Loyalty Awards Policy Guide Policy Guide US, AI CY2017 Effective 20 March 2017 Updated 21 November 2017 Avaya Edge Loyalty Awards available to Diamond and Sapphire Partners from 20 March 2017 to 31 December 2017 This document is accurate as of the date printed above. For the most current information, please download the electronic version posted on the Avaya Partner Portal.
1 Overview... 3 2 Availability... 3 3 Eligibility... 3 4 Benefits... 3 5 Enrollment... 4 6 Details... 4 6.1 Qualifying Products and Awards... 4 6.2 Award Claims... 4 6.3 Award Payments... 5 6.4 Tax Responsibilities... 5 6.5 Partner Promotions and Demotions... 5 6.6 Sales Associate Employment Changes... 6 6.7 Program Stacking and Combination Rules... 6 6.8 Partner in Good Standing... 6 7 Program-specific Terms and Conditions... 7 8 Additional Resources... 7 Appendix A: Program Terms and Conditions (Global)... 8 Appendix B: Partner Help Desk... 9 Document Revision History... 10 2
1 Overview In February, Avaya announced the Avaya Edge Loyalty Program a program designed to reward the most valued and top performing partners who maintain and strengthen their Avaya practice in 2017. Now Avaya Edge Loyalty Awards expands the rewards offered to include the sales associates of our US and America s International (AI) Value Added Diamond and Sapphire Reseller partners who are committed to our mutual business. Loyalty Awards provide the partner sales associate with an accumulating dollar benefit when qualifying products are sold that is paid quarterly via easily redeemable prepaid Visa cards. This innovative incentive provides an opportunity to earn up to US$1,500 a quarter for partner sales associates who show loyalty to selling Avaya solutions in the remainder of calendar 2017 (20 March to 31 December 2017). 2 Availability Loyalty Awards is available starting 20 March 2017 through to 31 December 2017 to Diamond and Sapphire Avaya Edge partners in the US and America s International (AI) Theatres who are participating in the Avaya Edge Loyalty Program and who have also opted-in to participate in Loyalty Awards subject to future changes at any time in Avaya s sole discretion, including extension or termination. 3 Eligibility Loyalty Awards is available to Avaya Edge partners and their sales associates who meet the following eligibility criteria: The partner must be located in the US or America s International (AI) theater. The partner must hold an Avaya Edge Diamond or Sapphire Gem level. The partner must be participating in the Avaya Edge Loyalty Program. The partner must have successfully submitted a Company Principal enrollment to participate in Avaya Edge Loyalty Awards. The partner sales associate must have successfully submitted a Sales Associate enrollment to participate in Avaya Edge Loyalty Awards. 4 Benefits The incentive is simple! Partner sales associates are awarded a dollar amount on each sale of a qualifying product and most product groups have specific material codes with an associated award. Partner sales representatives can earn up to US$1,500 a quarter (or US$2,500 if an Oceana seed package is sold). The award claim process is easy using the online claim form available on the dedicated Avaya Edge Loyalty Awards Portal at www.edgeloyaltyawards.com (login required). Awards are paid via prepaid Visa cards that are redeemable anywhere Visa is accepted. 3
5 Enrollment Avaya understands and acknowledges that some partner company policies and/or country payroll requirements may not permit this form of a direct reward to sales associates therefore an opt-in company principal enrollment is required before any sales associates of that partner company can participate. Prior to any sales associate enrollments, the partner principal/owner/executive who is authorized to sign on behalf of the company must successfully complete a Company Principal enrollment to participate in Avaya Edge Loyalty Awards. When a Company Principal enrollment has been successfully completed, the partner sales associates must successfully complete a Sales Associate enrollment to participate in Avaya Edge Loyalty Awards. All enrollments will be acknowledged via email by Avaya within two (2) working days of the enrollment being completed and submitted. 6 Details 6.1 Qualifying Products and Awards Numerous Avaya product groups attract Loyalty Awards, including Cloud (premise and subscription offers), Aura, IPO, SBC, Endpoints and CC. And each qualifying product has been assigned a payout dollar value. Sales of qualifying products, whether purchased directly from Avaya or from an Avaya Distributor, are eligible for Loyalty Awards. Sales must be invoiced to the partner by Avaya or Avaya Distributor and the partner sales associate must be able to supply a copy of the invoice with their claim for Loyalty Awards. The list of qualifying products and their award amount is available on the dedicated Avaya Edge Loyalty Awards Portal and also on the Avaya Partner Portal. 