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Volume Card and Fundraiser Order Form

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VOLUME CARD & FUNDRAISER ORDER FORM

Please fax your completed form to VPS at 305.670.9586 | DO NOT E-MAIL THIS FORM

Purchaser Information

Name:

Company Name:

Address:

Address:

City: State: Zip:

Phone: E-Mail:

Federal Tax ID/BN# (required for fundraisers):

Referring SUBWAY Store #:

Ordering Information

Min. Order: 10 Cards | Min. Card Load: $5 | Min. Total Order: $250 | Max. Card Load: $100

BULK ORDER DISCOUNT - Save 2% on any order of $5,000 or more.*

FUNDRAISER BULK DISCOUNT - Save 6% on any order of $500 or more.*

Must provide a valid 501(c)(3) Tax Exempt #

* Not applicable on purchases made with a credit card

• When ordering multiple currencies, please submit separate order forms for each currency.

Cards will be loaded with either U.S. or Canadian Dollars however, cards can be used in either country.

The Point-of-Sale system will automatically convert currency at the time of transaction based on established exchange rates. **Bilingual Cards are intended for use in Canada.

Specify Funds To Be Loaded

Card Order

Card Quantity United States (English) Canada (English/French) Card Load Denom. ($5 - $100) Line Total
Pack Quantity Envelope Item Description Price Per Pack of 50 Line Total
U.S. Green Bow Envelope $4.00
Canada Red Bow Envelope $4.00

SELECT SHIPPING OPTION BELOW

Ground Delivery (1-6 Days) FREE FREE
Under 250 Cards $60.00 $60.00
251 - 2500 Cards $150.00 $150.00
2501 - 5000 Cards $250.00 $250.00

Card Total

Less Discount

Order Total

Shipping Information

Allow 2-3 days for order processing prior to shipping.

Shipping is available to one address only.

Orders are not processed until payment is confirmed.

*Overnight orders must be received no later than 11:00 am Eastern for order to be processed for delivery.

Authorized Signature

Signature Title

Company Date

Terms & Conditions

By signing the above you agree to purchase the cards specified in this order. SUBWAY® Cards are issued by Value Pay Services LLC and may only be used for purchases at participating SUBWAY® restaurants. Unless the Card is registered online at www.mysubwaycard.com, remaining balances on lost, stolen or damaged Cards cannot be replaced or refunded.

Shipping Information

Name:

Company Name:

Address:

Address:

City: State: Zip:

Phone: E-Mail:

Payment Information

Credit Card Payment*

* (Limit $5,000. For orders over this amount please use another payment method.)

Name on Card:

Address:

Address:

City: State: Zip:

Phone: E-Mail:

Card #:

Expiration #: / Security #:

Authorized Signature:

ACH AVAILABLE ONLY IN THE U.S.

* (Fax to 305.670.9586)

Account #: ABA#:

Name on Account:

Authorized Signature:

I hearby authorize VPS LLC to initiate a debit transaction for the order total amount from the account specified above.

FAF

Program Description:

Market #: Program Timing:

COMPANY CHECK or MONEY ORDER

Make Checks Payable to: Value Pay Services

Mail Order Form with payment to:

SUBWAY CARD PROGRAM

Value Pay Services LLC | ATTN: Corporate Sales

9200 S. Dadeland Blvd. Suite 705 | Miami, FL 33156

All orders are NOT processed until payment is confirmed. All bulk order Card sales are final. No return and no refunds. Cards are shipped inactive as a safeguard against unauthorized use in the event cards are lost or stolen. Buyer is required to submit an activation request form to VPS to confirm delivery of order so that cards can be activated prior to use. Card activation takes 24-48 business hours from VPS’ receipt of your activation form. Card balances do not expire or decline with non-use nor are there any fees or service charges associated with dormancy. SUBWAY® Cards can be used in the United States, Canada, Puerto Rico, Guam and Saipan at this time.

When, where and how will these cards be used or distributed and will there be any promotional or marketing materials created?

