RELEASE NOTE: (EXTERNAL USERS) EIP CLAIMS MODULE 2011/05/14 COMPILED BY : CARNA BECKLEY for the dti

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1 RELEASE NOTE: (EXTERNAL USERS) EIP CLAIMS MODULE 2011/05/14 COMPILED BY : CARNA BECKLEY for the dti EIP_ClaimsModule_External_V1 1

2 TABLE OF CONTENTS PURPOSE... 4 ABBREVIATIONS... 4 A:- APPLICANT VIEW :- LOGGING IN TO LODGE AN EIP CLAIM :- ENTERING YOUR ON-LINE CLAIM : GENERAL INFORMATION 1. Claim Details : GENERAL INFORMATION 2. Name of applicant : GENERAL INFORMATION 3. Physical address of Factory/Facility : GENERAL INFORMATION Claim Address Change : GENERAL INFORMATION 4. Contact Person : GENERAL INFORMATION 5. Contact Details : GENERAL INFORMATION 6. Financial Year-End : GENERAL INFORMATION 7. Banking Details : GENERAL INFORMATION 8. Tax Office : GENERAL INFORMATION 9. Claim Stage : Stage 1 Minimum criteria : Stage 2 Minimum criteria : Stage 3 Minimum criteria : Stage 4 Minimum criteria : Stage 5 Minimum criteria : Stage 6 Minimum criteria : GENERAL INFORMATION 10. Claim Period (according to your approval from the dti) : GENERAL INFORMATION 12. Employment : CLAIM PREMISES : CLAIM PREMISES TOURISM : CLAIM SHAREHOLDING : CLAIM ASSETS : CLAIM FINANCIALS : CLAIM FINANCIALS STAGE 1; 3 AND 5 ALL PROJECTS : CLAIM FINANCIALS STAGE 2; 4 AND 6 NEW PROJECTS : CLAIM FINANCIALS STAGE 2; 4 AND 6 EXPANSIONS : CLAIM DOCUMENTATION : CLAIM DOCUMENTATION STAGE 1 CLAIM : CLAIM DOCUMENTATION STAGE 2; 4 & : CLAIM DOCUMENTATION STAGE 3 & : CLAIM SUBMISSION : CLAIM TRACKING : CLAIM STATUSES EIP_ClaimsModule_External_V1 2

3 2.20.1: New Claim : Acknowledged : Non Eligible : Bank Verification : Evaluation : Pending : Information : Referred Back : Revised : Checking : Invalid TCC : Inspections : Claims Review : Legal : Authorised : Finance : To-Be-Paid : Paid : Applications Review : Claims Clarification : Notifications B:- VALUABLE TIPS: : EXPLORER COMPATIBILTY: :- FORGOTTEN PASSWORD :- CONFIRMATION OF THE COMMENCEMENT DATE OF PRODUCTION ITEM EIP_ClaimsModule_External_V1 3

4 PURPOSE This document can be used as a user guide to use and understand the functionality of the EIP on-line claims module to ensure effective and correct use of the system. This document will make references to the EIP guideline to confirm functionality make sure you keep your EIP guideline handy. Following the rules as set out in this document; will assist in prompt claim payment. This document can also be used as a training reference to ensure proper understanding of the on-line EIP claims module. Each applicant is responsible for their own EIP application do not rely on any other party to confirm and ensure your successful grant payment from the dti. Study the EIP guidelines and requirements. The dti will not accept any liability for non-eligibility caused by a 3 rd party company / person. The agreement between the applicant and the consultant is strictly between the applicant and consultant and the dti will not be held responsible for any losses / non eligibility due to this relationship. ABBREVIATIONS Abbreviation Description EIP Enterprise Investment Programme TSP Tourism Support Programme MIP Manufacturing Investment Programme the dti The Department of Trade and Industry M&E Machinery/Furniture and equipment A:- APPLICANT VIEW To enter a claim for EIP, you need: 1. To have an approved EIP application 2. To be registered as an on-line user on the EIP database 3. To know the link to access the EIP system: 1:- LOGGING IN TO LODGE AN EIP CLAIM Launch the Internet Explorer Browser by clicking on the applicable icon on your desktop: Enter the link in step 3 above in the address-field and click on Go EIP_ClaimsModule_External_V1 4

5 You will be presented with the EIP-login page, where you will have to enter 1. Your registered address in field number 1 2. Your registered password in field number 2 After entering the above information, click on Log In You will be presented with the legal schedule of the dti please read the conditions and then confirm your acceptance of these conditions by clicking on the I Accept button: EIP_ClaimsModule_External_V1 5

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9 Once the legal schedule has been accepted, you will be routed to the applicant landing page, where you will be able to see your approved application(s). You will also notice small differences to the format of this page, as the EIP claims module is now fully integrated with the EIP applications module, which will allow you to enter you EIP claims on-line, similar to what you have done with your application. You are now logged in to the EIP web-page follow the instructions carefully to enter your claim for the approved application. TAKE NOTE: you will not be able to enter a claim if your application has not been approved by the dti the status of your application must be reflected as APPROVED EIP_ClaimsModule_External_V1 9

10 TAKE NOTE: you will not be able to enter a claim if you have not confirmed your commencement date of production in writing with the dti TAKE NOTE: you will not be able to enter a claim if you have not submitted your proof of funding to the dti (where applicable) 2:- ENTERING YOUR ON-LINE CLAIM If you have met all the conditions as set out in this document to submit a claim, you can now follow the instructions below to capture your claim: Click on the New Claim link reflected next to your approved application: On clicking the link, the system may display the following message, if you have not submitted your confirmation of commencement date of production to the dti yet: If you have submitted your confirmation of commencement date to the dti but you still get this message, please contact the systems administration office to investigate this matter for you on: EIP_ClaimsModule_External_V1 10

