Company Store Purchasing Guidelines
Revised 3-10-2023
Introduction
The company store is available to General Dynamics Mission Systems employees as the preferred shopping place for GDMS logo items. These guidelines apply to purchases of company store inventory and bulk purchases made through the preferred vendor, Walker Clay. For purchases using MEA budgets and Pop-Up Stores/Engagement Budgets, please review those guidelines in addition to the guidelines below.
Uses of the Company Store
Following are the authorized uses for the Company Store. Other methods of use are not authorized.
1. Employees can buy item(s) for themselves.
2. Employees can buy item(s) for co-workers for Peer Recognition.
3. Managers can buy Company Store Gift Certificates for Recognition using Mission Excellence Award (MEA).
4. Managers can buy Gift Items for Recognition, Group Activities and All Hands meetings.
5. Managers can buy Gift Items for Business Meetings.
6. Get Involved Committees (GIC) (using EEP/Engagement Budgets), can buy items for employees for prizes and drawings related to community and social events.
Use of Company Logos
The following information on the use of Company logos applies to all vendors, not just the Company Store and Walker clay.
The General Dynamics Corporate Brand & Style Guide provides guidelines and recommendations for consistent use of GD and GD business unit branding
All creative materials must be reviewed and approved by Strategic Communications and the Public Release of Information (PRI) Tool
Business unit capsule logos are ONLY to be used in applications where size prohibits the use or visibility of the primary logo. It is not a substitute for the primary logo. Prior to using the business unit capsule, please check and receive approval from Marketing and Strategic Communications.
Coordinate with Strategic Communications or Creative Media prior to any development! You should not develop any logos or names on your own!
–Review the GDMS Brand & Identity Guide for compliance
–Have legal review and approve any new names or logos
–Submit final logos and/or names into the PRI
Company Store Guidelines and charging guidance
(For information regarding Pop-Up Stores, please see the separate guidance posted on the Company Store website under the Important Information box. For information on Mission Excellence Awards and the MEA budget, please see the MEA Guidelines posted on the Recognition site on Hub.)
1. Employees can buy item(s) and Company Store gift certificates for themselves with no dollar limit, paid for with their own money. These purchases will not be reimbursed by the company and are not taxable to the employee.
2. Employees can buy item(s) including Company Store gift certificates for co-workers with no dollar limit to recognize their peers. These purchases will not be reimbursed by the company and are not taxable to the employee.
3. Gift Certificates: Managers can buy Company Store gift certificates for Recognition for individual or team achievements using Mission Excellence Award (MEA) budget. HPI employees are eligible for this form of team recognition. Charging must use the corporate credit card, and use CONCUR for reimbursement. Charge the recipient employee’s home department and expenditure type “Mission Excellence Award (MEA).” Expense is allowable.
4. Gift Items Less than $100 per item (Charged to Expense Code MEA): Managers can buy items from the company store for Recognition. HPI employees are eligible for this form of recognition. Non-employees are not eligible for this type of recognition. Charging must use the corporate credit card and CONCUR for reimbursement. Items can be purchased in advance and held for use at a later time. Charge to the recipient employee’s home department and expenditure type “Mission Excellence Award (MEA)”. List of employees not required, however, in the Attendee/Recipient Field, list the number of intended recipients and the item(s) purchased. For example: “10 shirts; 50 pens.” Expense is allowable.
5. Gift Items More than $100 per item (Charged to Expense Code MEA): Managers can buy items from the company store for Recognition. HPI employees are eligible for this form of recognition. Non-employees are not eligible for this type of recognition. Charging must use the corporate credit card and CONCUR for reimbursement. Charge to the recipient employee’s home department and expenditure type “Mission Excellence Award (MEA)”. Items cannot be purchased in advance and held for use at a later time. A description of the event and list of all attendees is required when requesting reimbursement. Expense is allowable.
