by John Eppinger, Branded Program Associate, Food Export – Northeast
The Branded Program can be a great support to your export business by providing 50% reimbursement on international marketing expenses. To be reimbursed, we require documentation to meet the program regulations. In this blog series, we’ll take a deep dive into some of the more in-depth types of claims and documentation, which will help you take full advantage of the program. You’ll also find examples and links to further information.
Along with tradeshow booth costs, foreign packaging and labeling, and international advertising, one expense Branded Program companies can get reimbursed for is their travel costs to pre-approved international tradeshows and pre-approved trade missions. Like other reimbursement claims, you will need to provide invoices, proof of payments, and pictures of the activity to be reimbursed for it. Unlike most other types of expenses though, travel claims require more documents that are not required for other types of claims. We will go over these unique requirements below.
Before you start to book your travel arrangements there are a few things you will need to do:
This is often a point of confusion when trying to get reimbursed for travel claims. Please see below requirements:
PLEASE NOTE: We reimburse up to Y class economy tickets. You may fly business class, economy plus, etc. but you will need to provide a comparable flight quote for an economy ticket. Please see below guidelines for that.
1. Determine your eligible travel dates. These dates run from two days before the show starts through one day after the show ends.
2. Immediately before or after you purchase your actual flight, conduct a second search using the same airline you booked your other flight with.
3. Search for a roundtrip with the following parameters:
a. From your city of origin to the city of the tradeshow and back.
b. Arriving in the tradeshow city 2 days before the show starts and leaving 1 day after the show ends.
c. Flying in economy class (if you are able to search by fare class code, please use fare class code Y).
4. Select outbound and returning flights based on these parameters.
5. Once you’ve selected the flights, print out the screen showing the flights, pricing, travel dates, origin/destination cities, and economy class status. Save this for your records.
6. After your trip, submit both your actual flight itinerary and printed quote as claim documentation. We will reimburse the lesser of the actual ticket flown or the quote for the eligible travel.
We must have a detailed itinerary/invoice from either a travel agent or airline. We are specifically looking for the ticket number, origin of travel, destination of travel, travel dates, fare class for each flight, and the total ticket cost. It is advised that all participants retain copies of their boarding passes in case further documentation is needed.
Itemized Hotel Bill
We must receive a document from the hotel that shows your check in/ out dates as well as the nightly room rate. If you were charged by a travel agency, travel website, or similar service provider, we require that you still obtain documentation from the hotel itself dated after your stay that verifies your check in/out dates, name of guest, and nightly room rate with tax.
Proof of Payment
You must provide a copy of your proof of payment for hotel and airfare. Any of the previously mentioned approved forms of payment are acceptable (see page 27 of the Branded Program Exporter Manual for more information).
Proof of Activity
For a tradeshow, we require a booth photo that has a “Made in USA” origin statement visible. If the tradeshow has a USA pavilion, your company’s booth must be part of it. A list of contacts made at the event must be submitted as well. For a trade mission, please include your schedule and a list of contacts made.
Example of a booth at an international trade show that was reimbursed for having the Made in the USA logo and American flag as you can see in the top right of their booth background.
As always if you have any questions about submitting claims, please reach out to the Branded Program team. This travel guide is also available to provide more clarification should any questions arise.
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