11 If you can not click on the link to enter a new claim, please check the status of your application in the column Current Status. The status MUST be APPROVED, otherwise you will not be able to enter a claim at all. If the status of your application does not reflect APPROVED, it may be that your application is still in the process of evaluation OR your application was not approved by the dti. Please click on the Summary link next to the status to investigate the reason for the current status see below. If the no message is displayed, you will be diverted to the first page of the on-line claim form: TAKE NOTE: on the first page of the claim form, YOU NEED TO COMPLETE THE 1 st PAGE SUCCESFULLY FOR YOUR CLAIM TO BE SAVED. If you get an error message while completing the 1 st page of the claim form and you omit to correct the problem, your claim will not be saved and you will have to start from scratch to enter a new claim!!! TAKE NOTE: the majority of the fields on the claim form will be populated for you with the information as reflected on your approved application. Throughout the entire claim form, you will be requested to confirm the validity of the information by selecting the Confirm details option as in the example below: TAKE NOTE: if you have confirmed the details, you will not be able to change it!! If you need to change/edit any of the information, you have to select the Edit details option, the system will then allow you to change the details before submission of your claim to the dti see the example below: TAKE NOTE: if you have changed details by selecting the Edit details option, you need to leave the selection on the option Edit details. Please do not change the selection to Confirm details after you have changed information! EIP_ClaimsModule_External_V1 11

12 2.1: GENERAL INFORMATION 1. Claim Details TAKE NOTE: None of the fields above can be populated by you the system will update the information and you will be able to view the updated claim form after submission of the claim to the dti. TAKE NOTE: The claim number will be your reference number for each claim and should be used in all queries submitted to the dti. Remember, you will submit several claims to the dti during the agreement period and so will many other applicants. You need your reference number to get successful response and feedback on queries. 2.2: GENERAL INFORMATION 2. Name of applicant Item 2 of the claim form represents the name of the entity as reflected on the approved application. In the above example, the applicant indicated that the name of the entity is still the same and therefore selected the Confirm details -option. The dti is aware of the fact that an entity can change the name of the registered company and the applicant will therefore be allowed to indicate a name change, by selecting the Edit details -option see below: The applicant selected the Edit details -option and is therefore notifying the dti that a name change occurred since the approval of the application. EIP_ClaimsModule_External_V1 12

13 WARNING: a warning message will be displayed to the applicant regarding the name change of the entity. The message must be confirmed by the applicant, by clicking on the Continue -button, before you will be allowed to continue with the completion of the claim form: TAKE NOTE: you will not be able to change the name of the entity on the actual claim form, as the dti will have to investigate all eligible criteria before the change can be authorised. TAKE NOTE: you will be forced by the system to upload a valid CIPRO certificate under the Claim Documentation -page, to reflect the new name. TAKE NOTE: the dti will do an investigation after you have submitted your claim and if all criteria have been met, the name of the entity will be changed accordingly and a revised approval letter will be created and ed to you. You will be able to download a copy of the letter from the tracking page of the approved application. If, for any reason, the dti can not allow the name change, you will be notified by the dti. 2.3: GENERAL INFORMATION 3. Physical address of Factory/Facility EIP_ClaimsModule_External_V1 13

14 Item 3 of the claim form represents the physical address of the factory / facility as reflected on the approved application and the system will populate the information on every claim automatically. In the above example, the applicant indicated that the physical address is still the same and therefore selected the Confirm details -option. On selecting this option, the information will be protected and can not be changed. The dti is aware of the fact that an entity can change the physical address of the factory / facility and the applicant will therefore be allowed to indicate a physical address change, by selecting the Edit details -option see below: The applicant selected the Edit details -option and is therefore notifying the dti that the physical address of the factory / facility has changed since the approval of the application. EIP_ClaimsModule_External_V1 14

15 WARNING: a warning message will be displayed to the applicant regarding the address change of the factory / facility. The message must be confirmed by the applicant, by clicking on the Continue -button, before you will be allowed to continue with the completion of the claim form: TAKE NOTE: if you selected the Continue -option for this warning, the original address on the approved application will be updated with the new address as entered under item 2.3.1, on submission of the claim to the dti. TAKE NOTE: you will not be able to change the address on this page but, a new page will be displayed to you where the new physical address and establishment point can be captured refer to step for details on the page for Claim Address Change. This page will be presented to you after you have completed the first page of the claim form. TAKE NOTE: during the agreement period between the applicant and the dti, where the applicant changes the physical address of the factory / facility, the claim will be forwarded to the Inspections Division of the dti for a physical site inspection, as the location of the factory / facility can have an impact on the approval of the application. The applicant will be duly notified of such an inspection. EIP_ClaimsModule_External_V1 15

16 2.3.1: GENERAL INFORMATION Claim Address Change Once you have indicated a physical address change on the 1 st page of the claim, these fields are mandatory and must be completed. Where the establishment point also changed since the approval of the application, you need to select the new establishment point from the dropdown list. If the establishment point did not change, you HAVE TO enter the original establishment point as per approved application. The original establishment point can be viewed on the application on the page B-Project. TAKE NOTE: by the time you have reached this page, your claim has been saved by the system and you can browse between the pages of the approved application (buttons in orange) and the pages of the claim form (buttons in green), without losing any information. TAKE NOTE: on each page of the claim form, you HAVE TO enter the NEXT button at the bottom of each page to save the information you have captured or changed on that page. Step 2 on the page where you have to enter the new physical address, you also need to enter the new postal address: EIP_ClaimsModule_External_V1 16

17 IMPORTANT: you have to click on the Next -button at the bottom of each page to save your information IMPORTANT: while capturing your claim, you will be able to browse the pages of your approved application see below: IMPORTANT: while capturing your claim, you will be able to browse the pages of your claim form, while you are busy to complete the claim and also after you have submitted the completed claim to the dti see below: EIP_ClaimsModule_External_V1 17