6. Gift Items of any amount (Charged to Expense Code Employee Activities): Managers can buy items from the company store for Group Activities and All Hands meetings. HPI employees are eligible for this type of item. Non-employees are not eligible for this type of recognition. Charging must use the corporate credit card and CONCUR for reimbursement. Charge to the recipient employee’s home department and expenditure type “Employee Activities”. Items cannot be purchased in advance and held for use at a later time. A description of the event and list of all attendees is required when requesting reimbursement. Expense is unallowable.
7. Business Meetings: Managers can use Gift Items for Business Meetings (not gift certificates 3 above) (Ex. logo pens, logo notepads, logo drinkware). HPI employees and non-employees are eligible for this form of gifting. Charging must use the corporate credit card and CONCUR for reimbursement. Charge to the recipient employee’s home department and expenditure type “Employee Activities”. Items cannot be purchased in advance and held for use at a later time. A description of the event and list of all attendees, and their employment status (employee vs non-employee) is required when requesting reimbursement. Providing gifts to non-employees must additionally follow the Ethics ETH-PRO-1.3 Title Gifts and Gratuities. Expense is unallowable.
8. Get Involved Committees (GIC) (using EEP/Engagement Budgets), can buy company store items or company store gift certificates for employees for prizes and drawings related to community and social events. Charging must use the corporate credit card and CONCUR for reimbursement. Follow the charging guidance for Engagement (EEP) reimbursement and payroll reporting for taxes for gift cards.
Receipts
Receipts are required for reimbursement through Concur for all purchases regardless of dollar amount. Duplicate receipts can be requested from Walker Clay, if needed, at costore@walker-clay.com. Duplicate receipts can be obtained from Walker Clay up to 90 days after purchase.
Taxability of Gifts
Some gifts are treated as taxable income to the employee. For example, cash gifts, such as a Company Store gift certificate, are taxable to the employee regardless of the amount because it can be redeemed for anything in the store. Because a Company Store gift certificate can be exchanged for any item, the IRS requires that it be taxed. In addition, gifting a Company Store item(s) in which the total amount is more than $100 is taxable to the employee. The above guidance in 3-8 for Gift Certificates and Gift items is not interchangeable. Only 3 and 8 allows use of gift certificates, 4-8 are specifically for store items only.
GDMS Company Store gift items totaling $99 or less in combined value (before sales tax, shipping and handling), per individual employee:
· Are not taxed to the recipient / employee
· May be purchased in advance and held until used
GDMS Company Store gift items totaling $100 or more in combined value (before sales tax, shipping and handling), per individual employee:
· Are taxed to the recipient / employee
· May not be purchased in advance and held until used
GDMS Company Store gift certificates of any dollar value:
· Are taxed to the recipient/employee
· May not be purchased in advance and held until used
You must include the recipients’ names when submitting a reimbursement request in Concur for all items purchased using expense type “Employee Activities,” whether taxable or not. Any expense report submitted using expense type “Employee Activities” without reflecting the recipient’s name will be returned. Additionally, for business meetings, if non-employees are present also make sure to include the employee status of employee or nonemployee.
The manager should inform the recipient of the taxation effect at the time the gift is given. Taxes will be taken from the recipient’s/employee’s future paycheck.
Items Prohibited on the Company Store or for Bulk Purchases:
Alcohol – Alcohol is not allowed in any form (infused in a food or a beverage item), as a stand-alone item or included in any type of set or package.
Masks/Face Coverings – Masks or Face Coverings of any kind, with or without the GDMS logo, are not allowed.
Patches – Patches of any kind with the GDMS logo are not allowed.
Data Privacy – because Walker Clay has a service agreement with GDMS, they are required to follow our data privacy provisions.
Home Addresses for employees – GDMS Human Resources will not provide employee home addresses for pop up stores, bulk orders or Company Store purchases. Individual employees must provide their home address directly to Walker Clay on the store website. In addition, Walker Clay cannot use addresses from employees that were previously provided to Walker Clay from prior Pop-Up stores, Company Store orders or any shipments that Walker Clay has mailed out for GDMS. Employees must voluntarily provide their address each time they are being offered an item to have shipped to their home.
Revised 3-10-2023