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Fare Data Form

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FARE DATA FORM AND DATA SUPPLY AGREEMENT

Parties and Effective Date

Provider Name:

Recipient Name:

Effective Date:

WHEREAS

WHEREAS, Provider collects, maintains and licenses fare data, fare schedules, and related tariff information for transportation services (collectively, "Fare Data"); and

WHEREAS, Recipient requires access to Fare Data for integration, display and commercial use in connection with Recipient's transportation planning, ticketing or related services; and

WHEREAS, the parties desire to set forth the terms on which Provider will supply Fare Data to Recipient and the terms governing payment, confidentiality and permitted uses.

Scope of Work

Data Format and Frequency:

Delivery Method:

Fare Data Details

Provide up to five fare records below. For additional records attach an addendum and reference Addendum ID:

Fare ID Route / Service Origin → Destination Fare Type Amount Effective From / To

Payment Terms

Data Delivery Fee:

Payment Schedule:

Late Fee / Interest:

Invoices shall be delivered electronically or by mail to the billing contact on file. Unpaid sums shall accrue interest as specified above and Provider may suspend delivery of Fare Data if payments are more than thirty (30) days past due.

Term and Termination

Term Start Date:

Term End Date:

Termination Notice Period (days):

Either party may terminate for material breach if the breaching party fails to cure within the notice period. Upon termination, Recipient shall cease using all Fare Data not licensed in perpetuity and shall return or destroy Provider Confidential Information as required under this Agreement.

Confidentiality

Recipient acknowledges that Fare Data and related pricing, mapping and routing metadata constitute Provider Confidential Information. Recipient agrees to: (a) restrict access to Confidential Information to employees and contractors with a legitimate need to know; (b) not disclose Confidential Information to third parties except as explicitly permitted in writing; and (c) implement reasonable administrative, technical and physical safeguards to protect Confidential Information. Confidentiality obligations survive termination for a period of three (3) years.

Notwithstanding the foregoing, Confidential Information does not include information that is or becomes publicly available through no fault of Recipient, is rightfully received from a third party without restriction, or is independently developed by Recipient without use of Provider Confidential Information. If Recipient is compelled to disclose Confidential Information by law, Recipient shall provide prompt notice to Provider and cooperate with Provider in seeking protective measures.

Governing Law

This Agreement shall be governed by and construed in accordance with the laws of the State of , without regard to conflict of laws principles. The parties consent to the exclusive jurisdiction of the state and federal courts located in that State for disputes arising under this Agreement.

Entire Agreement

This document, including any referenced addenda and attachments, constitutes the entire agreement between Provider and Recipient with respect to the subject matter hereof and supersedes all prior and contemporaneous agreements, proposals, representations and understandings. Any amendment must be in writing and signed by authorized representatives of both parties.

Representations and Certifications

Provider represents that it has the right to provide the Fare Data and that the Fare Data supplied is accurate to the best of Provider's knowledge at the time of delivery. Recipient represents that it will use Fare Data only in accordance with the license rights granted herein and will not misrepresent fare information to consumers.

Certification: Provider certifies the accuracy and completeness of the attached fare records as of the Effective Date and understands that material misrepresentation may result in termination or legal remedies.

Billing and Contact Information

By signing below, the parties acknowledge and agree that they have read, understood, and accepted the terms and conditions of this Fare Data Form and Data Supply Agreement and intend to be legally bound.

Provider Printed Name:

By:

Date:

Recipient Printed Name:

By:

Date:

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What the Fare Data Form Is and when it’s used

The Fare Data Form is a standardized record used to capture detailed pricing and transaction data for passenger travel services, including fare components, taxes, discounts, route segments, and payment method. Agencies and carriers use it for revenue reconciliation, tariff compliance, internal audit trails, and regulator reporting. The form can be a paper template, a fillable PDF, or an electronic record submitted via secure portals. Where allowed, properly executed electronic signatures and structured metadata enable automated processing, faster reconciliation, and auditable retention of the original record and signing events.

Why a consistent Fare Data Form matters

A consistent Fare Data Form reduces billing discrepancies, supports regulatory compliance, and preserves a verifiable audit trail for fare changes. Standardized fields make reconciliations faster, minimize disputes with customers or partners, and simplify downstream reporting and analytics.

Why a consistent Fare Data Form matters

Typical users and signers of the Fare Data Form

The Fare Data Form is completed or reviewed by staff across operations, revenue accounting, and regulatory compliance teams; external partners may also supply portions of the data.

  • Transit and mobility operators responsible for fare collection, route pricing, and daily revenue reconciliation.
  • Airlines and intercity carriers that capture multi-segment fares, taxes, and commissions for settlement.
  • Regulatory bodies, auditors, and third-party clearing houses that review tariff compliance and reporting.

Assign clear ownership for each field and require an approver signature to reduce errors and ensure accountability across functions.

Step-by-step: completing the Fare Data Form

Follow these sequential steps to collect, validate, and submit fare data with minimal rework.

  • 01
    Collect data: Gather ticketing and POS records.
  • 02
    Populate fields: Enter codes, dates, and amounts precisely.
  • 03
    Validate entries: Run automated or manual checks for mismatches.
  • 04
    Submit: Send to accounting or regulator per routing rules.

Core components of a professional Fare Data Form

A complete form groups metadata, fare details, passenger data, and an auditable signature section so downstream systems can reconcile and report reliably.

Header metadata

Unique form identifier, submission date, preparer name, and system-generated audit ID to link the record to source transactions and support traceability.

Fare breakdown

Line-item breakdown showing base fare, surcharges, taxes, and itemized fees so revenue recognition and tax reporting map to accounting entries.