18 2.4: GENERAL INFORMATION 4. Contact Person Item 4 of the claim form represents the name of the contact person for the applicant as reflected on the approved application. In the above example, the applicant indicated that the name of the contact person is still the same and therefore selected the Confirm details - option. The system will allow the applicant to change the contact person by selecting the Edit details -option see below: WARNING: a warning message will be displayed to the applicant regarding the change of the contact person. The message must be confirmed by the applicant, by clicking on the Continue -button, before you will be allowed to continue with the completion of the claim form: TAKE NOTE: changing the name of the contact person on the claim, will update the contact person as reflected on the approved application, on submission of the claim. Please be sure that you do want to change the contact person on the application before you submit the claim with new information to the dti. EIP_ClaimsModule_External_V1 18

19 2.5: GENERAL INFORMATION 5. Contact Details Item 5 of the claim form represents the contact details of the applicant as reflected on the approved application. In the above example, the applicant indicated that the contact details are still the same and therefore selected the Confirm details -option. The system will allow the applicant to change the contact details by selecting the Edit details -option see below: WARNING: a warning message will be displayed to the applicant regarding the change of the contact details. The message must be confirmed by the applicant, by clicking on the Continue -button, before you will be allowed to continue with the completion of the claim form: TAKE NOTE: changing the contact details of the applicant on the claim, will update the contact details as reflected on the approved application, on submission of the claim. EIP_ClaimsModule_External_V1 19

20 Please be sure that you do want to change the contact details on the application before you submit the claim with new information to the dti. TAKE NOTE: the contact details of the applicant may not be contact details of the consultant. TAKE NOTE: if you are making use of a consultant and any details for this person / company must be changed, you have to change the information on the application, by clicking the Change Contact Details link next to your approved application on the applicant landing page see below: 2.6: GENERAL INFORMATION 6. Financial Year-End Item 6 of the claim form represents the financial year-end of the applicant as reflected on the approved application. In the above example, the applicant indicated that the financial year-end is still the same and therefore selected the Confirm details -option. The system will allow the applicant to select the Edit details -option to indicate a change of the financial year-end BUT, the claim can not be submitted to the dti and the following message will be displayed to the applicant: EIP_ClaimsModule_External_V1 20

21 Selecting the option Continue will allow you to complete the rest of your claim form. Selecting the option Cancel will present you with the same claim page and you can change the selected option if you can. TAKE NOTE: a request to change the financial year-end must be uploaded on the approved application. A revised agreement period and a new approval letter needs to be created by the dti before you will be able to submit the claim. Please remember that the new financial year-end will be reflected on your application and therefore you need to change the claim form to confirm the financial year-end before submission. TAKE NOTE: the financial year-end can only be changed before submission of the very first claim of the applicant for this agreement. Once the 1 st claim has been submitted to the dti, the financial year-end information will be locked and can not be changed. If the applicant wants to change the financial year-end as reflected on the approved application after the 1 st claim was submitted to the dti, the agreement between the applicant and the dti will be cancelled. TAKE NOTE: a change in the financial year-end of the applicant can have an impact on the agreement period with the dti and a re-evaluation of the application will be done - if approved by the dti, a new approval letter will be created and ed to the applicant. A copy of the new approval letter can be downloaded from the tracking page of the approved application. EIP_ClaimsModule_External_V1 21

22 2.7: GENERAL INFORMATION 7. Banking Details Item 7 of the claim form represents the banking details of the applicant. For the first claim, the system will select the Edit details -option for the applicant, as this will be the first opportunity for the applicant to provide the banking details to the dti. See below a few very important notes, regarding the banking details: TAKE NOTE: For the 1 st claim of the applicant, the Edit details -option will be selected by the system automatically, as the banking details were not provided earlier please note the Edit details option MUST be selected The Bank name field must be selected from the dropdown values provided by the dti. Where your bank does not appear on the available options, please select the value Not Listed. The dti will investigate the validity of your bank name from the mandatory credit order instruction form and the EIP database will be updated to add the name of your bank to the list of standard bank names The Account number field is mandatory and must be provided by the applicant without spaces e.g should be entered as The Branch code field is mandatory and must be provided by the applicant without spaces e.g should be entered as The Account type field is mandatory and must be selected from the dropdown values provided by the dti. Where your account type does not appear on the available options, please select the value Not Listed. The dti will investigate the validity of your account type from the mandatory credit order instruction form and the EIP database will be updated to add the account type as a standard account type VERY IMPORTANT the beneficiary name of your account must be the same as the name of your entity name as reflected on the approved application e.g. where the name of the entity on the approved application is: ABC Trading Enterprises CC, your bank account name should be registered at the bank as ABC Trading Enterprises CC. Payments WILL NOT be made into an account where the account name is e.g. Pieter Basson or ABC Trading. Please also ensure that your credit order instruction correctly reflects the bank account name. It is imperative that your banking profile data at your bank, the credit order and captured banking details, under 7 above, are identical. Should your banking profile differ from the credit order and captured banking details, your banking details will be rejected for payment and your claim will not be paid. On all claims, except the 1 st claim, the banking details can be changed, by clicking the Edit details option. The banking details for each new claim will be populated with the banking EIP_ClaimsModule_External_V1 22

23 details from the previous claim the applicant will then have the opportunity to confirm the banking details as correct OR edit the banking details if the details have changed since the previous claim was submitted to the dti. Confirming the banking details should be handled like this, see below: The system will allow the applicant to change the banking details by selecting the Edit details -option see below: TAKE NOTE: changing your banking details will cause your claim to go through a banking details verification process, which is a requirement of the National Treasury, to confirm the validity of the banking details before the dti makes payment of the claim into your account. This process can take up to 3 weeks and the status of your claim will be reflected as Bank Verification. This is an automated process and the dti have no control over the timeframe to get a result regarding the validity of the banking details. Please do not contact the dti regarding the bank verification process, while your claim is reflecting the status Bank Verification, the dti have no control over the timeframe to confirm the validity of your banking information. The status of your claim will be changed as soon as the verification process is complete. EIP_ClaimsModule_External_V1 23