3x Bonus Invoices dated between 21 November 2017 and 31 December 2017 will receive 3x the award amount shown on the list of qualifying products. The 3x bonus will be applied automatically when an online claim is approved for invoices dated in the bonus period. 6.2 Award Claims Partner sales associates are required to complete and submit a Loyalty Awards Claim Form, located on the dedicated Avaya Edge Loyalty Awards Portal, in order to request payment of an award. Claims must be submitted within sixty (60) days of the invoice date, regardless of when the partner sales associate enrolled (e.g. if a partner sales associate successfully enrolls today they can also submit a claim today for qualifying products on invoices up to sixty (60) days old). Claims require information about the partner s invoice from Avaya or an Avaya Distributor to be entered and the invoice must be uploaded/attached to the claim too. As such it is recommended partner sales associates start to secure the required information and documentation for their claim well within the sixty (60) day period. Only one Claim Form for each unique invoice number can be submitted by one partner sales associate. If a claim is submitted with an invoice number that matches a previously submitted claim then the new claim will automatically be rejected and no payment made. The last eligible invoice date is 31 December 2017 therefore all Claims must be submitted by 28 February 2018. Claims not submitted by this date will automatically be rejected and no payment made. All claims will be acknowledged via email by Avaya within two (2) working days of the claim being completed and submitted. 4
6.3 Award Payments Claims will be reconciled at the end of each quarter and payments made within sixty (60) days of the end of the quarter. Awards are paid via prepaid Visa cards that are redeemable anywhere Visa is accepted. The cards are single issue and are not reloadable. Cards are issued to partner sales associates and mailed to the shipping address provided on the partner sales associate s enrollment form. Minimum Payout Threshold Due to the administration cost of award payments, accumulated quarterly claim amounts lower than US$50.00 will not paid at the end of the quarter but will instead be carried forward to the following quarter. Maximum Payout Amount Loyalty Awards payouts are capped at US$1,500.00 per quarter, except where an Oceana Seed Package has been sold and successfully claimed in which case the maximum payout amount is US$2,500.00 for the quarter. Any claims that take the total above the Maximum Payout Amount will not be able to be submitted and amounts over the Maximum Payout Amount cannot be carried forward to the following quarter. 6.4 Tax Responsibilities US and Canadian residents will receive a 1099 or T4A at the conclusion of 2017. CALA residents are responsible for all tax related issues. Tax Responsibility for Partner Principal, Owner, Executive Avaya resellers, when payments are to be made to their reseller sales associates, will comply with any local withholding tax (including payroll taxes, social security and similar requirements). This will include, collection and submission to the relevant taxing authorities of any withholding taxes (including payroll taxes, social security and similar), and compliance with reporting requirements. Avaya resellers will also be responsible for any additional taxes (such as employer s social security) which fall due on such payments. Tax Responsibility for Partner Sales Associates Payments to recipients will be subject to any withholding taxes and reported to the relevant tax authority as required by law. Reseller sales representatives will remain responsible for the reporting and payment of all relevant income taxes. 6.5 Partner Promotions and Demotions Throughout 2017, partners will continue to be evaluated for monthly promotions under the Avaya Edge program criteria. Partners will also be assessed for demotion twice a year. In order to participate in Loyalty Awards, partners must maintain Diamond or Sapphire gem levels. This section outlines how movement between Emerald and the higher levels impact eligibility in Loyalty Awards. Promotions Avaya Edge evaluates partners for promotion on a monthly basis. During this evaluation process, partners that achieve Sapphire or Diamond level will become eligible to participate in Loyalty Awards. To start enjoying the benefits of Loyalty Awards, eligible partners and their sales associates are required to follow the enrollment process described in Section 3. If a partner is demoted to Emerald status, which results in them not being eligible to participate in Loyalty Awards, and subsequently is promoted to Sapphire or Diamond, the partner would become re-eligible to participate in the program. In that case, the partner and their sales associates must re-enroll following the process described in Section 3. Once the partner company and then partner sales associates are enrolled, sales associates can start to submit claims for qualifying products on invoices up to sixty (60) days old. 5
