answer is yes, and you don't want it to hit your standard operating budget, you my friend are going to have to request a CapEx (also known at other orgs as a capitol project, Capital Expenditure, or something else along those lines, for this convo we are going to stick with CapEx).

β›” Note: if you haven't received a Project ID, you should not start spending anything towards that.

Capex Process

The process of submitting a CapEx is actually fairly simple

  1. Submit a request that contains a quote if you have it, or justification for the CapEx
    • If the need is urgent, reach out to finance and we will work to fast track the approvals
  2. Finance Reviews how the expense will affect the operating state of the company
  3. Finance + leadership will review the request
  4. Approval is submitted in the system
  5. The requestor is reached out with the Project ID upon approval

Coding

When Coding an expense that should be tied to a CapEx not the standard operating budget, make sure that the expense is coded to the proper customer/job in Ramp, and also make sure it's not tied to any budget.

FAQ

  • How do I know if I need to submit a CapEx?
    • Generally, any expense that is over $8,000.00 at once, a special program, or event. Or if you're purchasing an asset for usage within the rental inventory, please check that you're under the $15,000 per quarter threshold, if this purchase is more than $15,000 or if this will put you over, you must submit a CapEx.
  • Where do I go to submit a CapEx?
    • the form to submit a CapEx can be found here.
  • When will I find out if my request has been approved?
    • You should here within the week if your request has been approved. If not, follow up with finance. (note: if your request is urgent, reach out to finance after you submit the CapEx request form.

The Coding Scheme

Every transaction uses four components in this order:

πŸ’‘ GL Code β€” Class β€” Client β€” Project

Example: 6050-COR-000-002

Classes

        | COR | Corporate β€” internal / overhead spend 
        | LER | Live Events & Rentals 
        | INS | Installations 
        | LOG | Logistics 
      

      

Common GL Codes

        | 6022 | Meals and Entertainment 
        | 5001 | COGS β€” used heavily on Southwest Chase card 
      

      

Required Fields β€” Every Transaction

        - **GL Expense Category** (e.g. 6022 – Meals and Entertainment)

        - **Receipt** β€” itemized always preferred

        - **Memo** β€” free-form description

        - **Customer** (e.g. 306_Mosaic Pro Events)

        - **Class** (LER, INS, COR, or LOG)

      
      
⚠️ ⚠️ Every transaction must be coded β€” every time, without exception.
βœ… βœ… Most of month-end is automated. Ramp and Sage feed coded transactions into QBO, and the bank syncs directly. A big part of this is reviewing and confirming automated entries are correct.

Month-End Checklist

        - Reconcile all **3 bank accounts**

        - Reconcile all **3 credit accounts**

        - Ensure **loan interest Journal Entries** have been made

        - Follow up on any **outstanding invoices**

        - Review checks sent in the month β€” if un-cashed after **3 weeks**, follow up

        - Review automated transactions from Ramp and bank sync β€” confirm all entries are correct

        - Prepare financials for the monthly meeting with Stephen

      
      

Monthly Financial Meeting

Monthly meeting with Stephen covers budgets, HR items, Finance items, and anything needing attention.

πŸ’‘ πŸ“… Financials must be ready before this meeting. If a small number of transactions are outstanding, that's fine. Strive for complete to give Stephen a fully accurate picture.

Reporting Notes

We account on cash basis (not accrual). The Statement of Cash Flows must be built from scratch. All other QBO stock reports are adequate. Always confirm you're pulling for the correct period.

Automation Overview

        | Ramp | Coded P-Card transactions and bill payments flow in automatically 
        | Sage / Fyle | Non-Ramp card expenses (Amex, Southwest Chase) sync to QBO 
        | Bank | First Citizens syncs directly to QBO β€” review and confirm 
        | Avalara | Sales tax auto-assessed and filed β€” review for accuracy monthly 
        | Monday.com | Clients and projects pulled into QBO via API

Logging In

        | URL | [paycom.com](https://www.paycomonline.net) 
        | Client Code | **0KZ33** β€” not case sensitive. That is a zero (0), not the letter O. 
        | Sign-in type | Click **"Client"** to sign in as admin. Do not use the Employee login. 
      

      
⚠️ ⚠️ When calling Paycom support, ask for **Andrew Jones**. Have client code 0KZ33 ready. As of writing, only the HR/Finance Manager and Stephen Kramer are authorized to call. If additional access is needed one of the admins will have to call to authorize this.

Payroll β€” Top Priority

Payroll is the single highest-priority task in this role. Employees being paid correctly and on time is non-negotiable β€” even when in the field.

Step-by-step walkthrough: Processing Payroll in Paycom β€” Scribe

βœ… βœ… Paycom handles all payroll tax withholdings automatically.

