Expense Reimbursement Guidelines

VALET Program

Expense Reimbursement Guidelines

I. Reimbursable Expenses:

The following list presents the initial list of expenses for which the VALET Participant may submit a paid receipt for reimbursement up to a total of $10,000 in total reimbursed expenses. This list may be modified based on examples that occur as the program evolves. All changes will be promptly communicated to VALET Participants. NOTE: The maximum amount for a single reimbursement is $2,500.00 per invoice.

· Accounting Services

· Advertising

· Banking Services

· Booth Rentals

· Conference Registration Fees

· Cultural Training

· Customs Compliance Consulting

· Exhibit Equipment Rental

· Export Documentation Services

· Export Documentation Software

· Freight Forwarding Services

· International Communications

· International Ground, Air or Ocean Freight

· Legal Services

· Marketing Materials

· Market Research

· Public Relations/ Media Outreach

· Standards Regulation Consulting

· Trade Event Participation Fees

· Translation and/or Interpretation Services

· Web Design and/or Optimization

II. Non-reimbursable Expenses:

The following list presents the expenses for which request for reimbursement will be denied, and should be considered non-reimbursable by the VEDP within the VALET Program. This list may be modified based on examples that occur as the Program evolves. All changes will be promptly communicated to VALET Participants.

· Airfare

· Taxis and/or Rental Cars

· Hotel Charges

· Meals

· Catering

· Entertainment

· Salaries

· Commissions

· Bonuses

· Gifts

· Courier & express mail

· Subscriptions

· Event sponsorship

· Purchase of equipment

III. Reimbursement Request Process:

The Process for requesting reimbursement within the VALET Program is designed to be simple and clear.

There are three conditions to be met by the VALET Company before a VALET request for reimbursement will be processed.

· First, the expense must be incurred after the company’s date of acceptance into the VALET Program.

· Second, the expense must be deemed a reimbursable expense by the VALET Program Manager.

· Third, the initial VALET Plan of Action document must be complete, signed & on file before the VALET Program Manager will process a reimbursement request. Requests may be submit at any time, but payment will not be processed until the Plan of Action is confirmed.

There are three steps to complete in order to receive a reimbursement.

1. VALET Participant will engage services and/or incur expense directly related to export sales initiative and pay for these services or expenses directly per invoice from vendor.

2. Upon verification that the expense incurred is considered a “Reimbursable Expense” by the VEDP within the VALET Program, the Participant will complete the VALET Program Reimbursement Form. The form requests the following information:

· Original invoice # from vendor

· Original invoice date

· VALET Participant Project Code – unique to each company.

· Name of Vendor or Service Provider (one vendor per form).

· Description of services rendered (itemized from invoice).

· Value of services per invoice (itemized from invoice).

· Total amount of reimbursement requested (not to exceed $2,500 per request).

· Statement of relevance to VALET Participant’s export strategy (be specific – how did this expense advance your international goals?).

· Signature & date

3. VALET Participant will attach the completed form to a copy of the paid, stamped invoice, with a copy of the check and/or check # & date.

4. Send to the VALET Program Manager for review, approval and release of funds. Reimbursement requests will be processed within 30 days once Plan of Action is complete. Send to: Leslie Parpart, VALET Program Manager

VEDP, Division of International Trade

P.O. Box 798

Richmond, VA 23218-0798

OR, for courier packages:

901 East Byrd Street

Riverfront Plaza - 19th Floor, West Tower

Richmond, VA 23219

T. 804.545.5753

Revised December 2009