Vendor/Manufacturer Rebates

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Policy Number:
UW-3072
Old Policy Number:
PPP 36
Responsible Office:
Purchasing Services, Division of Business Services

University Policy

Definitions:
Rebate
A return of all or part of an amount given in payment for product, whether in the form of money, “free” merchandise, or, future benefits based on purchases made.
Policy:

  1. Policy Statement

    No state employee or public official may use his or her public position or office to obtain financial gain or anything of substantial value for the private benefit of himself or herself or his or her immediate family, or for an organization with which he or she is associated. (Wis. Stats. 19.45(2); Chapter ER-Pers 24).

  2. Rebates

    For the purpose of this policy, rebates associated with University purchases in the form of money or property are considered items of value that individuals may not personally acquire as a result of their position.

Procedure:

  1. Process for Reimbursing Rebates

    1. Preferably, rebate checks should be made out to the University. If the check is made out to an individual, it must either be signed over to the University or a personal check in the amount of the rebate must be submitted to the University for deposit.
    2. Rebates in the form of certificates, property, or gift cards must be returned to the department.
    3. Documentation must be kept with the originating purchase documentation showing any disposition of rebates back to the University.
External References:

Policy Administration

Approval Authority:
Assistant Vice Chancellor of Business Services and Controller
Policy Manager:
Director of Purchasing Services
Contact:
Purchasing Services -- Purchasing Services, purch@bussvc.wisc.edu, (608) 262-1526
Effective Date:
11-11-2004
Retrieved:
05-30-2025 10:19:19