National Employee Gift Card Policy FAQs for Managers and Employees

Transcription

1 National Employee Gift Card Policy FAQs for Managers and Employees The following are common questions with answers related to the Dean Foods National Employee Gift Card Policy and Program. 1. What website do I use, if I am trying to redeem my certificate for a gift card? Follow the redemption instructions on the certificate you received. 2. What website do I use, if I want to order gift cards? 3. Do I need a login / password to use Networked employees will be automatically signed in when visiting the site from a networked Dean Foods device. Additional Notes: If you access the website from a non-networked device, you will be prompted for a login / password. o Your login ID is the same as your computer login: deanfoods\ followed by your user name o Your password is the same as your computer password Use of Internet Explorer is recommended. Some users may be prompted to enter login credentials when using other browsers, such as Chrome or Firefox 4. Who is allowed to order gift cards? The website will allow any networked employee who has a Company Card/Pcard to place an order. 5. Who is the approving manager for the gift cards order? The website requires approval from the direct manager of the employee who placed the order. 6. What budget/cost center does the cost of the gift cards hit? Expense will hit the cost center associated with the card used to place the order. The employee placing the order and the approving manager are responsible for ensuring budgetary funds are available before placing/approving any order. 7. When do the charges hit my card? The card used to place the order gets charged when the approving manager approves the order. The person who placed the order receives an ed invoice at that time. 1

2 8. Can I charge my gift card order to multiple cost centers (not just my PCard s cost center)? Yes. Once the expense is incurred, please contact your local Finance/Accounting team to initiate the reclassification of the expense. 9. If I want to buy a gift card for an employee, do I have to use this website? Yes. Use of the website, which is supported by a national vendor, is mandatory for the purchase of employee gift cards. 10. Why can t I go to our Walmart or a local store, especially those who are customers of Dean Foods, to buy gift cards? Use of our new national vendor online is required, per policy, and ensures the greatest benefit to Dean Foods. By using the approved vendor, not only do we save time, but we are also compliant with US law and receive certain loss protection and other benefits which are not available when you buy directly from the retailer. 11. What happens to the gift cards I ve already purchased from another retailer (outside of the Gift Card Policy) but have not handed out yet? If you purchased gift cards prior to May 3, 2017, contact your local HRBP to discuss. Your HRBP will work with the Total Rewards-Compensation team to determine appropriate handling. 12. What happens if I continue to buy gift cards from my local retailer and do not order from our online vendor? Use of the approved vendor is required, per policy. Corporate card activity is regularly audited, and failure to follow Company policy will result in disciplinary action. 13. How will I get training on how to use the website? The website is user friendly and has been tested by a pilot group of Dean Foods employees. If you have any questions, please contact your local HR Business Partner for assistance. 14. Will there be training for my employees on how to redeem their certificates/gift cards? There are easy to follow instructions included on the certificate itself. There is also contact information, including a phone number, on the certificate if they need assistance. 15. What if an employee lost their certificate (assigned certificate)? Assigned certificates can be reprinted by the person who placed the gift card order. Easy to follow instructions are also included as part of the National Employee Gift Card Policy. 16. What if an employee lost their certificate (unassigned certificate)? The employee should discuss with the manager who presented them with the certificate. If the manager can identify which certificate was presented to the employee, the certificate can be re-printed without incurring additional charges. If the manager is 2

3 unable to do this, it will be at the manager s discretion to order a new certificate (new charges will apply). 17. What if an employee lost their Visa Gift Card (the actual card, not the certificate)? Employees who have lost their Dean Foods Visa Gift Card can contact our Gift Card Vendor (CFJ) to request a replacement (contact information below) or reach direct to Visa at The first card is replaced at no cost. Subsequent replacement requests are subject to a $15 replacement fee. The replacement fee is deducted from the balance of the card. Business Hours of Operation: Mon Fri; 8:30am 5:30pm CST Phone Number: DeanFoodsGiftCards@CFJMFG.com 18. When is it appropriate to give a gift card to an employee? Employee gift cards are intended to recognize employee contributions, performance, and behaviors that exemplify the Company s Guiding Principles. As such, there are a variety of circumstances when awarding a gift card to an employee may be appropriate. 19. Can I give a give a gift card to an employee who has achieved a service anniversary or is retiring? No. Employee gift cards are intended to recognize employee contributions, performance, and behaviors that exemplify the Company s Guiding Principles. Please refer to the Career Achievement Award Program (CAAP) for more information on years of service milestone rewards. 20. Can I give a gift card to an STI eligible employee? No. Employees who are grades and grade 99 are not eligible to receive gift cards. These employees performance contributions are to be recognized financially via their STI program; if additional recognition is desired, it should take the form of verbal and other non-financial recognition or company merchandise. 21. Can I give a gift card to an employee who is on leave? No. Employees who are on leave status will be unable to redeem gift cards while they are on leave. 22. Can I use the website to buy gift cards for customers or other groups with whom we conduct business? No. The website has been designed for employee rewards only, and the site will not allow gift cards to be assigned to or redeemed by non-employees. 3

