Pop Up Store Purchasing Guidelines
Revised 3-10-2023
Introduction
The company store vendor, Walker Clay, is available to General Dynamics Mission Systems employees as the preferred shopping place for GDMS logo items. These guidelines apply to purchases made through the vendor, Walker Clay for Pop-Up Stores.
A Pop-Up Store is a private website created by Walker Clay for a specific group (department, location, etc.) to manage the purchase and shipping of GDMS logo items to employees (including shipping items to employee homes – see Home Address section below).
The Pop-Up store is a pre-order system set up for a limited time, that allows you to buy only the number of logo items you need. For example, if you are buying apparel, you only have to order the colors/sizes/styles requested through the link. Walker Clay is not a fulfillment company and will not ship items (logo or non-logo) purchased from other vendors.
Uses of the Pop-Up Store
Following are the authorized uses for the Pop-Up Store. Other methods of use are not authorized.
1. Managers can buy items for a specific group using Mission Excellence Awards (MEA) budgets or other department discretionary funds (please follow the MEA guidelines for pre-approval and reimbursement). Non-employees are not eligible for items from a Pop-Up Store.
2.
3. Get Involved Committees (GIC) (using EEP/Engagement Budgets), can buy items for employees for gifts to be shipped to employee homes (example Employee Appreciation Day). Non-employees are not eligible for items from a Pop-Up Store.
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
Pop-Up Store Guidelines and Charging Guidance
For additional information regarding MEA budgets, please see the MEA Guidelines and for additional information regarding Engagement/EEP budgets, please see the GIC Guidelines.
To create a Pop-Up Store, contact Amanda Clay at Walker Clay.
1-800-343-5948
Minimums - There are generally no minimum order to create a pop-up store but note that the cost increases for small orders.
Choices - Pop-up stores only have a choice of 2 items. However, one item can have two styles (for example, an apparel item can have a men’s and ladies’ choice and count as one item, or an item can have a men’s and ladies’ choice and a color choice and count as one item). Choices and options may be limited by Walker Clay and will depend on the availability of the item from the manufacturer.
Alcohol – Alcohol is not allowed in any form (infused in a food or a beverage item), as a stand-alone item or included in a 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. 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.
Payment - Payment is due by company credit card. Company credit card must be provided at the time the order window closes and the order is submitted to the manufacturer.
When you receive your final invoice for payment, you may need to increase your retail limit on your company credit card. Submit at ticket to the Travel & Expense Dept here.
Choose:
Choose: “I have a question or need to request something” and enter your request in the box.
Attach a copy of the invoice provided by Walker Clay as proof of request. Once you receive confirmation that your retail limit has been increased you can direct Walker Clay to submit the invoice for payment on the credit card.
Reimbursement - Follow the Concur reimbursement guidelines based on the budget being charged.
1. Gift Items Charged to Expense Code Employee Activities: 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. Walker Clay can provide a list of employees to you to upload to your expense report. 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. Expense is unallowable.
2. Gift Items Charged to Expense Code EEP/Engagement Budgets (for GIC Use Only): Charging must use the corporate credit card and CONCUR for reimbursement. Follow the charging guidance for Engagement (EEP) reimbursement and payroll reporting. Walker Clay can provide a list of employees to you to upload to your expense report.
Taxability of Gifts
Some gifts are treated as taxable income to the employee.
Items totaling $99 or less in combined value (before sales tax, shipping, and handling), per individual employee:
· Are not taxed to the recipient / employee
Items totaling $100 or more in combined value (before sales tax, shipping, and handling), per individual employee:
· Are taxed to the recipient / employee
Recipients must be informed of the taxation effect at the time the gift is given by whoever is leading the Pop-Up Store event. Taxes will be taken from the recipient’s/employee’s future paycheck.