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UT System Administration Policy Library -- Policy INT157

System Administration Employee Discount Program

Responsible Officer: Assistant Vice Chancellor for Employee Services
Sponsoring Office: Office of Employee Services
Effective Date: March 7, 2007
Last Reviewed: March 7, 2007
Next Scheduled Review: March 7, 2011
Errors or changes to: policyoffice@utsystem.edu

Policy Statement
Rationale
Scope
Website Address For This Policy
Related Statutes, Policies, Requirements Or Standards
Contacts
Definitions
Responsibilities
Procedures
Forms Tools/Online Processes
Appendix

POLICY STATEMENT

This policy applies to all UT System Administration employees. It clarifies that rather than create a UT System Administration Employee Discount Program, the Office of Employee Services has determined it would be more efficient and economical to allow its employees to utilize the Employee Discount Program that was developed and is administered by The University of Texas at Austin (UT Austin). UT Austin’s Employee Discount Policy, UT Austin Handbook of Operating Procedures; Part 7, Human Resources; Section E. Human Resource Planning and Employment; Policy 7.E.6 states that UT Austin will permit University of Texas System Administration employees to utilize its Employee Discount Program pursuant to policies developed by UT System Administration. This policy is intended to be construed to comply with UTS141, Employee Discount Programs.

RATIONALE

The Board of Regents’ Rules and Regulations, Rule 80103, Section 2.17, permits Employee Discount Programs as an exception to the prohibition against solicitation as provided below:

Employee Discount Programs. The distribution or presentation to employees of the UT System and any of its institutions of material related to products and services offered by companies that provide employee discount programs, merchandise membership programs, credit union and banking programs, or other benefits that are available to such officers and employees through discount plans or programs approved by the UT System or any of its institutions. Such material may be distributed or presented by the Office of Human Resources of the UT System or any of its institutions, with the approval of the institution’s president, and placed on institution web pages for the purpose of providing education, product and service information, and participant enrollment, in accordance with guidelines promulgated by the Executive Vice Chancellor for Business Affairs.

UTS141, Employee Discount Programs, requires UT System institutions and UT System Administration to have a policy in place that complies with its requirements in order to implement an employee discount program. Since the majority of UT System Administration employees reside and work in the same area as UT Austin employees, it is more efficient and effective to utilize the UT Austin program instead of creating a separate program for UT System Administration employees.

SCOPE

All institutions and UT System Administration

WEBSITE ADDRESS FOR THIS POLICY

http://www.utsystem.edu/policy/policies/int157.html

RELATED STATUTES, POLICIES, REQUIREMENTS OR STANDARDS

UT System Administration Policies & Standards

Other Policies & Standards

UT Austin Handbook of Operating Procedures, Part 7, Human Resources; Section E. Human Resource Planning and Employment; Policy 7.E.6

CONTACTS

If you have any questions about UT System Administration policy INT 157, System Administration Employee Discount Program, contact the following office(s):

Subject	Office Name	Telephone Number	Email/URL
Employee Discount Program	Office of Employee Services	512-499-4587	www.utsystem.edu/OES

DEFINITIONS

None

RESPONSIBILITIES

Office of Employee Services

Refer UT System Administration employees to the UT Austin Employee Discount Program.
Refer vendors seeking to offer benefits or services to UT System Administration employees to the UT Austin Employee Discount Program.
Be familiar with the UT Austin requirements for employees who access the UT Austin Employee Discount Program.

UT System Administration Employees

Be familiar with and comply with the UT Austin requirements for employees who access the UT Austin Employee Discount Program.
Report vendors who violate the Board of Regents’ Rules and Regulations, Rule 80103, Section 2.17 by attempting to solicit System Administration employees for the purposes of offering discounted goods or services through any venue other than the UT Austin Employee Discount Program.

Vendors

Vendors who wish to solicit System Administration employees for the purposes of offering discounted goods or services may do so only as a participating provider in the UT Austin Employee Discount Program.

PROCEDURES

1. Employees of the University of Texas System Administration (System Administration) may participate in the Employee Discount Program offered by The University of Texas at Austin (UT Austin) to the same extent that UT Austin employees are eligible to participate.

2. System Administration employees shall be required to adhere to the terms and requirements of UT Austin Employee Discount Program to the same extent that UT Austin employees are required to comply with the terms and requirements of the UT Austin Employee Discount Program.

2.1 A System Administration employee who violates the terms and requirements of participation is considered to be in violation of this policy.

2.2 A System Administration employee who is reported by a UT Austin staff member or officer with authority to administer the UT Austin Employee Discount Plan to have violated the terms and requirements of the UT Austin Employee Program is subject to investigation and discipline by System Administration pursuant to applicable System Administration policies and procedures.

3. Vendors who wish to provide discounts on goods or services to System Administration employees should be referred to the UT Austin Discount Program. UT System Administration will not contract with vendors, including vendors who have existing contract with System Administration and/or The University of Texas System, for the provision of discounts of goods or services to System Administration employees.

4. This policy is intended to comply with the requirements of UTS141, Employee Discount Programs.

Forms and Tools/Online Processes