24 2.8: GENERAL INFORMATION 8. Tax Office Item 8 of the claim form represents the tax office details of the applicant. In the above example, the applicant indicated that none of the details were changed since the submission of the previous claim to the dti and therefore selected the Confirm details option. See below a few very important notes, regarding the tax office details: TAKE NOTE: The income tax number is mandatory and should be entered by the applicant at all times The income tax office is mandatory and should be entered by the applicant at all times Where the applicant is registered for Turnover Tax, a VAT number is not mandatory BUT, proof of registration for Turnover Tax must be uploaded as a supporting document under Claim Documentation page. Where the applicant is not registered for Turnover Tax, the VAT number is mandatory and the number must be entered by the applicant The tax clearance certificate number and end date is mandatory information and must be entered by the applicant EXCEPT where the applicant is in possession of a SARS Cession, then the SARS Cession document must be uploaded as a supporting document under Claim Documentation page (refer to the section for supporting documentation for more information in this regard section 2.17). The system will allow the applicant to change the tax office details by selecting the Edit details -option see below: EIP_ClaimsModule_External_V1 24

25 TAKE NOTE: by changing your tax details, the system will perform a check-digit validation process according to SARS requirements, to ensure you have entered valid numbers for tax number; VAT number and tax clearance certificate. Please ensure entering the numbers exactly as reflected on your tax documents 2.9: GENERAL INFORMATION 9. Claim Stage Item 9 of the claim form represents the claim stage currently available and the applicant will have to select the correct stage from the options. TAKE NOTE: it is very important for the applicant to know exactly which claim stage must be submitted to the dti. Submitting an incorrect stage, may cause non-payment due to minimum criteria requirements not met. TABLE E: EIP Guidelines Stage 1: End of six (6) months from date of commencement of operations Stage 2: End of 1 st full financial year Stage 3: End six (6) months of 2 nd financial year Stage 4: End of 2 nd full financial year Stage 5: End of six (6) months of 3 rd financial year Stage 6: End of 3 rd full financial year 2.9.1: Stage 1 Minimum criteria The claim period for Stage 1, according to your approval letter, may not coincide with the actual production/operation period e.g. it is possible that you have commenced with production/operation prior to the start date of your stage 1 claim period. If so, you will be eligible to claim the investment cost from the commencement date of production up to the end date of the claim period as indicated by your approval letter from the dti. It is also possible that you have commenced with production/operation AFTER the start date of your claim according to the approval letter from the dti then you may submit the 1 st claim for a shorter period than 6 months. Please keep in mind that the minimum criteria for your stage 1 claim MUST be met for payment of the claim. If you do not meet the minimum investment criteria, your claim will result in a 0 (zero) payment and you will have to wait for payment of the stage 1 claim until you submit the stage 2 annual claim. EIP_ClaimsModule_External_V1 25

26 TAKE NOTE: the stage 1 claim is not a mandatory claim stage and can be omitted by the applicant. Where the applicant realises that the minimum criteria is not met at stage 1, or the applicant misses the cut-off period to submit a stage 1 claim, the applicant can wait until stage 2 to submit the first claim. TAKE NOTE: the grant value will be based on the actual investment made by the applicant and will not exceed the grant amount of 15% of the total qualifying investment (total investment </= R5m) or 30% of the total qualifying investment (total investment > R5m). Where your investment value exceeded 15% or 30% as explained, your grant will be added to your claim stage 2. TAKE NOTE: you can not submit this claim before you have started with commercial production! Investment: Total investment as approved </= R5m Total investment as approved >R5m -15% of Total qualifying investment OR -50% of Total qualifying investment for year 1-30% of Total qualifying investment OR -50% of Total qualifying investment for year : Stage 2 Minimum criteria Stage 2: End of 1 st full financial year This claim will be your first annual claim and represents the 1 st full financial year of your agreement with the dti. In some cases, the period will not be exactly 12 months. This claim stage will include the investment value for the Stage 1 to calculate the minimum criteria for investment. TAKE NOTE: the claim is MANDATORY and must be submitted by the applicant before the cut-off date for submission. The cut-off date will be calculated as follows: end date of claim period plus 6 months. Please note that your approval will be cancelled: If your claim is submitted late If you do not meet any of the minimum criteria TAKE NOTE: the grant value will be based on the actual investment made by the applicant and will not exceed the grant amount for 33% of the total qualifying investment (for projects with total investment </= R5m) or 50% of the total qualifying investment (for projects with total investment > R5m). Where your investment value exceeded 33% or 50% as explained, the excess amount of the grant will be added to your claim stage 3. Economic Benefit score: EIP_ClaimsModule_External_V1 26

27 Total investment as approved >R5m -4 points Development matrix score: Total investment as approved </=R5m -50 points BEE-level: MIP & MIP (upgrade) At least as indicated on the approved application BEE-level: TSP Minimum level 4 Investment: MIP & MIP (upgrade) & TSP Total investment as approved </= R5m -30% of Total qualifying investment OR -70% of Total qualifying investment for year 1 Total investment as approved >R5m -60% of Total qualifying investment OR -70% of Total qualifying investment for year 1 Increase in investment on qualifying M&E (expansions): MIP & MIP (upgrade) & TSP Total investment as approved </= R5m -M&E 30% above base year M&E Total investment as approved >R5m -M&E 35% above base year M&E Increase in investment on qualifying M&E (expansions): MIP (upgrade) Total investment as approved </= R5m -M&E 10% above base year M&E Total investment as approved >R5m -M&E 10% above base year M&E Increase in investment on qualifying M&E (expansions): TSP Total investment as approved </= R5m -M&E 30% above base year M&E Total investment as approved >R5m -M&E 30% above base year M&E Revenue: MIP & MIP (upgrade) & TSP Total investment as approved </= R5m -50% of forecast revenue year 1 Total investment as approved >R5m -70% of forecast revenue year 1 Increase in revenue (expansions): MIP & TSP Total investment as approved </= R5m -15% above base year revenue Total investment as approved >R5m -15% above base year revenue Productivity; value-add; cost reduction target: MIP (upgrade) Total investment as approved </= R5m -70% of forecast for year 1 Total investment as approved >R5m -70% of forecast for year 1 Employment: MIP & MIP (upgrade) and expansions Total investment as approved </= R5m -80% of forecast employment year 1 Total investment as approved >R5m -80% of forecast employment year 1 Employment: TSP and expansions Total investment as approved </= R5m Total investment as approved >R5m -80% of forecast employment year 1 and this cannot be less than the minimum jobs required per investment for TSP projects. -80% of forecast employment year 1 and this cannot be less than the minimum jobs required per investment for TSP projects. TAKE NOTE: the minimum job creation for tourism projects will be checked against the minimum employment tables to qualify for an EIP approval (refer to the EIP guidelines TABLE A and TABLE B (expansions)) EIP_ClaimsModule_External_V1 27

