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Handbook of Operating Procedures
Chapter 4 - Personnel - General
Publication Date: July 31, 2013
Responsible Executive: VP for Business Affairs


4.06 Employee Discount Program


I. POLICY STATEMENT


It is the policy of The University of Texas at San Antonio (UTSA) to permit certain designated providers to offer their products and services to UTSA employees at a discounted rate under the provisions of an Employee Discount Program (EDP).    


II. RATIONALE


This policy provides the criteria and requirements that must be met by providers to participate in the Employee Discount Program.


III. SCOPE


This policy applies to all UTSA employees. Product and service providers owned or controlled completely or in part by University officers and employees may not participate as a provider in the Employee Discount Program.


IV. WEBSITE ADDRESS FOR THIS POLICY


http://www.utsa.edu/hop/chapter4/4-6.html


V. RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS


UTSA or UT System Policies or the Board of Regents' Rules & Regulations

  1. UTSA HOP poliyc 4.31, Conflict of Interest
  2. UTSA HOP policy 9.10, Solicitation of Any Kind and Distribution of Newspapers and Other Materials on the UTSA Campus
  3. UT System policy UTS141, Employee Discount Programs  
  4. Board of Regents’ Rules & Regulations Rule 80103, Section 2.17

VI. CONTACTS


If you have any questions about HOP Policy 4.06 Employee Discount Program, contact the following office:

Human Resources Department
(210) 458-4252


VII. DEFINITIONS


Provider:  Eligible business entity that is in compliance with applicable UT System Board of Regents' Rules and Regulations, University policies, and state laws including certification requirements applicable to the provision of a particular service or product.

Discount Rate: Rate established by a provider that will give employees a meaningful (minimum of ten percent) point-of-sale discount off the retail price of selected goods and services.


VIII. RESPONSIBILITIES


  1. Provider
    1. Offer discounts that constitute an added value or actual discount on the products or services provided.
    2. Comply with applicable Board of Regents' Rules and Regulations, UTSA policies, and state law including any licensing or certification requirements applicable to the provisions of a particular service.
    3. Require the employees to present a valid employee identification card or other reasonable evidence of University employment when the employee purchases the product or service.
    4. Not offer discounts to products or services such as cigarettes or other tobacco products, gambling services or venues, sexual services or adult entertainment, alcohol, or firearms.
    5. Not solicit on campus or contact an employee in person, via email or by written materials during the employee’s workday except as authorized by the EDP Coordinator in compliance with the Board of Regents' Rules and Regulations and UTSA HOP policy 9.10, Solicitation of Any Kind and Distribution of Newspapers and Other Materials on the UTSA Campus.
    6. Not use the UTSA logos or seals or otherwise imply that participation in the EDP is an endorsement of the provider’s product by UTSA.
    7. Products and services of the EDP are available on the same basis to all employees of the institution.
  2. Employee
    1. Employees of the University are encouraged to compare prices, services and products before purchasing and/or signing any purchasing agreement with the provider.
    2. Employees must discuss directly with the provider any questions or concerns that they have with the provider’s products or services.
    3. The employee is responsible for any disputes arising between a participating provider and an employee as the result of an agreement or transaction entered into between such a provider and the employee.
  3. EDP Coordinator
    1. Administer the EDP program: http://www.utsa.edu/hr/edp/.
    2. Review and approve or deny provider applications.
    3. Process any changes from provider of employee discount.
    4. Contact provider annually for continuation in program.

IX. PROCEDURES


  1. Procedures and Guidelines for Providers
    1. No Contract, Agent Relationship, Legal Duty, or Liability
      1. A provider's participation in the EDP does not constitute or create a contract or an agent relationship between the provider and UTSA and participation as a discount service or product provider is separate and distinct from the provision of any services through a vendor contract with UTSA.
    2. Enrollment
      1. Providers must fill out an online application to enroll.
      2. The application is reviewed by the EDP Coordinator for compliance wtih this policy.
      3. If the Applicant's request is denied, the provider will receive appropriate notification.  All decisions of the EDP Coordinator are final.  There is no appeal rights associated with the Employee Discount Program.
      4. If approved, the EDP Coordinator will authorize the provider’s information to be displayed on the University’s EDP Web site.
      5. Participation by an individual or a business in UTSA’S Employee Discount Program does not constitute an endorsement by the University of the individual or business or the products or services offered by the participating provider.
      6. Inclusion of a product or service in the EDP is not a guarantee by the University of the quality and/or performance of a product or service.
    3. Continuation, Cancellation and Discontinuance of Participation in EDP
      1. EDP Coordinator will contact providers on an annual basis to review discounts offered.
      2. Providers shall immediately notify the EDP Coordinator in writing regarding any discount items that have been discontinued or withdrawn.
      3. The University may discontinue the EDP at any time or discontinue a provider’s participation in the program or the provider's ability to offer a particular product or service without advance notice.
      4. The University may remove a provider from the program based on complaints from employees or for any other reason deemed to be in the best interest of the University and its employees.
      5. Specific products and services, as well as the Employee Discount Program itself, are subject to discontinuation at any time.
  2. Guidelines for Employees
    1. Services and products of the EDP do not constitute compensation to employees.
    2. Inclusion of a product or service in the EDP is not a guarantee by the University of the quality and/or performance of a product or service.
    3. Participation by an individual or a business in UTSA’S Employee Discount Program does not constitute an endorsement by the University of the individual or business or the products or services offered by the participating provider.
    4. The University is not responsible for any disputes arising between a participating provider and an employee as the result of an agreement or transaction entered into between such a provider and the employee.

X. SPECIAL INSTRUCTIONS FOR INITIAL IMPLEMENTATION


None


XI. FORMS AND TOOLS/ONLINE PROCESSES


Provider Enrollment Online Form

UTSA Employee Discount Program Home Page


XII. APPENDIX


None