The second in a 4-part series where we explore the types of documentation needed to approve reimbursement claims for the Food Export-Midwest and Food Export-Northeast Branded Program.
by Katie LaBarge, Branded Program Associate, Food Export – Midwest
This is the second blog in a 4-part series where we will explore the types of documentation needed to approve reimbursement claims for the Food Export-Midwest and Food Export-Northeast Branded Program. You’ll find information on our requirements, tips, common mistakes and resolutions, and more. Other topics in this series will include: Proof of Payment, Proof of Activity, and U.S. Origin Statement.
The invoice is the first document we look for while reviewing claims.
The information found on the invoice can determine if an expense is eligible for reimbursement, so it is important to submit these documents with your claim.
There are 5 main parts of an invoice that we look for while reviewing claims:
3) Invoice Number
4) Expenses Incurred/Services Rendered
5) Amount Due
The invoice must include the name of the vender or person/company providing the items/services, as well as your company as the buyer. The name of the vendor must match the name on your proof of payment. If the buyer’s name is not that of you or your company, you must provide some documentation that the buyers is connected with your company in some way.
The date of the invoice must be in the current program year and after your contract effective date in order to be eligible. One exception to this is for tradeshow booth expenses that must be invoiced and paid months in advance in order to secure a place in the show.
Invoices typically contain an invoice number. We may use this to differentiate between multiple invoices submitted from the same vendor.
The description of services will be used to determine if the expense is eligible for reimbursement. If the invoice is in a foreign language, a translation must be provided. In some cases, there may be both eligible and non-eligible expenses on the same invoice. In this case, the reimbursement will be prorated for the eligible amount.
Each invoice must include a total of the amount due. This can be in USD or foreign currency. It is important to note that while we need to see the total amount on the invoice, the amount of your reimbursement will ultimately be determined by the amount on your proof of payment.
Invoices for travel claims include all the same information but come in different forms. For a travel claim, you must include the following:
If you ever have any questions about invoices, or any other claim documentation, please contact your Branded team. We are always here to help!
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