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Holiday Incentive Card Purchase Order Form

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Holiday Incentive Card Purchase Order Form

PREPD-016-09 Rev 4 7/10

This order is made by the customer set forth below (“Customer”) from Comdata Inc. (“Comdata”) for prepaid MasterCard Comdata Cards (“Cards”) to be sold and transferred to such Customer for use as employee incentive awards and customer rewards in connection with Customer’s written incentive or reward program.

Instructions: This Purchase Order form is to be used solely with respect to orders for pre-denominated, non-reloadable, anonymous prepaid incentive and reward cards. The maximum load value for any single Card is $500. Customer must complete the information requested below. Any deviation from this form, including per card pricing or the terms set forth in the General Terms and Conditions, will require a standard incentive card agreement and implementation process. By signing this Purchase Order, Customer agrees to be bound by the General Terms and Conditions set forth in this Purchase Order.

Account Information (Please Print or Type)

Today’s Date:

Date Cards Needed:

Company Name:

Contact Name:

Contact Email Address:

Phone: () - Ext.:

Physical and Billing Address

Street:

Room / Suite #:

City:

State: Zip:

Do you have a Comdata account? Yes No

If Yes, enter account #:

If No, please provide the following information:

Annual Sales:

Years in Business:

Federal Tax ID:

Business Type:

Have you ever had or applied for a Comdata account? Yes No

Shipping Information

Recipient Name:

Company Name:

Street:

Room / Suite #:

City:

State: Zip:

Division or Department:

Title:

Phone: () - Ext.:

Fax: () -

Attach page for multiple shipping location instructions (additional fees may apply).

Order Information
Payment Information

Quantity       Denomination       Total

x =

x =

x =

x =

x =

Subtotal =

Total Card Qty.    Card Fee*    Total Card Fees

x =

*0-999 is $4.00/card
1,000 - 2,499 is $3.50/card
2,500 - 4,999 is $3.00/card
5,000+ is $2.50/card

Delivery Fees =

Delivery Subtotal =

Total =

Payment will be made in accordance with the following terms:

Bank Name:

Address:

Phone: () - Ext.:

Contact:

ACH Credit      Wire Transfer

Balance Applied from Existing Account

Additional comments or embossing details concerning this order:

Company Name:

By (Signature):

Name (Print):

Title:

Date:

Prepaid Incentive Card Purchase Order Form

General Terms and Conditions

1. The cards are MasterCard International, Inc. (“MasterCard”) branded pre-denominated, anonymous, non-reloadable, prepaid incentive or reward cards (the “Cards”). The Cards are issued by Regions Bank or a substitute bank (“Issuing Bank”), a member of the MasterCard network. Each Card will only be available for use for the purchase of goods or services at merchants participating in the MasterCard network and Cards will not be refundable or redeemable, in whole or in part, for cash, unless required by law. Cards cannot be used at ATMs or in cash-back transactions and may not be used for quasi-cash transactions (i.e. used to purchase items redeemable for cash). Use of a Card shall be subject to limitations and restrictions imposed by applicable law, MasterCard and Issuing Bank.

2. Customer shall transfer to Comdata, in immediately available funds, the aggregate amount of funds to be loaded onto the Cards plus any applicable fees in accordance with the terms set forth on the cover page of this Purchase Order.

3. Comdata will comply with applicable unclaimed property law with respect to any unused balance remaining on any card.

4. Customer represents and warrants that the Cards will be distributed as rewards or incentive awards in connection with Customer’s written incentive or reward program and that Customer will not resell the Cards or market, promote or offer the cards as gift cards. Customer agrees to provide the Cardholder Agreement to each Cardholder and, to the extent applicable, agrees to verify the legal identity of each Cardholder and comply with the regulations of the Office of Foreign Assets Control. Customer acknowledges that Cardholders will be charged $1.00 for each declined transaction that will be deducted from the card balance. In addition, for international transactions, a MasterCard cross-border fee of .8% and a MasterCard currency conversion fee of .2% will be included in the transaction amount (for a total of 1%). The cards will have an expiration date of three years.