28 2.9.3: Stage 3 Minimum criteria Claim payment will be based on the performance attained at the Stage 2 claim. Stage 3: End six (6) months of 2 nd financial year This claim is the biannual claim for the second year claim and performance criteria defined for Stage 2 will be used to pay the claim. The project s external auditor will need to confirm existence/operation for this stage to be paid. TAKE NOTE: the claim is not mandatory but if the applicant chooses to submit this claim, the claim can not be submitted before the end date of stage 3 claim period e.g. where the claim period for stage 3 is 2009/ /08, the applicant can not submit the claim prior to 2009/08/31. TAKE NOTE: if the stage 3 claim is submitted late, the claim will result in a 0 (zero) payment and the applicant will have to wait for the Stage 4 claim to get the grant amount for the annual investment for year : Stage 4 Minimum criteria Stage 4: End of 2 nd full financial year This claim will be your second annual claim and represents the 2 nd full financial year of your agreement with the dti for investors where the total investment is > R5m, this will be the final claim. TAKE NOTE: the claim is mandatory and must be submitted by the applicant before the cut-off date for submission. The cut-off date will be calculated as follows: end date of claim period plus 6 months. Please note that your approval will be cancelled: If your claim is submitted late If you do not meet any of the minimum criteria Economic Benefit score: Total investment as approved >R5m -4 points Development matrix score: Total investment as approved </=R5m -50 points BEE-level: MIP & MIP (upgrade) At least as indicated on the approved application BEE-level: TSP Minimum level 4 Investment: MIP & MIP (upgrade) & TSP Total investment as approved </= R5m -60% of Total qualifying investment OR -70% of Total qualifying investment for year 2 Total investment as approved >R5m -70% of Total qualifying investment OR -70% of Total qualifying investment for year 2 EIP_ClaimsModule_External_V1 28

29 Increase in investment on qualifying M&E (expansions): MIP & MIP (upgrade) & TSP Total investment as approved </= R5m -M&E 30% above base year M&E Total investment as approved >R5m -M&E 35% above base year M&E Increase in investment on qualifying M&E (expansions): MIP (upgrade) Total investment as approved </= R5m -M&E 10% above base year M&E Total investment as approved >R5m -M&E 10% above base year M&E Increase in investment on qualifying M&E (expansions): TSP Total investment as approved </= R5m -M&E 30% above base year M&E Total investment as approved >R5m -M&E 30% above base year M&E Capacity increase: TSP (expansions) Total investment as approved </= R5m -30% above base year Total investment as approved >R5m -30% above base year Revenue: MIP & MIP (upgrade) & TSP Total investment as approved </= R5m -70% of forecast revenue year 2 Total investment as approved >R5m -70% of forecast revenue year 2 Increase in revenue (expansions): MIP & TSP Total investment as approved </= R5m -25% above base year revenue Total investment as approved >R5m -25% above base year revenue Productivity; value-add; cost reduction target: MIP (upgrade) Total investment as approved </= R5m -70% of forecast for year 2 Total investment as approved >R5m -70% of forecast for year 2 Employment: MIP & MIP (upgrade) and expansions Total investment as approved </= R5m -80% of forecast employment year 2 Total investment as approved >R5m -80% of forecast employment year 2 Employment: TSP and expansions Total investment as approved </= R5m -80% of forecast employment year 2 and this cannot be less than the minimum jobs required per investment for TSP projects. Total investment as approved >R5m -80% of forecast employment year 2 and this cannot be less than the minimum jobs required per investment for TSP projects. TAKE NOTE: the minimum job creation for tourism projects will be checked against the minimum employment tables to qualify for an EIP approval (refer to the EIP guidelines TABLE A and TABLE B for expansions) 2.9.5: Stage 5 Minimum criteria Claim payment will be based on the performance of the Stage 4 claim. This claim stage is only applicable to projects where the total investment as per approved application < R5m. Stage 5: End of six (6) months of 3 rd financial year This claim is only applicable to small investors where the total investment as per approved application is </= R5m. This claim is the biannual claim for the 3 rd year and will be based on the performance criteria of the Stage 4 claim. EIP_ClaimsModule_External_V1 29

