> For the complete documentation index, see [llms.txt](https://docs.oscollective.org/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.oscollective.org/for-hosted-member-projects/spending-money-and-getting-paid/virtual-cards.md).

# Virtual Cards

Virtual cards allow approved project expenses to be paid directly from your project’s Open Collective balance. This page explains who is eligible, how to request a card, what it may be used for, and the responsibilities of cardholders and Open Source Collective (OSC) hosted project admins.

## What Is a Virtual Card?

A virtual card allows eligible project expenses to be paid directly from your project’s balance on Open Collective. It can be used for hosting, subscriptions, and other approved project-related expenses without requiring someone to pay personally and request reimbursement afterwards.

Virtual cards provide additional spending controls because OSC can set spending limits, restrict certain types of purchases, and suspend or cancel a card when necessary. For some cardholders outside the U.S., using a virtual card may also reduce currency conversion or VAT costs.<br>

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## Eligibility

OSC reviews each virtual card request individually. When determining eligibility, we consider:

* How long the project has been hosted by OSC
* Whether the project is in good standing with OSC
* The requesting admin’s history with OSC
* The project’s available balance and transaction history
* Its typical incoming contributions and outgoing expenses
* The anticipated monthly spending amount
* The proposed use of the card

### **Requirements**

* All transactions should comply with normal usage of initiative funds as outlined in OSC's [Terms of Fiscal Sponsorship](https://app.gitbook.com/o/-LWSZizNMEjL8_DrMNdF/s/-M9Neg20-zKzu0MhF2d2/getting-started/terms)
* All purchases must comply with OSC’s [Expense Policies and Limitations ](/for-hosted-member-projects/spending-money-and-getting-paid/expense-policies-and-limitations.md)
* Cards that have not been used for more than 90 days will be frozen.
* A receipt must be submitted for every transaction. If a receipt is not submitted within 30 days, the card will be frozen until the receipt is provided.
* ​Card admins are personally liable for misuse.
* The assigned card admin must have a legal name on their profile. Note: legal names do not need to be public

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## Requesting a Virtual Card

Only project admins may submit a virtual card request. To request a virtual card:

1. Log in to the Open Collective platform.
2. In the left navigation menu, select Virtual Cards -> Request a Card.
3. Enter the card’s intended use, including the names of the services you plan to pay and the expected monthly amount. For example: “GitHub and DigitalOcean, up to $300 per month."
4. Submit the request for review.<br>

If the requesting admin does not already have a tax form on file, then they must also complete a W-9 (for US-based admins) or a W-8BEN (for non-US admins) tax form before approval. \
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OSC will review the request and contact you if additional information is needed. If approved, the assigned cardholder will receive an email, and the card details will appear on the Open Collective platform.

### Spending Limits

OSC determines each card’s spending limit based on the intended use, expected monthly expenses, and the project’s available balance.&#x20;

To request a higher limit, email <hello@oscollective.org> and include:

* Your project’s name
* The intended purchases
* The requested limit
* The reason for the increase

The project must have enough available funds to cover the requested spending limit. OSC may approve a different limit based on the project’s balance and anticipated expenses.

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## Eligible Card Purchases

Virtual card purchases must follow the same policies and limitations as other project expenses. If OSC could not approve the purchase as an invoice or reimbursement, it cannot be paid using a virtual card.

Virtual cards may be used for eligible expenses such as:

* Hosting and infrastructure
* Software subscriptions
* Domain registration
* Other approved services that support the project’s open source work

Virtual cards cannot be used to pay individuals or contractors, including through platforms such as Fiverr or Upwork. These payments must be submitted through the Open Collective platform as an invoice.

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## After You Use Your Virtual Card

When the virtual card is charged:

* The transaction amount is deducted from the project’s available balance immediately.
* The project admin will receive an email inviting them to create an expense for the transaction.
* A project admin must upload an itemized receipt.

If a receipt is not submitted within **30 days**, access to the card will be paused until the missing receipt is provided.

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## Lost, Stolen, or Compromised Cards

If your card is lost, stolen, or used for a transaction you do not recognize, contact us immediately at <hello@oscollective.org>. Include your project’s name and the last four digits of the card.

If your card is replaced or reissued, update its details with any vendors or subscription services that have the previous card information on file.