5. THE FULL RISK OF LOSS FOR ORDERED CARDS SHALL PASS TO CUSTOMER IMMEDIATELY UPON COMDATA’S PLACEMENT WITH A CARRIER.

6. IN NO EVENT SHALL EITHER PARTY BE RESPONSIBLE FOR INDIRECT, CONSEQUENTIAL, SPECIAL, INCIDENTAL OR PUNITIVE DAMAGES, REGARDLESS OF WHETHER SUCH PARTY WAS MADE AWARE OF THE POSSIBILITY OF SUCH DAMAGES. COMDATA MAKES NO REPRESENTATIONS OR WARRANTIES, WHETHER EXPRESS OR IMPLIED, INCLUDING ANY WARRANTIES OF INFRINGEMENT, MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.

7. To the extent Cards are distributed to Customer’s employees, Customer is solely responsible for compliance with all applicable federal, state and local laws, rules and regulations relating to payroll, compensation and employment matters, including, without limitation, proper withholding, and timely remittance of, any and all taxes related thereto (e.g., local, state and federal income, payroll or social security taxes), and Customer agrees to indemnify and hold Comdata and its affiliates harmless from any and all liabilities, including interest and penalties, which are or may be imposed on Comdata or any of its affiliates pursuant to any such laws.

8. Each party agrees to indemnify and hold harmless the other party from any and all third party claims for damages, losses or liabilities arising directly from the negligent and willful acts or omissions of any employees or agents of such party, or from the material breach by such party of its express obligations under this Purchase Order. For purposes hereof, any person who is given authorization by Customer to use the Cards shall be deemed an employee or agent of Customer.

9. None of the provisions of this Purchase Order is intended to create nor shall be deemed or construed to create any relationship between the parties hereto other than that of independent entities contracting with each other hereunder solely for the purpose of effecting the provisions of this Purchase Order. Neither of the parties hereto, nor any of their respective employees, shall be construed to be the employer of the other. Customer and Comdata agree that Comdata is only providing the Cards under this Purchase Order as an independent contractor.

10. This Agreement shall be governed by the laws of the State of Tennessee, without regard to the choice of law rules of such state. Any action to enforce or interpret this Agreement shall be brought in the appropriate judicial forum located in Nashville, Davidson County, Tennessee, and Customer does hereby consent to such jurisdiction and waives any objections thereto. The prevailing party in any action or proceeding to interpret or enforce this Agreement shall be entitled to recover its reasonable attorney’s fees, costs and expenses.

11. This Purchase Order may only be modified by a writing signed by both parties.

By signing, I understand that I am binding my company to the agreement (order will not be processed without authorized signature and Comdata’s receipt of payment in full).

X

Company Name:

By (Signature):

Name (Print):

Title:

Date:

Enter text✕
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What the Holiday Incentive Card Purchase Order Form Is

The Holiday Incentive Card Purchase Order Form is a procurement document businesses use to order prepaid incentive cards, gift cards, or corporate reward cards for seasonal programs. It records buyer and vendor details, itemized card types, denominations, quantities, shipping and billing instructions, payment terms, and a signature block for authorization. The form establishes the vendor’s obligations and acceptance criteria, supports internal approvals and accounting, and serves as the commercial record for reconciliation, tax reporting, and inventory tracking. It is commonly completed electronically and preserved with an audit trail.

Why a Standardized Purchase Order Helps Holiday Programs

A standardized Holiday Incentive Card Purchase Order Form reduces ordering errors, speeds vendor processing, and centralizes approvals. It creates a single record for finance and audit teams and helps match shipments to invoices for reconciliation and tax reporting.

Why a Standardized Purchase Order Helps Holiday Programs

Who Typically Prepares and Approves This Form

Several internal teams touch holiday incentive card orders; responsibilities vary by organization size and procurement policy.

  • HR and Total Rewards — Manage employee recognition programs and provide participant lists for distribution.
  • Procurement / Purchasing — Create the PO, confirm vendor terms, and route approvals to finance.
  • Marketing and Events — Order customer or partner incentive cards tied to campaigns or promotional events.

Clear role definition—requester, approver, vendor contact, and accounts payable—reduces delays and supports compliance.

Step-by-Step: How to Complete the Form

Follow this sequence to prepare, approve, and submit a Holiday Incentive Card Purchase Order efficiently.

  • 01
    Prepare order: Gather participant list, card types, and budget codes.
  • 02
    Route for approval: Send PO to authorized approver per internal thresholds.
  • 03
    Submit to vendor: Include shipping and activation instructions with the PO.
  • 04
    Record and reconcile: Match delivery and invoice; close PO in accounting.