30 TAKE NOTE: the claim is not mandatory but if the applicant chooses to submit this claim, the claim can not be submitted before the end date of stage 5 claim period e.g. where the claim period for stage 3 is 2009/ /08, the applicant can not submit the claim prior to 2009/08/31. TAKE NOTE: if the stage 5 claim is submitted late, the claim will result in a 0 (zero) payment and the applicant will have to wait for the Stage 6 claim to get the grant amount : Stage 6 Minimum criteria Stage 6: End of 3 rd full financial year This claim will be your third annual claim and represents the 3rd full financial year of your agreement with the dti for investors where the total investment is </= R5m, this will be the final claim. TAKE NOTE: the claim is mandatory and must be submitted by the applicant before the cut-off date for submission. The cut-off date will be calculated as follows: end date of claim period plus 6 months. Please note that your approval will be cancelled: If your claim is submitted late If you do not meet any 1 of the minimum criteria Development matrix score: Total investment as approved </=R5m -50 points BEE-level: MIP & MIP (upgrade) At least as indicated on the approved application BEE-level: TSP Minimum level 4 Investment: MIP & MIP (upgrade) & TSP Total investment as approved </= R5m -70% of Total qualifying investment Increase in investment on qualifying M&E (expansions): MIP & MIP (upgrade) & TSP Total investment as approved </= R5m -M&E 30% above base year M&E Increase in investment on qualifying M&E (expansions): MIP (upgrade) Total investment as approved </= R5m -M&E 10% above base year M&E Increase in investment on qualifying M&E (expansions): TSP Total investment as approved </= R5m -M&E 30% above base year M&E Revenue: MIP & MIP (upgrade) & TSP Total investment as approved </= R5m -70% of forecast revenue year 3 Increase in revenue (expansions): MIP & MIP (upgrade) & TSP Total investment as approved </= R5m -25% above base year revenue Productivity; value-add; cost reduction target: MIP (upgrade) Total investment as approved </= R5m -70% of forecast for year 3 Employment: MIP & MIP (upgrade) and expansions Total investment as approved </= R5m -80% of forecast employment year 3 EIP_ClaimsModule_External_V1 30

31 Employment: TSP and expansions Total investment as approved </= R5m -80% of forecast employment year 3 and this cannot be less than the minimum jobs required per investment for TSP projects. TAKE NOTE: the minimum job creation for tourism projects will be checked against the minimum employment tables to qualify for an EIP approval (refer to the TSP guidelines TABLE A and TABLE B for expansions) NOW WHAT? You have submitted claims to the dti before the deployment of the EIP Claims Module to production? Those claims should be reflected on the system for you to view and to ensure that you submit the correct claim stages. If 1 or more of the claims you have submitted already is not reflected on the application, PLEASE DO NOT SUBMIT ANY FURTHER CLAIMS until you have contacted the dti to report this. 2.10: GENERAL INFORMATION 10. Claim Period (according to your approval from the dti) On selection of the claim stage, the following information will be calculated by the system automatically and updated for you on the claim form page 1: Item 10 of the claim form represents the claim period as reflected on the approval from the dti. The period will be calculated by the system automatically, depending on the selection of the claim stage in item 9 above. The commencement date of production will be populated by the system automatically from your approved application. TAKE NOTE: keep your approval letter from the dti handy to confirm the claim period as calculated by the system. PLEASE REMEMBER that changes to the financial yearend and start date of production may have an impact on the approval letter and agreement period ensure that you have the most recent copy of the approval letter. EIP_ClaimsModule_External_V1 31

32 TAKE NOTE: the system will not allow you to submit any claims unless you have confirmed (in writing) your actual commencement date of production. If you need to confirm the commencement date of production now, upload the signed confirmation letter on the approved application under 1-Documentation page of the application and contact the dti to confirm your commencement date confirmation. 2.12: GENERAL INFORMATION 12. Employment Item 12 of the claim form represents the job creation for this claim period and should always reflect the TOTAL jobs. Where the applicant is making use of temporary / seasonal workers, the full-time equivalent jobs must be reflected here. If you are unsure on how to calculate the full-time equivalent jobs, you may refer to the claim page for Claim Financials for more information. TAKE NOTE: Field number 1 and 2 must reflect the number of disabled workers and this count will already be included in the totals entered e.g. if you have 7 black male workers and 2 of the 7 are disabled, you should enter 7 in the field for black males and 2 in the field for disabled males. TAKE NOTE: the highlighted note (3) is a reminder that the total number of employees must be reflected on claim stage 2; 4 and 6 for expansion projects, the base year employment must be included. At the bottom of each page, there is a button NEXT. To save the information you have entered on each page, you need to click on this button to save the data you have entered / changed. IF YOU OMIT DOING THAT, YOUR INFORMATION WILL BE LOST AND YOU WILL HAVE TO RE-CAPTURE! EIP_ClaimsModule_External_V1 32

33 You have reached the end of page 1! Congratulations! You can now phone a friend or take a break because your claim will be saved for you until you can complete the rest of the claim form. Your incomplete claim will be reflected on your landing page, below your approved application the status of the claim will be New Claim see below: To continue with your incomplete claim, click the Select link next to the claim status and the system will display your claim for further data entry. TAKE NOTE: you have to submit your claim to the dti after you have completed all the fields and uploaded all the supporting documentation. The dti can not see your claim while the status of the claim reflects New Claim. To ensure that you have submitted your claim, check the status of the claim it should change from New Claim to Acknowledged or Non-eligible. To check the status of your claim, click on the View -link next to the approved application see below. For more information on the different claim statuses, refer to section 2.20 Claim Statuses of this document. EIP_ClaimsModule_External_V1 33

34 2.13.1: CLAIM PREMISES Item 13.1 represents the area of the premises as reflected on the approval from the dti. In the example above, the applicant indicated that no change occurred in the size of the premises since the approval of the application and therefore selected the Confirm details option. The dti is aware of the fact that changes to the size of the premises may occur since the approval of the application. To indicate a change in the approved information, the applicant will have to select the Edit details option and then change the information according to the actual size of the factory / facility see below: EIP_ClaimsModule_External_V1 34

35 TAKE NOTE: where changes to the premises occur on any claim form, the claim will be forwarded to the Inspections Division, as a site inspection will have to be conducted. The size of the premises will have an impact on the approval and it may happen that a new approval letter will be issued after a physical site inspection was conducted. Please also note that the grant amount may be reduced due to the change of the premises. A copy of the new approval letter will be ed to you or a copy of the new approval letter can be downloaded from the tracking page of the approved application : CLAIM PREMISES TOURISM Item 13.2 represents the capacity increase for tourism projects (expansions only). The information requested by the dti, should be completed as follows: A.1: Rooms Base year (before expansion) the number of rooms before the expansion of the project occurred must be entered in this field. The information must be the same as reflected on the approved application A.2: Rooms Additional the number of additional rooms for this expansion project must be entered in this field. Fields A1 and A2 should be completed by the applicant only if rooms formed part of the expansion project. B1: Seats Base year (before expansion) the number of seats before the expansion of the project occurred must be entered in this field. This column will be applicable to tour operators only. This information must be same as reflected on the approved application. B2: Seats Additional the number of additional seats for this expansion project must be entered in this field. Fields B1 and B2 should be completed by the applicant only if seats formed part of the expansion project. EIP_ClaimsModule_External_V1 35

