Requesting a Virtual Credit Card

If you or your volunteer team needs to pay HBA-related expenses (i.e. vendors (e.g., swag, décor, printing, photographer), event expenses, etc), the HBA can issue a virtual/digital credit card through Ramp, our virtual credit card platform, instead of asking volunteers to pay out of pocket.

Please note: for 2027 and beyond, a virtual card will be issued to all HBA locations by their Regional Treasurer at the start of the fiscal year based on approved budget expenses. Additional cards and/or increased limits can be requested ad hoc following the process outlined below.

When to Use a Ramp Virtual Card

Request a virtual card when:

• You have event or program expenses that can be paid by credit/debit card
• Vendors require online payment, tap‑to‑pay, or card details
• Your team needs payment flexibility

Step 1: Request Approval

Before a card can be issued, approval is required.

1. Send a request to your Regional Treasurer
   • Include: 
     • Event name
     • Estimated total spend
     • Categories of expenses (e.g., swag, décor, gifts)
     • Requested cardholder name and email
     • Suggested card limit (we suggest including a ~20% buffer for taxes/shipping)
2. If your region does not have a Treasurer
   • Send the request to HBA Central Finance: finance@hbanet.org

Step 2: Card Is Issued 

Once approved:

• Regional Treasurer or HBA Finance will: 
  • Create a virtual Ramp card
  • Assign it to the named cardholder
• The cardholder will receive a Ramp email invitation. Please check spam/junk folders for this invite

Step 3: Set Up & Use the Virtual Card

After accepting the Ramp invite, the cardholder can:

• Use the card for online purchases
• Add the card to your virtual Apple/Google Wallet and use via tap‑to‑pay if the vendor supports mobile wallets

Step 4: Billing & Shipping Information for Vendors

Use the following details when placing orders:

Billing Address (Required)

Healthcare Businesswomen’s Association

165 Passaic Ave, Suite 204

Fairfield, NJ 07004

USA

Shipping Address

• May be a local volunteer, venue, or event location – wherever is easiest for your team
• Confirm delivery location and timing carefully

Step 5: Upload Receipts & Code Expenses (REQUIRED)

For every transaction, the cardholder must:

1. Upload itemized receipts in Ramp
2. Complete all required coding fields (marked with *)
3. Contact your Regional Treasurer or HBA Finance if unsure how to code: finance@hbanet.org

Missing receipts or incomplete coding may delay reconciliation.

Step 6: If a Vendor Cannot Accept a Card

If a vendor requires invoice payment (wire/transfer):

1. Email the invoice from an official HBA regional email (i.e. one ending in @hbanet.org) to: hba@ap.ramp.com
   • Emails from non‑HBA or non‑approved addresses will not be processed
   • If you do not have access to an official regional email address and your Regional Treasurer is unable to support, please contact finance@hbanet.org with the vendor details so they can be added which will allow the invoice submission to be processed.
2. Ensure the invoice:
   • Is in English
   • Includes: 
     • Bank Country
     • Bank Name & Address
     • BIC/SWIFT
     • IBAN or Account Number
3. In your email, include:
   • Event name
   • Description of what is being purchased

Ramp, in collaboration with HBA Central Finance will process payment.

Important Reminders

• When issued a virtual card, please make your first purchase promptly so any issues can be resolved quickly should they arise
• Do not share virtual card details outside the approved cardholder
• Always keep receipts and upload them immediately

Questions or Issues?

Contact: finance@hbanet.org

This process helps HBA manage funds responsibly while making it easy for volunteers to execute events smoothly. Thank you for your partnership!