Claim documents and other requirements
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All invoices and proofs of payment must be made out in the name of the approved entity. Invoices without verifiable VAT registration numbers, company registration numbers, telephone and fax numbers, and without addresses will not be considered for the claim as they cannot be authenticated. In the case of invoices for promotional materials, please note that only those dated three (3) months or a shorter period prior to the event will be considered for reimbursement.
Air ticket and proof of payment
Original or certified copies of the business/economy class air tickets, which must be accompanied by an invoice and proof of payment. EMIA clients will not be reimbursed for air tickets where Voyager miles were utilised. In circumstances where a client uses a service provider other than an EMIA Preferred Service Provider (PSP), the service provider will have to indicate the source of payment made by the client. The client will have to provide proof to support this source.
Specific cases where third-party payments will be considered for re-imbursement
When the payment incurred by the proposed traveller, the director of the company, or the responsible person as stipulated in the application form. In the case of a sole agent for a specific exhibition, a copy of the agreement must be submitted to EMIA, clearly stipulating that the company is the only (sole) South African agent for the event. To control the third-party payments originated from a sole agent the following controls are in place:
- All invoices paid by the applicant to the agent must be supported by documentary proof from the organisers to the agent
- Management fees or any other administrative costs charged by the agent will not be reimbursed by EMIA
- If costs charged by the organizer or other service provider pertaining to exhibition costs this must be disclosed by the agent in the form of reconciliation indicating the precise details of how these costs were shared by exhibiting businesses
Certified copy of the passport clearly showing:
- Personal Particulars and SA Passport Control
- Departure date stamp
- Re-entry date stamps
- Where passports do not have an entry and exit stamp, because they were scanned at customs, a claimant will have to submit boarding passes as proof of entry/exit into or out of South Africa
Tax clearance certificate
An original current/valid tax clearance certificate must accompany all claims for EMIA assistance under all EMIA programmes. Only an original certificate will be acceptable, a certified copy will not be accepted. The tax Clearance certificate must still be valid at the date of payment of the claim.
Documentation confirming bank details
The Department of Trade and Industry requires the applicant to confirm their banking details. For this purpose, the following documents are required.
- A fully completed original Credit Order Instruction Form with a bank stamp
- The credit order is included in the claim form
- An original or certified copy of a cancelled cheque or in the case of a savings account, a bank statement on the bank's letterhead
Claiming the transport costs of samples
The following documents are required if the applicant intends to claim for the cost of transporting samples:
- A copy of the SARS Export Release Notification
- Proof of payment or certified copies thereof for the transport of samples
Other claim requirements
Faxed copies of the claim or documentation relating to the claim will not be accepted. A commissioner of oaths must certify all copies submitted in support of the application/claim as true. EMIA can at any time request additional documentation/information regarding the processing of a claim. Such documents can include copies of bank statements, cheques, delivery notes, order notes, bank deposit slips and other documents regarded as being material for claim purposes.
A copy of the letter of approval received from thedti must accompany all future correspondence and/or submissions of further documentation to EMIA. Should EMIA receive further correspondence/documentation unaccompanied with this notification of approval, EMIA will not be held responsible for the loss or misplacement of these documents, which could delay or hamper the administrative process. No claim will be considered unless accompanied by the following documents:
- A copy of the letter of approval for the relevant trip
- Invoices and proofs of payment (in the name of the approved entity) of all the relevant costs incurred during the visit should be provided. Please note that proof of payment in the form of bank statements printed from the internet will not be accepted
- All copies submitted must be certified as true copies by a commissioner of oaths
Acceptable means of payment
The Department of Trade and Industry only accepts the following means of payment by the applicant for services rendered (such as airfares, accommodation, printing expenses, etc.):
- Credit card
- Bank draft
- Electronic banking transfer
Please note that bank statements and electronic bank transfers must provide the name of the beneficiary. Bank statements printed from the Internet will not be accepted as sufficient proof of payment.
Forms of payment not considered for reimbursement
The following forms of payment by the applicant for services rendered will not be considered for reimbursement:
- Cash payments
- Book entries
- Credit notes
- Offset payments
- Third-party payments
- Travellers' cheques
Exhibitors will be responsible for the following expenses which cannot be claimed from EMIA:
- Insurance expenses in respect of the exhibition material
- Value-added tax
- Bank charges
- Business cards
- Promotional and publicity expenses other than the expenses incurred in conjunction with the listing in the official exhibition directory
- Interpreting fees incurred
- Any storage associated with the transport of samples
Permissible submission date of a claim
The claim form and all supporting documentation, together with the relevant post-event questionnaire must be completed and submitted to EMIA within three (3) months after the date of return from the approved business destination. Incomplete claims and claim items received after the three (3) months will be rejected without exception. Customers will forfeit the in principle approval granted to them if they do not submit the Claim Form and all supporting documentation within three (3) months after the date of return from the approved business destination. Claims, in respect of which claim items/documentation are outstanding after three (3) months, will be cancelled.
Verification by thedti
All claims are to be accompanied by tax clearance certificate from the claimant. EMIA reserves the right to carry out inspections on activities of an enterprise approved by the Governing Committee from time to time. If the Governing Committee is satisfied that a grant was based on false information, or that the applicants furnished misleading information, it may disallow the grant and recover the full amount paid to the enterprise. Interest on grant payments not due to applicants shall be levied at the rate prescribed in terms of section 1 (2) of the Prescribed Rate of Interest, 1975 (Act No. No.55 of 1975) as from the day the grant was received. The Adjudication Committee further reserves the right to authorise publication of full details, including names, in cases of grant abuse.