4 23. Can I use the website to buy gift cards for consumers as part of a marketing promotion? No. The website has been designed for employee rewards only, and the site will not allow gift cards to be assigned to or redeemed by non-employees. 24. Can I use this system to give my eligible employees an end of year / holiday award / Turkey Bucks? Yes, but only for eligible employees. Please code these awards to Employee Award: Other when placing the order. Per the Gift Card Policy, STI eligible employees are not eligible to receive gift cards. Contact your local HR Business Partner to discuss alternative rewards and recognition options. 25. We want to offer a gift card as part of a raffle or as a door prize? Can I use the system for this? Yes, but only for eligible employees. Please code these awards to Employee Award: Other when placing the order. Per the Gift Card Policy, STI eligible employees are not eligible to receive gift cards. Contact your local HR Business Partner to discuss alternative rewards and recognition options. 26. What if an eligible employee leaves the Company (voluntarily or involuntarily) before they redeem their certificate(s)? Former employees are ineligible to receive gift cards and will be unable to redeem gift cards. 27. Can I cancel an order/individual certificate? Yes. Certificates can be easily canceled by going to selecting My Account Portal and the following the instructions to cancel a certificate. Instructions are also included in the Gift Card Policy. You will be refunded for the face value of the certificate; however, you will not be refunded for the administrative charges. 28. If an eligible employee is having trouble redeeming their certificate what should they do? The employee should contact our Gift Card Program Vendor (CFJ). CFJ Customer Service Contact Information is below: Business Hours of Operation: Mon Fri; 8:30am 5:30pm CST Phone Number: DeanFoodsGiftCards@CFJMFG.com 4

5 29. Is there a limit to how many gift cards I can order at a time? Yes. Up to 250 certificates can be ordered at one time. 30. Is there a $ limit to how many gift cards I can order at a time? Yes. The website limits the size of an order to a maximum of $25,000. Your Corporate Card/PCard may have a lower limit. 31. Can I customize the logo on the certificate? Yes. There are multiple national and regional Dean Foods logos to choose from during the order process. 32. Can I customize the logo on the actual Visa gift card? The Visa gift card is branded with the Dean Foods logo. Additional branding options are not currently available. 33. Are gift cards taxable? Yes. The IRS considers all gift cards of any value given to employees to be taxable income to the employee. Applicable taxes are withheld from an employee s regular paycheck within 45 days from the date of redemption. 34. Are gift cards that are awarded to employees as part of a raffle or as a door prize taxable? Yes. The IRS considers all gift cards given to employees, even those awarded as part of a raffle or as a door prize, to be taxable income. Please code these awards to Employee Award: Other when placing the order. As a reminder, STI eligible employees are not eligible to receive gift cards. 35. What do I need to do to ensure that proper income is reported and taxes are withheld? One of the benefits of the Gift Card Program is that there is no payroll tax paperwork for you. After an employee redeems a gift card, the gift card vendor (CFJ) sends a file to Dean Foods Payroll for processing, and the value of the gift card (and applicable tax withholdings) is applied to the employee s regular paycheck within 45 days. 36. Will recipients be taxed if they don t redeem their certificates for a gift card? No. Recipients will only be taxed on gift cards they actually redeem. 37. Can employees redeem their digital certificate for multiple gift cards (for example, I have a certificate for $100 but I want to break that into four (4) $25 gift cards)? No. The full value of the certificate is loaded onto a single gift card in order to effectively manage the plan s administrative costs. 38. Do the certificates expire if unredeemed? Yes. Certificates will expire 90 days from the date they are approved. The expiration date is printed on the certificate. 39. How do I track whether a certificate has been redeemed? 5

6 To check the approval/redemption status of a certificate/gift card order, go to the Admin Reports section on the website. 40. Why Visa Gift Cards? At this time, all certificates are redeemed for Visa Gift Cards. Visa is widely accepted by retailers, is available in a wide variety of denominations and is competitively priced. Visa issues the card in the recipient s name and includes consumer protections not offered by some other gift card brands. 41. Are options other than Visa available (such as American Express (AMEX), Home Depot, Walmart and MasterCard)? At this time, Visa is the only gift card option available within the program. 42. Isn t is less expensive if I just go to my local retailer and buy gift cards when I need them? Actually, no. When you consider compliance risk, the efficiency of online ordering, the automation of backend payroll and tax reporting and the other benefits of scale that we get from using a common vendor, the best solution for Dean Foods is to use the online process. 43. How long will it take for me to receive my gift card? You should receive the card in the mail within 2 weeks after you redeem it. 44. I want to be able to hand my employees something tangible. What do I do? Once your manager approves the order online, you can immediately print out certificates to hand out to the recipients. 45. Is there a Mass Print option for printing multiple certificates at the same time? Yes. Follow the directions on the website where indicated. 46. What if an employee has not redeemed their digital certificate by 12/31 of that same calendar year? Changing calendar years does not impact the program. For example: The employee still has 90 days to redeem, and Taxes are not withheld from employee paychecks until after redemption occurs This document and the National Employee Gift Card Policy are available on the gift card website and on Moospace > Company Info > Company Policies For additional questions or more information, please contact your local HR Business Partner. 6