36 C1: Conferences Base year (before expansion) - the capacity of conference facility (in number of persons/seats) before the expansion of the project occurred must be entered in this field. The information must be the same as reflected on the approved application. C2: Conferences Additional - the additional conference capacity (number of persons/seats) for this expansion project must be entered in this field. Fields C1 and C2 should be completed by the applicant only if conferences formed part of the expansion project. D1: Where the expansion project was approved for any other capacity, a short description (keyword) should be entered in this field. D1: Other Base year (before expansion) - the number of other before the expansion of the project occurred must be entered in this field. The information must be the same as reflected on the approved application. D2: Other Additional - the number of additional other for this expansion project must be entered in this field. Fields D1 and D2 should be completed by the applicant only if other formed part of the expansion project. TAKE NOTE: Please ensure that the Edit details option is clicked for all tourism expansion applications, as the capacity increase must be updated by the applicant at all times for claim stage 2; 4 and 6. TAKE NOTE: always click on the NEXT button at the bottom of the page to SAVE your information as entered on this page. If you omit doing that, your information WIIL BE LOST!! EIP_ClaimsModule_External_V1 36

37 2.14: CLAIM SHAREHOLDING Item 14 represents the major shareholders as reflected on the approval from the dti. In the example above, the applicant indicated that no change occurred in the shareholding since the approval of the application and therefore selected the Confirm details option. The dti is aware of the fact that changes may occur to the shareholding of a company during the agreement period between the applicant and the dti. To indicate a change in the approved information, the applicant will have to select the Edit details option and then change the information according to the new shareholding structure see below: EIP_ClaimsModule_External_V1 37

38 Existing shareholders can also be deleted if they are not part of the company anymore. Please remember that shareholding must always represent 100% shares if some of the shareholders are deleted, the other shareholders must be updated or new shareholders must be added to ensure the shareholding reflects 100% shares. To delete existing shareholders, see below: Another option available to the applicant to change the details of the shareholding is to add more shareholders and not only edit the details of the existing shareholders. To add more shareholders, you need to click on the Add more link provided on the Claim Shareholding page see below: When adding new shareholders, please remember to adjust existing shares to ensure the total shareholding will not exceed 100%. EIP_ClaimsModule_External_V1 38

39 TAKE NOTE: changing the shareholding of an applicant may have an impact on the approval of the application. If the applicant select the Edit details option of the Claim Shareholding page, the status of the claim will be changed to Non Eligible on submission to the dti. The changes will be investigated by the dti and the applicant will be notified of the outcome. 2.15: CLAIM ASSETS Item 15 represents the Claim Assets page and it is very important that this page must be completed accurately by the applicant to ensure a true reflection of the investment for each claim period. To make the process as user friendly as possible, the system will reflect the qualifying assets as per approved application for selection by the applicant. There is 2 different ways the applicant can go about in entering the information needed by the system to calculate the value of the investment for each claim: 1. Each asset line can be updated individually, by clicking on the Edit option (see 1 in the figure above) for a specific asset OR 2. All assets can be updated at once, by clicking on the Add/Edit option (see 2 in the figure above) at the bottom of each asset type table. Using this option will also allow the applicant to add assets not reflected on the original approved application. EIP_ClaimsModule_External_V1 39

40 Using both options, where any data entered is invalid according to the system, the following message will be displayed to the applicant: At the end of each row for every asset description, you will notice 2 types of icons. Icon number 1 is an indication that something is wrong with your input - to see the error, you need to hover over the icon with your cursor and the message will be displayed. Icon number 2 reflects nothing wrong see below: Option 1: Clicking on the Edit link next to a specific asset: The information for the specific asset will be made available to the applicant for changes see below: EIP_ClaimsModule_External_V1 40

41 A. New asset description-field: will be populated by the system with the original description of the assets as per approval. In the example above, the default value will be Cutting Equipment. The applicant should change the description to reflect the exact description of the asset according to the invoice, to prevent any confusion and uncertainty between the applicant and the dti regarding the investment B. Stage 1 (R)-field: Each claim stage will be reflected in a different column where the applicant will be able to view the history of the investment for previous claims. The actual purchase price as reflected on the invoice may be different to what was approved for this item it may be lower of higher please enter the actual cost as reflected on the invoice in this field C. Total cost (R)-field: Will be populated by the system and will reflect the original value for this item as reflected on the approved application. The field is protected and can not be changed by the applicant D. For this claim?-field: if this item must be included in this claim period, the applicant must select this information box E. Source: Supplier/Lessor-field: Will be populated by the system with the original information for this asset item as per approved application. This information MUST be edited / updated by the applicant where the actual information as reflected on the invoice is different to the original information F. Is source a connected party? Relation-field: Will be populated by the system with the original information for this asset item as per approved application. This information MUST be edited / updated by the applicant where the actual information as reflected on the invoice is different to the original information G. New/second hand-field: Will be populated by the system with the original information for this asset item as per approved application. This information MUST be edited / updated by the applicant where the actual information as reflected on the invoice is different to the original information H. Date Purchased-field: Must be completed by the applicant and the date must reflect the actual date purchased as per invoice. Please note, all dates must adhered to the standard format of CCYY/MM/DD I. Date taken into production-field: Must be completed by the applicant and the date must reflect the actual date the asset was taken into production. Please note, all dates must adhered to the standard format of CCYY/MM/DD Option 2: Clicking on the Add/Edit option at the bottom of each asset type table: This option will open all assets at once for the applicant to change / update the asset items for this claim period see below: EIP_ClaimsModule_External_V1 41

