Colleague. Discount Card Policy

Colleague Discount Card Policy

Colleague Discount Card YOUR GUIDE TO USING YOUR COLLEAGUE DISCOUNT CARD Asda recognises that colleagues are also valued customers. Eligible colleagues are able to obtain discount in any Asda store across the UK and any Wal-Mart store globally which operates the Discount Card system. It is intended to save money on the household shopping for you and any members of your immediate family who live with you. The Colleague Discount Card is one of the most popular benefits for Asda colleagues. There is no cap on the amount you can spend and the facility of a Nominated User is an additional benefit to help you if you are not the person who normally does the shopping in your household.

In total, Asda colleagues save over £60 Million a year on their shopping and we hope that all Asda colleagues will be able to enjoy the Colleague Discount benefit for many years to come.

Whilst we are proud to be able to offer 10% discount to colleagues, unfortunately there are some who try to take advantage of the card. Colleague Discount Card misuse is treated very seriously and a large percentage of dismissals are as a result of this. Whilst we want you to enjoy the use of your Discount Card, please ensure that you adhere to the rules at all times and make sure that your Nominated User is also aware of the rules and possible consequences of misuse. The Discount Card is a benefit for you personally and your household. This Discount Policy explains the rules of the Discount Card scheme and provides you with some advice on how to use and care for your card.

HOW MUCH DISCOUNT DO I GET? In Asda Stores: 10% off whatever the customer pays in Asda stores. Discount is applied after other promotional discounts have been deducted. Certain products are excluded; gift vouchers & cards, saving stamps & cards, e-top up cards, iTunes gift cards, postage stamps, lottery tickets, phone cards, tobacco, NHS prescriptions, infant formula and all goods for sale in petrol stations & kiosks, linksaves that include items that are exempt from discount e.g. iTunes gift cards will not receive the full 10% colleague discount.

In Wal-Mart Stores: The discount obtained will always be according to the scheme rules of that particular country and these rules vary from country to country, e.g. in US Wal-Mart stores, colleagues may obtain 10% discount on "regularly priced" general merchandise (which excludes sale/clearance items) but not on food/groceries. Discount applies whether you pay with cash or credit card. 2

Colleagues | Discount Card Policy

What goods can I purchase? Goods must be either for your personal use or use within your household. Goods must not be purchased for resale or for any commercial use. Asda and Wal-Mart reserve the right to exclude items from the discount scheme.

Special Discount Events From time to time Asda hold "Special Discount Events" for colleagues. In any event where the Discount Card needs to be used/shown, the Colleague Discount Policy rules and conditions will be applicable.

WHO’S ELIGIBLE TO HAVE A CARD? Asda colleagues with 12 weeks continuous service. Colleagues on approved Sheltered Placement Schemes e.g. Remploy, with 12 weeks continuous service. Colleagues on any of our leave schemes; such as career break, parental, career or study leave, retain their Discount Card for 24 months. Colleagues on leave schemes are still subject to the rules of this Policy and any misuse will be investigated. Colleagues who leave the company to retire, retain their Discount Card for 12 months after leaving. Colleagues who leave the company with at least 20 years service, retain their Discount Card for life. Management Colleagues who were in the Asda Pension scheme and retired before 1st April 1994 retain their Discount Card for life. Colleagues who are made redundant retain their Discount Card for 12 months after leaving. The 'Nominated User' of any colleague who dies in service will retain their Discount Card to use for 12 months.

YOUR NOMINATED USER Your Discount Card may only be used by you and one other person nominated by you.

Your nominated User must live in the same household as you and be: Partner living at the same address Parents/step/adoptive parents living at the same address Brother/Sister living at the same address Children living at the same address over the age of 16. If your Nominated User stops living in the same household as you, it is your responsibility to ensure that they do not use the card. You should notify your People Service Manager/ People Manager to get a replacement card if you wish another immediate relative or partner to be your Nominated User. You are responsible for notifying these rules to your Nominated User and for any misuse of the Discount Card by them. Any misuse of your card by your Nominated User will be investigated and could potentially lead to your dismissal if we believe that there has been a deliberate intent to defraud the company.

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HOW DO I OBTAIN DISCOUNT? Within the UK, a valid Discount Card must be presented by the colleague or the Nominated User and a signature produced which matches one of those on the reverse of the card. Outside the UK, colleagues must show photo ID (such as passport or photo driving license) in addition to their Discount Card. Nominated Users are also able to get discount outside the UK, providing they can show their own photo ID in addition to the Discount Card.

Discount Cards must not be passed between colleagues - if you have left yours at home by mistake you cannot get discount on your purchases.

Another colleague cannot buy the goods for you just because you do not have the card with you on that occasion. You should not put your colleagues in a compromising position by asking them to give you discount when you do not have your own Discount Card with you. This will be investigated and may result in disciplinary action been taken.