Demotions Avaya Edge demotions happen twice per year, during the mid-year (April) and year-end (October) evaluation. Therefore, partners who are demoted to Emerald during the April evaluation process will be excluded from Loyalty Awards effective 1 April and partners who are demoted to Emerald during the October evaluation process will be excluded from Loyalty Awards effective 1 October. Partner sales associates have sixty (60) days from 1 April or 1 October to submit their final claims for invoice dates prior to 1 April or 1 October. If a partner is subsequently promoted, they and their sales associates must re-enroll in Loyalty Awards. 6.6 Sales Associate Employment Changes If a sales associate leaves the employment of a participating Avaya Edge partner, the sales associate must ensure all Loyalty Awards claims are submitted prior to their last day of employment. If a sales associate leaves the employment of a participating Avaya Edge partner and is subsequently employed by a different Avaya Edge Sapphire or Diamond partner who is participating in Loyalty Awards then the sales associate can re-enroll in Loyalty Awards under the new partner. It is not possible to transfer a sales associate enrollment from one partner company to another or to transfer awards from one account to another. 6.7 Program Stacking and Combination Rules Loyalty Awards can be combined with other rebate programs, promotions and special bids. 6.8 Partner in Good Standing A partner must maintain the Avaya Edge Partner In Good Standing status (as described in Section 5.2 of the Avaya Edge Policy Guide) in order for their sales associates to receive a Loyalty Awards payout. Should a partner not meet the requirements for the Partner in Good Standing status, which includes, but is not limited to, maintaining a current account with Avaya, then payouts under this Program may be held or forfeited at Avaya s discretion. 6
7 Program-specific Terms and Conditions Loyalty Awards is subject to these program-specific terms and conditions: Avaya reserves the sole right to determine if a partner has satisfied the program s requirements and other criteria, including eligibility. This version of the guide is, as of the date on this document s front cover, the only in-force policy covering this program. All previous versions are superseded by this policy and document. All program decisions will be made in accordance with the policy outlined herein, or as modified by Avaya, as it is recognized as the only policy covering this program. Avaya reserves the sole right to amend, modify, revoke, or cancel this program, in whole or in part, for any reason, at any time, without notice including, but not limited to, award payout amouts, payout capping, or minimum payout amount. Partner sales associates must submit their claims within sixty (60) days from the order date. If at any point Avaya should determine by audit process or other business means that a partner sales associate has been paid an incorrect award amount, Avaya may withhold any amounts that have been overpaid from the partner sales associate s future awards under this program, if the program continues. In the event of a partner acquisition or merger, that partner and their sales associate s continued participation in this program must be approved and authorized by Avaya in its sole discretion. For the purposes of this program, a partner s or partner sales associate s results will not be adjusted for any issue related to order shipment, whether Avaya s fault or not. Such issues may be in connection with supply chain order error, Special Bids, or of any other kind stemming from supply chain logistics, order fulfillment, and shipping. Avaya will not entertain partner requests for audits of the results of this program. Any financial matter related to this program s implementation or administration is deemed in U.S. currency. This program is administered by the Avaya Edge channel program office. This program is subject to Additional Terms and Conditions included at the end of this policy guide. 8 Additional Resources Please review the Avaya Edge Loyalty Awards partner portal page at www.avaya.com/loyaltyawards for the most current information, documentation and tools including: Overview Presentation Policy Guide (this document) Qualifying Product List Quick Calculator Tool Portal Overview Presentation Links to the online Enrollment and Claim processes For any other questions that cannot be answered by this documentation, or by your Avaya Channel Account Manager, please contact the Avaya Edge Loyalty Awards Team. 7