Modules We Use

        | Payroll | Primary function β€” bi-weekly payroll and tax withholdings 
        | PTO Module | Tracks PTO accruals and requests. Has calendar integration. Note: as of writing, the Paycom calendar is on the HR Manager's calendar only β€” not shared company-wide yet. 
        | PAF & Performance | All employee changes and all performance reviews β€” 90-day and annual 
        | Applicant Tracking | Full recruiting pipeline β€” postings, applications, screening, offers 
        | Benefits Management | Open enrollment, qualifying events, plan management 
        | Background Check | Enhanced background check β€” integrated 
        | 401(k) Feed | Automated file feed to Ascensus (formerly PAI) β€” one-way, Paycom sends only 
        | Employee Files | All employee documentation housed in Paycom 
      

      

Paycom Contacts

        | Andrew Jones | Paycom Specialist (Support) β€” [andrew.jones@paycom.com](/cdn-cgi/l/email-protection#f2939c96809785dc989d9c9781d4d1c4c6c982938b919d9fdc919d9f) 
        | Austin Greene | Strategy / Sales β€” [austin.greene@paycom.com](/cdn-cgi/l/email-protection#a1c0d4d2d5c8cf8fc6d3c4c4cfc4878297959ad1c0d8c2cecc8fc2cecc)

QuickBooks Online (QBO)

QBO is our ERP and primary accounting software β€” bills, loans, invoices, all account balances, and all financial reports live here. Stephen Kramer is a QBO Admin and can get you access.

QBO Integrations

        | Ramp | Coded P-Card transactions and AP bill payments sync automatically 
        | Sage / Fyle | Non-Ramp card expenses sync automatically 
        | First Citizens Bank | Direct bank feed β€” review and confirm transactions 
        | Monday.com | Clients and projects pulled in via API 
        | Lasso | Can feed invoices from Live Events & Rentals if used 
        | Avalara | Automated sales tax assessment and filing 
      

      

Banking β€” First Citizens Bank & Trust

Two OKC-metro branches, both ~20–30 min from the office. Taylor Hoskinson offices out of Norman β€” go there for meetings with him.

        | Checking | 1 account 
        | Savings | 2 accounts 
        | Loans | 3 loans + 1 line of credit 
        | Bank rep | Taylor Hoskinson β€” [taylor.hoskinson@firstcitizens.com](/cdn-cgi/l/email-protection#6410051d080b164a0c0b170f0d0a170b0a424752505f020d161710070d100d1e010a174a070b09) Β· (405) 253-3849 
      

      

Sales Tax β€” Avalara

Sales tax is complex. We operate across multiple states, work with many houses of worship (often exempt), and handle both rentals and sales. Avalara handles assessment and filing automatically.

⚠️ ⚠️ Always double-check Avalara tax before sending invoices β€” especially for exempt clients. Their support response time is poor. Per Oklahoma Tax Code, rentals and events where we never relinquish equipment are generally not taxable.

What Is a P-Card?

A P-Card (Purchasing Card) is a company-issued credit card for business-related purchases. All expenses must be coded and approved for accurate financial reporting.

πŸ’‘ 💡 If an employee accidentally uses their P-Card for a personal purchase, Ramp supports processing a personal reimbursement directly through the platform.
⚠️ ⚠️ EVERY transaction must be coded, EVERY time β€” regardless of who authorized the spend. Someone other than the spender reviews every transaction. Questions will be asked if something looks off. (Ask Cole about the British bakery situation.)

Required Fields

        | GL Category | e.g. 6022 – Meals and Entertainment 
        | Receipt | Required β€” itemized always preferred 
        | Memo | Free-form description of purchase 
        | Customer | e.g. 306_Mosaic Pro Events 
        | Class | LER, INS, COR, or LOG 
      

      

Ramp Contact

| Eve Worsoff | Account Rep β€” eve.worsoff@ramp.com

Sage Expense Manager (Fyle) β€” Non-Ramp Cards

        - **Stephen's American Express**

        - **Southwest Chase card** β€” Purchasing/COGS and travel. Card holders: Kambry Paxton and Purchasing team. Majority coded as **5001 – COGS**.

      
      

Required fields and coding are identical to Ramp. Both sync automatically to QBO once coded and approved.

| Sage support | support@fylehq.com

W2s β€” Employee Tax Forms

W2s are generated by Paycom. Paper copies mailed to:

πŸ’‘ πŸ“¬ **1071 E Thunderbird, Ste 105, Mustang, OK 73065**Addressed to: **Taylor Giba, Confidential**

Employees with digital delivery enabled in Paycom receive their W2 via Paycom ESS β€” no paper copy sent.

1099s β€” Contractor Tax Forms

Paycom-generated: Generated and mailed to contractors by Paycom. Paper copies to same Rentals Warehouse address above.

Ramp-generated: For contractors paid through Ramp. Ramp files and mails directly to the contractor. We receive digital copies of Copy A and the 1096.

⚠️ ⚠️ If someone says they didn't receive a form, first check whether digital delivery is enabled in their Paycom profile before assuming a paper copy was lost.