PROCEDURES AT THE CHECKOUT Once the goods have been swiped, present your Colleague Discount Card before tendering payment. If shopping in a Wal-Mart store outside the UK, please present your photo ID at the same time as your Discount Card. To avoid any difficult situations, colleagues must not serve or be served by their Nominated User.

SIGNING FOR DISCOUNT For card users shopping with a credit or debit card, the checkout operator will simply check the signature on the payment authorisation to the one on the Discount Card. Discount Card users shopping with cash or vouchers, will be asked to sign the back of the till receipt, after the Colleague Discount transaction has been processed. Checkout Operators will then check the signature against those on the Colleague Discount Card and, if they are satisfied that the signatures match, they will return the card and the till receipt to the shopper. If no appropriate signature can be obtained from the person shopping with the card, the card will be retained and returned to the People Service Manager/People Manager to be checked, before it can be used again.

GIFTS Colleagues are able to purchase gifts for other people outside of their household and use their Discount Card. A gift is defined as an item given to someone without receiving payment/lieu of payment. If a colleague purchases an unusual item or is expecting to purchase a large number of the same item they should inform the Service Manager prior to making the purchase to avoid any confusion.

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Colleagues | Discount Card Policy

REFUNDS If you have to return items purchased with Colleague Discount, where possible these should be accompanied with the original till receipt. Where this is not possible, the person returning the goods must inform the colleague processing the refund, that colleague discount was originally applied to the purchase. To not do so, would be regarded as fraudulent misuse and could result in your dismissal. Any refund or credit given will be less the discount originally deducted.

ADVICE ON LOOKING AFTER YOUR CARD Your card should be kept in a safe place at all times. Look after your card as you would any other bank or credit card. Try to keep your Discount Card away from other magnetic fields as they can corrupt the information stored on your card (i.e. fridge magnets, other credit cards, Smart Card). The best place to keep your card is in a purse or wallet, separate from other cards or coins as these may scratch and damage the magnetic strip.

DAMAGED, LOST OR STOLEN CARDS If your card is damaged, lost or stolen, you must inform your People Service Manager/People Manager immediately.

Lost and stolen cards will be cancelled immediately to prevent misuse by anyone else. You will be unable to obtain discount until you have received your replacement card, which will take approximately 4 weeks. Discount will not be refunded at a later date, even on presentation of receipts.

If your card is damaged you may continue to present this card at the checkout for a short while after a replacement card has been ordered, and obtain discount by the Checkout Operator keying in the Discount Card number. As soon as you have received your replacement card, which will take approximately 4 weeks to arrive, your damaged card must be destroyed. Replacement cards may be ordered through your People Service Manager/People Manager using the order form on WIRE. There is a charge of £5 to replace a lost or stolen Discount Card, except where a theft has been reported to the Police and has an incident number quoted. There is no charge for changing your card details or replacing a damaged card. You are responsible for notifying your People Service Manager/People Manager when your card is lost or stolen. If the card is used by another person without your knowledge, the use of the card will be investigated and could potentially lead to your dismissal if we believe that there has been a deliberate intent to defraud the company.

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Frequently Asked Questions

FREQUENTLY ASKED QUESTIONS ABOUT USING YOUR CARD Q: Can I purchase gifts, for birthday presents, Xmas etc using my Discount Card?

A: Yes, you can purchase one-off gifts with your card, but you cannot buy gifts for which you will be reimbursed the money. Examples of a gift would be a bottle of wine, a box of chocolates or a bunch of flowers. Purchasing what could be regarded as basic grocery items would not be regarded as a gift, but would be regarded as misuse. e.g. buying a high priced item such as a TV or DVD player for a friend may not be considered as a reasonable gift purchase.

Q: I regularly purchase shopping for someone else who lives in a different house, can I use my Discount Card for this?

A: No, this is not part of your normal household shopping and could not be considered as a one off gift purchase. This is misuse of your Discount Card and will be investigated and could potentially lead to your dismissal if we believe that there has been a deliberate intent to defraud the company.

Q: Can I use my card to purchase goods for me or my Nominated Users business?

A: No, this is not for your personal use/household and would be considered as misuse of the card.

Q: Can I use my card to purchase goods that we use at Asda, such as stationery or items bought by the Colleague Voice?

A: No, this is once again not for your personal use/household and would be considered as misuse of the card.

Q: My partner and I have separated but I pay for food for my children but they no longer live with me. Can I use my card for this?

A: No, you can only purchase goods for your own household, if your children no longer live with you this would be regarded as misuse. Obviously, if your children stay with you on occasions, you may use your card for this shopping.

Q: I am having a party at my house can I use my Discount Card to purchase items for the party for this?

A: Yes, but only you and your Nominated User must pay for the goods. You cannot receive any contribution towards the cost of your party from others. The amount purchased should not exceed what would be considered reasonable for the evenings consumption.