Appendix A: Program Terms and Conditions (Global) The terms and conditions outlined herein will be in effect for the duration of this program (hereinto defined as the program). Avaya partner must be authorized for each product line/service offerings and meet any additional requirements for reselling specific products/services. The Avaya partner is not automatically authorized for a product line /service by virtue of receiving this notice. Violation of the terms and conditions of this program may result in the partner being billed for any discount received associated with this program, and possible disqualification from participating in this program and other promotions. In addition, such violation of the terms and conditions of this program may also jeopardize a participant s status as a Partner in Good Standing, which is a basic requirement of Avaya Edge. Avaya may cancel, suspend, amend, modify, revoke, or terminate this promotion, in whole or in part, for any reason, at any time, with reasonable notice. All sales made from this promotion are fulfilled under the terms and conditions under which Avaya partner has agreed to resell products and services. This promotion does not alter or change the terms and conditions under which Avaya partner has agreed to resell products and services unless otherwise specifically stated in this promotion. Avaya expressly disclaims any and all liability relating to the results of any of its marketing plans or promotions. The Avaya account representatives have no authority to interpret or vary the terms of this promotion. Avaya reserves the sole right to interpret and establish the terms and conditions of this promotion. This program may not be used in conjunction with any other Avaya promotion unless otherwise explicitly stated within the program-specific terms and conditions of the program or another Avaya promotion. All orders must be placed through Avaya s order management system or an authorized Distributor. Billing, shipment, and payment of equipment purchased under this promotion follow standard Avaya procedures. Any product obtained in an unauthorized manner may disqualify the partner from participating in the Loyalty Program, including jeopardy of that partner s status as a Partner in Good Standing with Avaya. Information contained herein is confidential and proprietary information of Avaya and is provided for the internal use of Avaya and its authorized Avaya partners. Except as specifically authorized in writing by Avaya, the Avaya partner shall not alter any terms and conditions of this program or associated packages. Any attempted alteration shall be deemed null and void and of no force or effect. In no event shall Avaya be liable for any errors or omissions resulting from the information contained herein. Any communication of this program or its parameters beyond an authorized partner may jeopardize the participant s status as a Partner in Good Standing' with Avaya. Avaya partner s and partner associate s participation in this program is Avaya partner's and partner associate s acceptance of the terms and conditions of the Avaya Edge Loyalty Awards program. In the event that Avaya partner or partner associate does not agree with any terms or conditions of this program, Avaya partner or partner associate may not participate in this program. Avaya, the Avaya partner and the partner sales associates agree that End User Customer information, or any other sales-related information, provided under this program is confidential and proprietary whether marked as such or not. Avaya agrees that it shall use such information solely for the purposes of this program or for internal Avaya operation management. Orders to be installed as demonstration equipment, defined as hardware and software purchases for use in internal offices, demonstration centers, training facilities, technical labs, and other locations exhibiting Avaya products for End User Customer viewing, may be excluded from the Avaya Edge Loyalty program. 8
Appendix B: Partner Help Desk Call Us Using Your Preferred Language Country Contact Number Language North America, Caribbean & Latin America +1 720 444 5800 English, Spanish, Portuguese, French E-mail Contact Addresses in Available Language Options Language English Francais (French) Portugues (Portuguese) Espanol (Spanish) E-Mail Address partnerhelp@avaya.com frpartnerhelp@avaya.com popartnerhelp@avaya.com espartnerhelp@avaya.com 9
Document Revision History Date Page Section Summary 9 April 2017 Initial document 25 April 2017 2 May 6 6.5 All hyperlinks updated to Avaya Partner Portal and/or new Avaya Edge Loyalty Awards Portal Demotions language updated to clarify dates: Therefore, partners who are demoted to Emerald during the April evaluation process will be excluded from Loyalty Awards effective 1 April and partners who are demoted to Emerald during the October evaluation process will be excluded from Loyalty Awards effective 1 October. Partner sales associates have sixty (60) days from 1 April or 1 October to submit their final claims for invoice dates prior to 1 April or 1 October. 4 May 3 4 4 6.2 7 8 Updated to include new online claim process on the Avaya Edge Loyalty Awards Portal. Portal Overview Presentation added to resources. 21 November 4 6.1 Added 3x Bonus 2017 Avaya Inc. All Rights Reserved. Avaya and the Avaya Logo are trademarks of Avaya Inc. and may be registered in certain jurisdictions. All trademarks identified by the, SM or TM are registered trademarks, service marks or trademarks, respectively, of Avaya Inc., with the exception of FORTUNE 500 which is a registered trademark of Time Inc. All other trademarks are the property of their respective owners. 02/17 10