Internal VPS use only

501(c)(3) Tax Exempt # Verification

IPC:

Enter text✕

What the Volume Card and Fundraiser Order Form Is

The Volume Card and Fundraiser Order Form is a standardized document used by organizations to collect bulk orders of discount or value cards, record purchaser and shipping details, and track payments for fundraising campaigns. It consolidates line-item quantities, unit pricing, order totals, contact information, delivery instructions, and authorization in a single record suited for production and financial reconciliation.

Why a Clear Order Form Matters for Fundraising

A well-constructed Volume Card and Fundraiser Order Form reduces fulfillment errors, ensures accurate donor accounting, and simplifies recordkeeping for tax and audit purposes while supporting efficient vendor production.

Why a Clear Order Form Matters for Fundraising

Typical Users and Stakeholders for This Form

Organizations coordinating bulk orders and fundraising programs rely on this form to centralize order details, payments, and distribution instructions.

  • School PTA and booster clubs collecting student and family orders for campus fundraisers.
  • Nonprofit development teams managing recurring card-based donation campaigns and corporate bulk purchases.
  • Small retail partners and community groups coordinating production and shipment of pre-paid value cards.

Who Signs and Authorizes Orders

PTA Treasurer

Typically reviews totals, confirms funds collected, and signs to authorize vendor production. The treasurer is often responsible for reconciling payments and retaining the order record for audit purposes.

Fundraising Coordinator

Collects individual order sheets, aggregates quantities and payments, and signs the consolidated order. This role ensures delivery details are correct and communicates lead times to participants.

Core Elements Every Professional Order Form Should Include

A complete Volume Card and Fundraiser Order Form groups contact data, order items, payment details, delivery instructions, authorization, and notes to support production and recordkeeping.

Contact Details

Primary organization and billing contact with phone and email for order queries and production confirmations.

Order Line Items

SKU or card type, unit price, quantity, and extended line totals for accurate production counts.

Payment Summary

Payment method, amount received, balance due, and receipt number for reconciliation and donor records.

Delivery Instructions

Ship-to address, delivery date preference, and any special handling notes the vendor requires.

Authorization

Signature block and printed name for the authorized signer plus date of authorization.

Internal Notes

Order reference, campaign code, and production notes to assist fulfillment and accounting teams.

Step-by-Step: Completing and Submitting the Order

Follow these four sequential steps to prepare a valid volume card or fundraiser order that vendors can process without delay.

  • 01
    Prepare Order: Aggregate individual orders and confirm item selections.
  • 02
    Verify Totals: Reconcile payments and check arithmetic on the consolidated form.
  • 03
    Authorize: Obtain authorized signature and date on the order form.
  • 04
    Submit to Vendor: Send the completed form and payment according to vendor instructions.

Typical Submission and Fulfillment Flow

The order lifecycle moves from collection to production and ends with delivery and reconciliation; each stage requires clear handoffs to minimize rework.

  • Collect: Gather individual orders and payments from participants.
  • Consolidate: Combine orders into a single volume form for vendor processing.
  • Place Order: Submit form and payment via the vendor’s accepted method.
  • Confirm Delivery: Track shipment and verify receipt against the order.

Configuring an Online Order Workflow

When using an online form, establish fields, validations, and routing rules so orders are complete and routed to the right approver or vendor automatically.

Field Configuration
Contact Validations Require phone and email; validate format.
Quantity Limits Set minimum/maximum per SKU to prevent entry errors.
Payment Collection Enable card or ACH capture with receipt generation.
Approval Routing Route completed orders to treasurer or coordinator for sign-off.

Technical Requirements for Digital Submission

Choose a platform that supports common file formats, signer authentication, and integration with your accounting tools.

  • File Formats: PDF, DOCX supported
  • Integrations: Google Workspace, Microsoft 365
  • Authentication: Email or SMS code

Common eSignature Pricing and Feature Snapshot

For organizations collecting signed order forms, compare baseline pricing and compliance features across eSignature providers to match your security and volume needs.