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Q: A friend owes me £50. Because I'm doing £100 worth of shopping, can I split the shopping so that I pay for half and he pays for the other half, and use my Discount Card for both transactions?

A: No, your shopping should always be put through as one transaction. When two transactions using the same card are put through in the space of a few minutes, these are picked up by security teams and investigated. To avoid any confusion, this is not permitted in the rules and will be regarded as misuse.

Q: If I forget my card, can I use another colleague’s card - as we're both eligible for discount anyway, so the Company isn't losing anything?

A: No, if you don't have your own valid Discount Card, you will not be able to obtain discount on that day.

Q: Is there a limit to how much I can spend?

A: There is no limit to how much you can spend, however Loss Prevention monitor Discount spend and look into those colleagues that spend excessively.

FREQUENTLY ASKED QUESTIONS REGARDING YOUR NOMINATED USER Q: As well as working for Asda, I'm also a student. My mum is my Nominated User. When I'm at university during term time, can I leave my Discount Card with her whilst I'm away, for her shopping?

A: No, your Nominated User must live with you. Your mum would not be part of your household when you are at university, so she would be unable to obtain discount whilst you are away. The Discount Card should remain with you when you are at university and should only be for your personal use during that time. If you are at University only you can use your card for your own benefit, it must not be used for the benefit of other people in the same household. However, when you return home in the holidays - your mum could be your Nominated User for that period of time.

Q: I live with my family. If I put my mother down as my Nominated User, can my father use the card when he does the shopping?

A: No, you can only nominate one other user (other than yourself) and only that person can use the card. You will need to choose your Nominated User carefully and ensure it is the person who does the majority of the shopping.

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Colleagues | Discount Card Policy

Q: I am unable to do my own shopping due to illness/disability and I live on my own, can someone else be my Nominated User to do my shopping for me?

A: In extreme circumstances where a colleague/ex-colleague is unable to do their own shopping due to illness/disability and has no immediate relative or partner that could be classed as a Nominated User living with them, this may be permitted. You will need to discuss this in advance with the General Store Manager or Customer Service Manager of the store where the shopping will take place.

Q: How do I go about changing my Nominated User?

A: Request a new card from your People Service Manager/People Manager, so the new signature can be added. There is no charge for changing your card details.

Q: If my Nominated User disregards the rules, what will happen to me?

A: You are responsible for the use of the Discount Card and therefore you will be held accountable for any misuse by your Nominated User. If your Nominated User misuses the card this will be investigated and may lead to disciplinary action being taken.

OTHER FREQUENTLY ASKED QUESTIONS Q: I'm getting married. Do I need to change my name on the Discount Card to match my bankcards? A: Yes. If you're changing your name on your bankcards, you will need to order a replacement Discount Card in your new name. If you're not changing your name on your bankcards, there is no need to order a replacement Discount Card. There is no cost for requesting a new card because your details have changed.

Q: Can I still get discount whilst I'm waiting for my new card?

A: If you're getting a new card due to damage or change of details, you'll be able to use your old card for a few weeks after your new card has been ordered. There may be a very short period of time between when your damaged card has been cancelled and the new card has not yet arrived, when you will be unable to obtain discount. If you need a new one because of loss or theft, your card number will be immediately cancelled upon ordering a new Discount Card. In this case, you will be unable to obtain discount until your new card arrives from the US, which will be approximately 4 weeks.

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MISUSE OF YOUR CARD Any breach of these Rules by you or your Nominated User will be investigated and could potentially lead to you dismissal if we believe that there has been a deliberate intent to defraud the company.

DATA PROTECTION Colleague Discount spend is monitored at individual card level by the Loss Prevention teams. The information/data held on our systems with regard to the usage of cards will be processed fairly and lawfully within the Data Protection Act of 1998.

FURTHER INFORMATION General & Policy Queries - See your People Service Manager / People Manager Lost / Stolen / Damaged Card Queries - Reward Team in Asda House

Asda Reserves the right to amend or change this Policy without notice and the right to cancel and/or withdraw any Discount Card from any colleague, ex-colleague, Asda Pensioner or Nominated User if misuse is suspected. Future entitlement to discount may subsequently be withheld permanently.

Last Updated: March 2012

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Colleagues | Discount Card Policy

Colleague Discount Card Receipt I have received my personal copy of the Asda Colleague Discount Card Policy.

I understand before using my card that it is my responsibility to:

• Read and sign to say that I understand the content of this policy • Ensure that my Nominated User also reads and understands the content of this policy and is fully aware at the consequences of them misusing the card.

I also understand that any breach of the rules by me or my Nominated User may result in my dismissal from the Company and the cancellation of my card.

Colleague Name (block capitals):

Colleague Signature:

Date:

Nominated User Name (block capitals):

Relationship:

Notes:

"

Please detach this receipt and return it to your People Service Manager/People Manager

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