Kwik Trip Order Process
River Surge FC (RSFC) Competitive Teams will have the ability to fundraise as a team to pay for tournaments for the league year. The RSFC KWIK Trip Fundraising Coordinator will facilitate this process at the club level with assistance from a team representative (team manager or another team volunteer).
- Competitive teams must opt IN or OUT of participation for the league year by mid-August of the current league year.
- If a team opts OUT of the fundraiser, they will be required to collect funds from the player families to pay for the tournaments.
- Competitive teams that opt IN will:
- Set a minimum requirement for all players to participate to foster goodwill on the team. You may sell more than the required minimum. If you sell $100 gas card you will get $100 worth of gas and $10 towards the team’s goal (when the rebate is 10%).
- Families may donate an amount towards their team’s fundraising efforts if they do not wish to participate. However, this donation needs to be a separate deposit from the KWIK Trip gift card sale. The Deposit Summary Form can be found at: Deposit Summary Form
- All funds raised by the team will be held at the RSFC club level in a team account for the team’s use for team tournaments only. As a reminder, some of the expenses the team had to purchase by the team will be supplied by the club.
- The team may submit a check request at [email protected] to pay for the tournament or to reimburse a team rep who has already paid for the tournament via the www.riversurgefc.org reimbursement form found here: River Surge FC | Reimbursement Request
- If more funds are raised than needed in a league year for tournaments, these funds will NOT roll over year-to-year and instead will be used for general club expenses.
- These extra funds, will ultimately, help you and your team because they will allow the resources to keep club fees down or provide extra training, gear, etc.
- If a team does not raise enough funds to fully pay for the tournaments in a league year, the team manager or another representative will collect additional funds from the players. This additional expense should be split equally amongst the players.
- Orders for a league year will be placed in September and February when the KWIK Trip rebate is typically 10% versus the normal 5%. We may add additional times as needed.
- Team Managers will distribute KWIK Trip order sheets to players so that they can pre-sell the gas cards. KWIK Trip Pre-Sale Form. Make sure to ask your friends and family!
- Team Managers will collect all of the order information and funds from their players by the deadline date determined by the RSFC KWIK Trip Fundraising Coordinator. The attached spreadsheet should be used to track totals by team. An example spreadsheet you can download and use can be found on the RSFC Website and is called KWIK Trip Tracking Template
- All funds for the gas cards should be collected and deposited in the RSFC bank accounts prior to submitting the order.
- Checks should be made payable to River Surge FC
- Players should consolidate their funds for gift cards sold as best as possible. One check per player would be ideal when possible.
- Please note, when making a deposit with checks into the River Surge FC account, all checks should be endorsed as follows: For Deposit Only: River Surge FC Civic Checking
- NEW: Due to the number of RSFC teams, we will only be able to allow each team to have ONE order and ONE deposit per sale period. Please consolidate your orders and deposits and make sure the order and the deposit amounts are equal.
- Team Manager should deposit funds at a Fox Communities Credit Union branch prior to submitting their order to the KWIK Trip Fundraising Coordinator. RSFC Deposit Summary Form and Deposit Ticket (Deposit Ticket to be used to make deposit at branch) should be completed (Deposit Summary Form)
- A copy of the deposit summary record should be emailed to: [email protected] and [email protected]
- Team Manager or Rep should complete KWIK Trip Order Form here: KWIK Trip Order Form
- The KWIK Trip Fundraising Coordinator will verify that the funds have been deposited and match the individual teams order prior to placing the order with KWIK Trip. Each team will have their own order placed for ease of separation.
- Once the cards arrive the KWIK Trip Fundraising Coordinator will coordinate with the team manager or rep for pick up.
- The team manager will divide up and distribute the gas cards to the players based on the orders they received.