Learnerbly Virtual Cards are powered by Stripe and Visa. To make use of the Virtual Card feature, you will need to have a UK Legal Entity and set up a Stripe Connected Account. This account will be under your company name and as such are legal representatives of the account and agree to the Stripe Terms & Conditions.

To learn more about how our Virtual Card feature works, see our guide: Get to know Virtual Cards.

Important things to be aware of (especially Finance Teams)

How to get set up with Virtual Cards

Maintaining your Virtual Cards balance

Who can access Virtual Cards?

  • Available on the Strategic and Enterprise packages

  • Companies headquartered or with a legal entity in the UK

  • Employees with personal learning budgets in £GBP can request and make purchases with Virtual Cards, no matter where in the world

Your Stripe Connected Account

Stripe Connected Account

Your Stripe Connected Account is a bank account where your employees will be spending from. This is its own independent account in your company’s name, which you will need to keep funded in order to use Virtual Cards.

Legal Representative

In order to set up your Stripe account, we need a few details from you including a Legal Representative - someone who is authorised to act on behalf of your company and either owns >25% of your company’s shares or is a director.

Terms and Conditions

The Terms relating to our Virtual Card product can be viewed in Clause 13 of our standard Terms, here: https://www.learnerbly.com/terms-and-conditions.

When setting up your account you will need to accept the StripeService and Connected Account Terms.


Important things to be aware of (especially Finance Teams)

You will need to set up a Stripe Connected Account

You will need to set up a Stripe Connected Account, as the Learnerbly Virtual Cards are powered by Stripe's network. This account is under your company's name and you are the legal representatives of the account and agree to Stripe's T&C (below). You will receive Stripe bank account details unique to your company to transfer the funds to cover Virtual Card transactions. Learnerbly cannot move funds in or out, or touch funds in any way as it is legally the your money.

There will be two learning credit balances

Your Stripe Connected Account is separate from the Learning Credits account.

  • Purchases via the platform: The pre-paid balance of Learning Credits to Learnerbly. Resources you find on our platform are purchased from Learnerbly directly, so you can use your pre-paid Learning Credits to access them.

  • Purchases outside the platform via Virtual Cards: For anything outside our supplier network that your employees will be purchasing themselves with the Virtual Card, this will be paid from your Stripe Connected Account balance.

You will not be invoiced for Virtual Card funds

Your Stripe Connected Account is a bank account in your company’s name, therefore Learnerbly will not invoice you. You will be required to manage the balance in this account to support Virtual Card payments. Learn more about maintaining your Virtual Cards balance.


VAT Reconciliation

As your employees will be spending on behalf of your company from your Stripe account, you will be responsible for your VAT recovery on items purchased with Virtual Cards. As they spend, employees will enter in your company information (name, address, VAT number) during the checkout/purchase process using their Virtual Card.

Receipts and proof of purchase

Employees are responsible for collecting VAT receipt when they make purchases with Virtual Cards. Upon collecting the receipt, they should upload a copy to Learnerbly by clicking ‘Upload Receipt’ in the My Request page of their Learnerbly account.

Administrators will then be able to download all invoices uploaded from your Admin dashboard as a zip file and forward these to your internal Finance Team for processing along with your existing VAT return process.

Virtual Cards must be used for Learning Products

As per our Terms (13.2 h), Virtual Cards must be used for Learning Products.


How to get set up with Virtual Cards

Getting set up with Virtual cards is simple.

  1. Set up your Stripe Connected Account

    Complete a form provided by your Customer Success team with some basic company and representative information. Learnerbly will then create your Stripe Connected Account for you in your name.

  2. Transfer funds to power your Virtual Cards
    Your unique bank account details will be shared with you, so you can transfer your initial funds via bank transfer.

  3. Give access to your employees
    Once the funds have cleared, which usually takes around 24 hours, we can then give your employees access to Virtual Cards, and they can start making requests immediately!


Maintaining your Virtual Cards balance

In order to continue spending via Virtual Cards, you will need to ensure your Stripe Connected Account has enough balance to cover purchases by your users.

Adding funds* to your Stripe Connected Account balance

Once you have created your Stripe Connected Account Learnerbly will provide you with the bank details (account number & sort code) for your new account. You’ll then be able to transfer funds to your Stripe account directly.

* As the Stripe Connected Account is a bank account in your name, unfortunately, we can’t currently make transfers between your Learning Credits balance and your Stripe account.

Monitoring the balance

Each month, you’ll receive a summary of all your account’s transactions and balance - along with your regular Breakdown of Spend. If you balance is running low, your Finance Team can transfer funds using your Stripe Connected Account bank details.

If your balance runs out, payments made by Virtual Cards will be declined and employees will not be able to make purchases until the balance is restored.

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