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Perk Stop Policy

A. Purpose

This policy describes the requirements and procedures for participation in the discount program established by the University of Arkansas – Fort Smith.

B. Policy Statement & Applicability

This policy applies to all vendors and UAFS employees, faculty, students, and affiliates.

C. Definitions

  • Affiliates - a retiree/emeritus, visiting scholar, contractor, or special events (summer camps) participant
  • Discount Rate - rate established by a vendor that will give employees a meaningful point-of-sale discount off the retail price of selected goods or services based upon presentation of the UAFS identification badge, physical or digital, when purchasing a product or service
  • Identification Badge - official UAFS photo identification card, also known as a Lions ID
  • Vendor - any eligible business entity providing a discount rate through the discount program in compliance with University of Arkansas System Policies and Procedures, institutional policies, and state law including any licensing or certification requirements applicable to the provisions of the product or service offered
  • Vendor Application - official process used by UAFS to determine whether a vendor may participate in the discount program.

D. Policy Procedure

  1. It is UAFS policy to permit approved vendors to offer products and services to individuals affiliated with UAFS at a discounted rate under the provisions of a discount program administered by a program administrator in the Office of Marketing.
    1. Approval of a vendor for participation in the program does not constitute an endorsement by UAFS or the UA System of the vendor or the products or services offered by that vendor.
    2. Inclusion of a vendor or its products or services is not a guarantee by UAFS or the UA System of the quality of the products or services.
    3. Services and products offered through the discount program do not constitute compensation to employees.

  2. Vendor participation in the discount program does not constitute or create a contract or agent relationship between the vendor and UAFS or the UA System, and vendor participation in the discount program is separate and distinct from the provisions of any contract that may exist between the vendor and UAFS or the UA System. Vendor participation does not create any legal duty or liability on the part of the UAFS or the UA System for any actions of the vendor.

  3. Any arrangement or agreement for services or products through the discount program is the sole responsibility of the individual and vendor. UAFS is not responsible for any arrangements or agreements entered into between individuals and vendors, and UAFS is not responsible for resolving disputes between individuals and vendors. Individuals are encouraged to compare prices, services, and products before purchasing from or signing any purchase agreement with a vendor.

  4. Any services or products offered through the discount program will be equally available to all UAFS employees, faculty, students, and affiliates without conditions or remuneration other than the discounted price.

  5. The following products or services are not eligible to participate in the discount program:
    1. Listings for discounts on professional services from accountants, law firms, real estate agencies, mortgage companies, or financial advisors;
    2. Listings for medical or dental service providers or vendors that may directly compete with medical or dental services or products offered by UAFS;
    3. Listings for housing providers or vendors that may directly compete with housing services or products offered by UAFS;
    4. Listings from vendors whose primary lines of products or services consist of alcohol, tobacco and/or vaping products, firearms or explosives, gambling, or adult entertainment material; and
    5. Listings from independent sellers representing multi-level marketing products or services.

  6. Specific products or services offered, vendor participation, or the discount program itself may be canceled at any time without advance notice.

E. Policy Procedure

  1. Program Promotion
    1. UAFS may promote the discount program on UAFS’s website and by any means determined appropriate by UAFS through the program administrator, which may include (without limitation) notice through campus news sources, public notice email announcements, notices posted on digital bulletin boards in accordance with established posting requirements, and advertising tent cards at approved campus locations.
    2. Vendor communication regarding the discount program is limited to contact with the program administrator. Vendors may not directly solicit employees or students, either in person or by telephone, email, or written materials, during UAFS business hours. Vendors must comply with 6.15 (Governor’s Policy Directive #4) Solicitation of Employees.

  2. Vendor Application Process
    1. The program administrator will make a vendor application available to interested vendors. Interested vendors must agree to this policy and its requirements as well as any vendor participation agreement in order for an application to be considered.
    2. The program administrator or their designee will review applications for compliance with this policy.
    3. If a vendor application is approved, the program administrator will post the vendor’s information on the program website.
    4. If a vendor application is denied, the program administrator will notify the vendor appropriately. All decisions of the program administrator are final and not subject to appeal.

  3. Vendor Participation Requirements
    1. Vendors must comply with applicable UA System policies and procedures, applicable UAFS policies, and state laws including any licensing or certification requirements applicable to the provisions of a particular service.
    2. A vendor may not disclaim knowledge of or responsibility for the authenticity or legality of the product or service offered.
    3. Discount rates offered through the program must represent an added value or an actual discount on the product or service offered.
    4. Vendors must require that a valid UAFS identification badge be presented to receive the discount rate.
    5. Where a vendor has access to the personal property of an employee or student, the vendor may be asked to provide proof of licensing and bonding.
    6. Vendors may not use UAFS or UA System logos or seals or otherwise imply that participation in the program represents an endorsement by UAFS or the UA System.
    7. Participation may not create a conflict of interest. Officers or employees of UAFS or the UA System may not participate in the discount program as vendors.
    8. Vendors must have a physical location with a verifiable mailing address and telephone number.
    9. Vendors must renew their vendor application annually. Restaurant and food vendors are required to submit a copy of their county-issued permit and related inspection reports on an annual basis.
    10. Vendors must immediately notify the program administrator in writing regarding any changes that may affect the product or discount rate offered such as product recalls or discontinuation of products or services offered. Further, vendors must keep any website information updated, if the vendor uses a website or mobile application (mobile app), to communicate information to UAFS employees or students regarding prices, services, and dates discounts are being offered.
    11. UAFS may remove a vendor from the discount program or deny a vendor requesting participation based on complaints from employees, students, or for any reason deemed to be in the best interest of UAFS as determined by the program administrator.

F. Enforcement

  1. Vendors who fail to comply with the discount program requirements will be removed from the discount program and supporting marketing materials including the website.

G. Policy Management

  1. The Office of Marketing is responsible for administering the discount program policy.

H. Exclusion

  1. None

I. Effective Date

  1. This policy is effective as of Oct. 2, 2023.

J. Adoption

  1. This policy is approved by Terisa Riley, UAFS chancellor, and adopted on this 18th day of September, 2023.

K. Appendices, References, and Related Materials

  1. 6.15 – Solicitation of Employees – Solicitation of employees on university property for membership in and/or contributions to any organization or association is prohibited. Solicitation by agents or salespersons or employees acting as agents or salespersons on university premises is prohibited. This policy also prohibits solicitations via UAFS’s email and other telephonic communication systems. Any exceptions must have the written consent of the chancellor or their designee. This does not apply to recognized university organizations (as listed in UAFS Faculty and Staff Handbook).