Purpose & Scope .edu



The University of Oklahoma Employee Discount ProgramPolicy & GuidelinesPurpose & ScopeIt is the intent of the University of Oklahoma, hereinafter referred to as the “University,” to permit certain designated Vendors to offer their products and services to University faculty and staff at a discounted rate under an Employee Discount Program (EDP).DefinitionsEmployee Discount Program (EDP):Any program, plan, or offering through which one or more products and services are made available by individuals or companies that provide employee discount programs, merchandise, membership programs, credit union and banking programs, or other similar programs.Vendor is defined as an eligible business entity that is in compliance with applicable University policies and state laws including certification requirements applicable to the provisions of a particular product or service.Discount Rate is defined as a discount rate established by a Vendor that will give faculty and staff a meaningful, minimum of ten (10) percent, point‐of‐sale discount off the retail price of selected products and services during normal business hours. Discounts must be unique in that they are either not offered to the general public or are better than what is made available to the public. The Vendor must offer the discount at the point of purchase. Rebates, gift cards and/or refunds will not be accepted.ResponsibilitiesGeneralHuman Resources (HR) is responsible for administering the Employee Discount Program (EDP), or managing any third party contractor to offer and/or administer the EDP. The University may discontinue the EDP at any time without advance notice.Employee ParticipationThe EDP is available to employees and does not constitute compensation from the University to its employees.By offering the EDP to its employees:The University is not endorsing products or services offered through the EDP nor endorsing the participating service or provider.Is not responsible for agreements entered into between employees and providers nor for resolving disputes arising between employees and providers.Does not guarantee the quality of any service or product the employee may obtain through use of the EDP.Acknowledges that all products, services and discounts offered through the EDP are available on the same basis to all employees of the University.Provider ParticipationThe University will assure that any provider who participates in the EDP agrees to the following terms:The discounts offered through the EDP should constitute an added value or actual discount on the products or services provided. The provider must hold all required licenses or other certifications required to provide the products or services they offer to employees.The provider may not disclaim knowledge of, or responsibility for, the authenticity or legality of the products or services offered through the EDP.The provider may not use the University’s logos or seals or otherwise imply that the University is endorsing the provider, product or service. The provider is not to be a businesses owned or controlled by a University employee or OU officer. The program does not constitute or create a contractual or agency relationship between the provider and the University.The program is separate and distinct from the provision of any services by a provider through a vendor contract with the University.The program does not create any legal duty or liability on the part of the University for any actions of a provider.Products or materials made available by the provider through the EDP must not be abusive, profane, offensive, obscene, pornographic, sexually explicit, false, defamatory or harassing.The Vendor will:Require the University faculty or staff member to present a valid faculty or staff identification card or other reasonable evidence of University employment when the faculty or staff member purchases the discounted product or service.Provide a valid physical mailing address and telephone number on the EDP Request Form and shall provide updated information as requested by the University while a participating Vendor in the EDP.Not offer discounts for products or services designated by the University, from time to time and in the University’s sole discretion, as excluded from the EDP. Excluded products and services shall include but not be limited to cigarettes or other tobacco products, gambling services or venues, sexual services or adult entertainment, alcohol or firearms.Agree to keep its website information up to date if it uses a website to communicate information to faculty and staff regarding prices, products, services and dates the discount is being offered.Maintain and update offers on EDP as they become active or inactive.Immediately notify the EDP Coordinator via email regarding any discount items that have been discontinued or withdrawn.Not solicit on University’s campus or contact a faculty or staff member in person, via a University email address or telephone number, or by written materials during the faculty and staff member's workday, except as authorized by the EDP Coordinator.Not disclaim knowledge of or responsibility for the authenticity or legality of their product or ply with applicable University policies and state and federal law, including any licensing or certification requirements applicable to the provisions of a particular service which is discounted through the EDP.Not use University names, logos, marks or other indicia of the University, or otherwise imply that participation in the EDP is an endorsement of the Vendor's product by the University.No Contract or Agent RelationshipA Vendor's application for or participation in the EDP does not constitute or create a contract or an agency relationship between the Vendor and the University. Participation as a discount service or product Vendor is separate and distinct from the provision of any goods or services through a Vendor contract with the University.Third Party AdministratorShould the University elect to contract with a third party provider to offer and/or administer the EDP Program, the University will ensure the provider complies with all of the EDP program requirements of this policy.Cancellation of Products or ServicesThe University may, in its sole discretion, discontinue the EDP at any time. Further, the University may at any time, in its sole discretion, discontinue a Vendor's participation in the program or the Vendor's ability to offer a particular product or service in the program without advance notice.The University may, in its sole discretion, revise or modify the program at any time without advance notice.Products and services offered through this program do not constitute compensation to eligible faculty and staff.The University may remove a Vendor from the program based on complaints from faculty or staff, or for any other reason deemed by the University in its sole discretion to be in the best interest of the University or its faculty or staff.It is the responsibility of the Vendor to notify the EDP Coordinator regarding changes to Vendor contact information.Vendors that no longer have valid email contact information on file with the EDP Coordinator will be removed from the program. Venders may reapply should they be removed.RestrictionsA product or service will not be accepted for inclusion in the EDP if, in the University’s discretion, it competes with an existing product or service which is available as a University benefit.The following products, services and vendors will not be accepted by the University for inclusion in the EDP:Businesses/productsIndependent distributorsSelect financial services such as mortgage companies, student loans, and credit card promotionsTravel agencies, travel companies, travel packages, or similar businessesNight clubs or barsSelect medical servicesAny other product, service or business that involves a conflict of interest for the UniversityAny other product, service or business the University so determines in its sole discretionA product or service will not be accepted if Vendor does not provide an online site or a brick and mortar location. Promotions that require employees to meet at a location other than the approved business location will not be allowed.DisclaimerThe University EDP may be modified and/or discontinued at any time without notice. The website contains links to other websites as a convenience. The University does not control, monitor or guarantee the information contained in these sites or information contained in links to other external web sites and does not endorse any views expressed or products or services offered therein. The University does not guarantee the quality of any service or product the employee may obtain through use of the University EDP. In no event shall the University be responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with the use of or reliance on any such content, products or services available through the University EDP.Please note: Exclusion from participation in the EDP shall not affect the University’s right to allow Vendors in the categories above to offer discounts to University faculty and staff, outside the EDP, at the University’s discretion.Further, exclusion from participation in the EDP will not affect a business’ ability to independently offer discounts to University faculty and staff, with no involvement from the University whatsoever, should any vendor desire to do so. ................
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