Passenger details

Minimal identifying data required for settlement, such as ticket number and contact fields; avoid collecting unnecessary PII to reduce privacy risk.

Route and segment data

Origin/destination fields, leg sequence, and service class to ensure correct tariff application and automated routing for clearing and settlement.

Discounts and concessions

Fields for promotional codes, fare reductions, and eligibility notes so reconciliations capture adjustments and refund calculations accurately.

Signature and audit

Signer identity, signature date, and a machine-readable audit trail (IP, timestamp, authentication method) to validate authorization and preserve evidentiary value.

Required data elements at a glance

Ticket number: Unique sales reference
Fare amount: Base fare plus cents
Tax breakdown: Separate tax lines
Payment method: Card, cash, voucher
Effective date: MM/DD/YYYY format
Audit timestamp: ISO 8601 preferred

Configuring an online Fare Data Form workflow

Map fields, set validation rules, and choose signer authentication to streamline processing and reduce manual review.

Field mapping Match form fields to ledger columns
Conditional logic Show fields when discounts apply
Bulk upload Accept CSV batches for high-volume days
Signer authentication Email, SMS code, or stronger
Notifications Email copies and status alerts

Where completed Fare Data Forms go

Route completed forms to the appropriate systems or stakeholders depending on purpose: accounting, settlement, regulator, or archive.

  • Revenue accounting: For reconciliation and posting
  • Billing clearing house: For multi-carrier settlements
  • Regulatory submission: Where tariff reporting is required
  • Document archive: For retention and audit access

Technical requirements for eSubmission and sharing

Ensure the platform supports secure file formats, signer authentication, and integration with downstream systems before adopting an eSubmission workflow.

  • Integrations: Salesforce, NetSuite, Google Workspace
  • File formats: PDF, DOCX, CSV supported
  • Authentication: Email, SMS, MFA options

Select a platform that captures an immutable audit trail and supports the export formats your accounting and archival systems require.

Typical timelines and processing expectations

Timelines depend on internal policy and regulator rules. These are common expectations for operational processing of fare data.

Daily close:

Submit end-of-day batches within 24 hours

Monthly reconciliation:

Complete reconciliation within 15 days of month-end

Quarterly audit:

Provide sampled forms within 30 days of request

Immediate corrections:

File adjustments within 7 business days

Annual reporting:

Aggregate data for year-end certifications

Key processing milestones for each reporting cycle

Follow these milestones each cycle to ensure timely submission and reduce audit exceptions.

01

Data capture

Collect transactional records from POS and reservation systems

02

Pre-validation

Run automated checks and flag mismatches

03

Approval

Assigned approver reviews and signs the form

04

Submission

Route final file to accounting or regulator

Common mistakes to avoid when preparing the form

  • Using inconsistent fare or tariff codes across systems, which prevents automated reconciliation and results in manual exception handling.
  • Entering amounts without cents or with wrong currency, leading to settlement discrepancies and potential customer overcharges.
  • Omitting effective or travel dates, which can apply incorrect tax or surcharge rules and trigger regulator queries.
  • Failing to capture the audit timestamp and signer authentication, reducing evidentiary value during audits or disputes.

Consequences of incorrect or incomplete fare data

Audit exposure: Regulatory review risk
Revenue leakage: Lost or unreconciled funds
Fines and penalties: Regulator sanctions possible
Customer refunds: Chargebacks and reimbursements
Contract disputes: Partner settlement disagreements
Data integrity loss: Corrupted records harm reporting

Typical eSignature vendor comparison for Fare Data Form workflows

Vendor pricing and feature availability vary by plan; signNow appears first for comparison. Confirm plan details and enterprise add-ons before selecting a provider.

signNow DocuSign Adobe Sign PandaDoc HelloSign
Starting Price $8/user/mo $15/user/mo $14/user/mo $19/user/mo $15/user/mo
Free Trial Yes, 7-day trial Varies by plan Varies by plan Varies by plan Varies by plan
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No
Envelope Cap No cap 100 envelopes/user/year Varies by plan Varies by plan Varies by plan

Real-world examples of digitized form workflows

Organizations across sectors have standardized transactional forms and reduced turnaround by digitizing collection and approvals.

Optica Ventures LLC

Optica standardized transactional forms to reduce manual follow-up and speed processing.

  • Implementation reduced average turnaround by multiple days for customer-facing forms.
  • "The interface is simple and easy-to-use for our team; more importantly, it is just as easy for our customers."

Brian Fitzgibbons, COO

Tech Data

Tech Data consolidated document workflows across teams to improve records management and accelerate revenue recognition.

  • Consolidation lowered internal routing time and exceptions.
  • "Tech Data uses airSlate SignNow to improve our internal and external customer service while increasing our speed to revenue."

Bob Dutkowsky, CEO

Practical tips for accurate and efficient completion

Adopt these practices to reduce exceptions, improve auditability, and shorten cycle times for fare processing.

Standardize codes and formats
Use a central codebook and enforce data formats (dates, currencies, fare codes). Consistent input prevents mapping errors during automated imports and simplifies reconciliation and analytics.
Automate validations
Implement checks for date ranges, fare totals, and required fields. Automated validation catches common errors before submission and reduces manual correction workload.
Preserve audit metadata
Capture signer identity, authentication method, IP address, and timestamp. Retaining an immutable audit trail strengthens evidentiary value in disputes and regulator reviews.
Limit PII collection
Collect only the personal data necessary for settlement and compliance. Minimizing PII reduces privacy risk and simplifies HIPAA or state privacy compliance where applicable.

Frequently asked questions about the Fare Data Form

Answers to common operational and legal questions about form completion, eSubmission, and recordkeeping for Fare Data Forms.


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