Configure an Electronic Workflow for Purchase Orders

Suggested settings for a digital PO workflow reduce manual handoffs and improve traceability for holiday card orders.

Field Configuration
Auto-numbering PO Enable sequential PO IDs for tracking
Approval workflow Two-step approval for orders over threshold
eSignature authentication Email + optional SMS code for signer identity
Accounting code mapping Require GL cost center and project code

Typical Processing Flow for Electronic Purchase Orders

A concise overview of the digital routing and fulfillment lifecycle for a Holiday Incentive Card Purchase Order.

  • Create PO: Requester completes form and attaches participant data
  • Authorize: Approver signs electronically; record stored
  • Vendor fulfillment: Vendor acknowledges, ships, and confirms activation
  • Close PO: Accounts payable reconciles invoice and receives goods

Essential Sections to Include on the Purchase Order

A professional Holiday Incentive Card Purchase Order includes specific sections that clarify expectations for buyer and vendor.

Header Information

Buyer name, PO number, order date, and contact details for procurement and accounts payable, establishing the official record for the transaction.

Vendor Details

Vendor legal name, remit-to address, vendor contact and tax ID where required for vendor onboarding and payment processing.

Itemized Order Lines

Each card SKU listed with face value, quantity, unit price, and total line amount so vendors can fulfill accurately and invoice correctly.

Shipping and Delivery

Specify delivery method, address, expected ship date, tracking requirements, and any required proof of delivery for event timing.

Payment and Terms

Net terms, payment method, billing contact, and any prepayment or activation fees to avoid invoicing disputes and late payments.

Acceptance and Signature

Authorized signatory block, effective date, and acceptance criteria; note if electronic signature is permitted and how it will be retained.

Security and Compliance Essentials to Note

Encryption: AES-256 at rest
Transport Security: TLS 1.2/1.3 in transit
Audit Trail: Timestamps and IP addresses
HIPAA: BAA required for PHI
ESIGN / UETA: Electronic signature validity
Access Control: Role-based permissions

Common Penalties and Risks to Avoid

Duplicate orders: Wasted spend
Incorrect billing: Delayed payments
Missing approvals: Noncompliant expenditures
Tax reporting errors: 24% backup withholding
Late delivery: Missed event deadlines
Unauthorized signing: Contract risk

Typical Mistakes When Preparing Holiday Card Orders

  • Using ambiguous denomination instructions, which can lead to partial fulfillment or incorrect card values and require costly reorders and manual reconciliation.
  • Failing to include accurate shipping addresses and contact details for bulk shipments, causing delays or returns and impacting time-sensitive incentives.
  • Neglecting to collect vendor tax or remittance data up front, creating invoicing interruptions and potential tax-reporting or backup-withholding issues.
  • Underestimating production and shipping lead times for custom-branded cards, resulting in missed distribution windows for holiday events or promotions.

Practical Tips for Accurate, Efficient Orders

Adopt these practices to reduce errors and accelerate fulfillment for holiday incentive card programs.

Standardize the PO template
Use a single, approved template that includes required fields, validation rules, and a consistent numbering scheme to streamline processing and reduce errors across requesters.
Require pre-approval for large orders
Set approval thresholds and require budget code and approver sign-off for orders above that limit to control spend and provide an auditable authorization trail.
Confirm vendor onboarding details
Validate vendor remit address, tax ID, and banking/payment instructions before issuing high-volume POs to prevent misdirected payments and onboarding delays.
Reconcile promptly after delivery
Match fulfillment confirmations and invoices to the PO within the same accounting period to detect issues early and avoid late payment penalties.

eSignature Vendor Pricing Snapshot for Purchase Orders

Overview of starting prices and selected feature differences for common eSignature vendors; signNow is listed first per platform comparisons.

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 7-day trial Varies Varies Varies Varies
Bulk Send Yes (Business Premium) Yes Yes Yes Varies
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes Varies Varies

Key Milestones in a Purchase Order Lifecycle

A quick milestone sequence shows the major stages from order creation through reconciliation for a holiday card purchase.

01

Order Issued

PO created, numbered, and routed for approval

02

Vendor Acknowledgement

Vendor confirms lead times and pricing

03

Fulfillment & Shipping

Cards produced, activated, and dispatched

04

Receipt and Reconciliation

Receiving confirms quantities; accounts payable closes PO

Frequently Asked Questions

Answers to common questions about using, signing, and storing the Holiday Incentive Card Purchase Order Form.


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