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 Varies Varies Varies
Bulk Send Yes Yes Yes Yes No
Audit Trail Yes Yes Yes Yes Yes
HIPAA Compliant Yes Yes Yes No No

Security and Compliance Considerations for Electronic Orders

Encryption in Transit: TLS 1.2/1.3 protection
Encryption at Rest: AES-256 data encryption
Certification: SOC 2 Type II available
Payment Security: PCI DSS certified handling
Health Data: HIPAA BAA available
Legal Frameworks: ESIGN and UETA compliant

Key Risks and Legal Consequences of Errors

Incorrect Information Returns: 1099 penalties under IRC §6721
Missing TINs: Backup withholding 24% rate
Late Filings: $60–$330 per form ranges
I-9 Paperwork: Violations $281–$2,789 per instance
HIPAA Violations: Civil penalties and corrective action
Invalid Authorization: Orders may be voided or returned

Common Mistakes to Avoid When Preparing Orders

  • Mismatched payer names and bank records causing reconciliation failures and delayed vendor acceptance.
  • Incomplete shipping addresses leading to returned or delayed deliveries and extra carrier fees.
  • Arithmetic errors on consolidated totals that result in disputed invoices or production holdups.
  • Failing to obtain an authorized signature or date, which can cause vendors to reject the order.

Typical Deadlines and Reporting Dates to Track

Track submission cutoffs, production lead times, and tax reporting dates to ensure orders, deliveries, and compliance obligations are met.

Order Submission Cutoff:

Set per vendor; often 2–6 weeks before event date

Production Lead Time:

Manufacturer timelines typically 7–21 business days

Delivery Window:

Schedule to allow 3–5 business day shipping buffer

Cancellation/Refund Window:

Vendor-specific; often 48–72 hours before production

1099 Reporting Deadline:

Jan 31 for 1099-NEC reporting to recipients and IRS

Key Milestones from Order to Distribution

Use these numbered milestones to coordinate internal approvals and vendor actions so production proceeds without interruptions.

01

1. Finalize Orders

Complete and reconcile individual order sheets into a single consolidated form.

02

2. Authorize Payment

Confirm funds collected and provide payment to vendor or authorize charge.

03

3. Production Start

Vendor receives the order and begins printing and processing.

04

4. Delivery and Reconciliation

Receive shipment, verify quantities, and reconcile against the order and payments.

Real-World Examples of Volume Order Usage

These brief examples show how organizations used electronic order forms to streamline fundraising and production.

Optica Ventures — COO

Optica consolidated thousands of small orders into a single volume submission and saved processing time.

  • The interface was simple and easy-to-use.
  • As a result, the team reduced manual reconciliation tasks, sped up vendor communication, and improved customer response times without added training for volunteers.

Tech Data — CEO

Tech Data used centralized ordering to coordinate corporate bulk purchases across departments.

  • It improved internal and external customer service.
  • Centralized order records enabled faster invoice processing, clearer vendor instructions, and better visibility into bulk-funding allocations during quarterly reviews.

Practical Tips for Accurate and Efficient Orders

Adopt consistent policies for collection, review, and submission to avoid common pitfalls and reduce processing time.

Standardize Order Forms
Use a single, validated form template for all campaigns and make mandatory fields required in electronic versions to prevent incomplete submissions.
Verify Payments Before Submission
Reconcile collected funds against the consolidated form and annotate payment method and receipt numbers to reduce vendor disputes.
Use Digital Signatures
Where permitted, capture eSignatures to speed approvals and preserve an audit trail; ensure electronic consent is recorded per ESIGN requirements.
Retain Audit Records
Store signed copies, payment receipts, and production confirmations securely for the applicable retention period to support audits and donor inquiries.

Frequently Asked Questions and Troubleshooting

Answers to common questions about signing, submitting, and correcting Volume Card and Fundraiser Order Forms.


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