42 Using option 2 (example above), the applicant will be able to select and update all assets simultaneously. The following is an explanation of the fields and how to use / complete the claim form: 1. New asset description where the description of the asset as reflected on the approved application must be changed, this field should be used to enter the new/changed description by the applicant. 2. The fields are protected and can not be changed it will reflect the base year value of the assets (where applicable). 3. In the Approved column of the sheet, the value for each asset item as per approved application will be populated by the system automatically. This will be a clear indication to the applicant of the investment as reflected on the approval. TAKE NOTE: the value as per approved application can be lower / higher than the actual value of the assets as reflected on the invoice. It s ok! Please refer to item 10 for more information in this regard. 4. The Claimed column will reflect all assets and values already claimed by the applicant on previous claims. Refer to item 6 for additional information in this regard. The same asset item may be selected more than once on different claims, as long as the applicant can prove that more than 1 of the same asset was purchased OR the asset item is being /will be paid in phases. In this case, the actual amount should be indicated in the column for item 6. EIP_ClaimsModule_External_V1 42

43 See examples below: Example 1: the total cost of R 1,700,000 (D) for this single knitting machine was paid over 3 claim stages; in Stage 1, the applicant paid R 500,000 (A). In Stage 2, the applicant paid R 500,000 (B). In Stage 3, the applicant paid R 700,000 (C). This asset item was selected 3 times in 3 different claim stages. Example 2: the total cost of R 1,700,000 (D) for 3 different knitting machines was purchased over 3 claim stages; in Stage 1, the applicant bought the 1 st machine for R 500,000 (A). In Stage 2, the applicant bought a 2 nd machine for R 500,000 (B). In Stage 3, the applicant bought a 3 rd machine for R 700,000 (C). This asset item was selected 3 times in 3 different claim stages. 5. This column will represent the select to indicate the asset as part of the current claim the applicant should select all assets which will form part of the investment for this claim only! 6. The column Claim (R) represents the value of the selected asset for this claim only! The applicant must enter the amount and should be able to prove this investment by means of an invoice / receipt. A few important facts you should know: i. Where this field display a zero (0) value, it means that you have selected the full amount as per approved application already on previous claim stages in such cases you will have to enter the amount ii. Where this field displays an amount which is equal to the amount in the column Approved (R), it means that the applicant has not claimed any value against this asset item so far EIP_ClaimsModule_External_V1 43

44 iii. Where this field displays an amount which is less than the amount in the column Approved (R), it means that you have claimed a portion of this asset value of a previous claim stage. This value plus the value in the column Claimed (R), should be equal to the value n the column Approved (R) 7. In option 2, the system will display 10 lines with assets at a time where the applicant finishes with the first page, use these buttons to navigate through the pages until all assets for this claim period have been selected and updated. The buttons First, Last, Next and Previous will enable the applicant to change pages as requested. 8. The Update button will do exactly what it says UPDATE! Before you leave the functionality to select all assets at once, you need to inform the system and therefore HAVE TO click on the Update button this will instruct the system to update your information. PLEASE DO NOT CONTACT THE SYSTEM ADMINISTRATION OFFICE WHEN YOU LOOSE YOUR CHANGES WE WILL KNOW THAT YOU HAVE NOT UPDATED THE CHANGES AND YOU WILL BE REQUESTED TO REDO EVERYTHING! 9. This button can be used to cancel all your changes and information will be lost as soon as you click on the Cancel button please be careful not to click this button unless you are sure you want to abandon the changes on this part of the claim form only! 10. This value is the most important value on this sheet and represents the total qualifying value for this asset type (in this example machinery and equipment) to the value of R 56,704, This value represents the total value that you have claimed so far. It is important to know that the value of this item can never exceed the value as reflected in item 10. TAKE NOTE: using this option, the applicant will be allowed to add assets not on the original approved application however; the applicant will not be able to exceed the qualifying amount per asset type. If some of the assets as reflected on the approved application were not acquired as planned, new asset descriptions can be added at this stage. Remember, the newly added assets will go through an evaluation process at the dti to determine if the asset items are qualifying assets newly added assets may be disqualified by the dti. TAKE NOTE: for each asset type (e.g. M&E or Commercial Vehicles or Owned Land etc.), you will not be able to exceed the total qualifying value as per your approved application no matter whether you have paid more for any of the assets see example below: EIP_ClaimsModule_External_V1 44

45 In the example above, the total qualifying investment for machinery and equipment as per approved application is R 3,400,000 (i). On the claim, the applicants selected and enter the actual values for the assets, as reflected on the invoices, to the value of R 3,940,230 (ii). The dti authorise and pay the claim to the value of R 3,400,000 (iii), as the applicant exceeded the maximum approved value for machinery and equipment. To ensure you understand how the assets will be managed by the dti at claim stage, we will use this example to demonstrate a few other important facts regarding the assets at claim stage: Total qualifying investment as per approval letter for applicant: ABC (Pty) Ltd EIP_ClaimsModule_External_V1 45

46 FACT! Yes, you will be able to view the qualifying investment on your application immediately after the approval of the application by the dti! HOW? see below: A new page was added to the application which will reflect the qualifying investment as per approval letter. The applicant can click on the new page button DTI-Qualifying Assets to EIP_ClaimsModule_External_V1 46

47 view the assets and qualifying investment value per asset type this will be an indication to the applicant exactly what will be available during the agreement period with the dti and also indicates which assets were disqualified during the evaluation process of the application. During claim stages, company ABC (Pty) Ltd (example of assets above), will be able to claim for the following asset types and the system will only display these asset types to the applicant to select: 1. Machinery and equipment total value R 89,000, Commercial vehicles total value R 17,800, Improvements on lease buildings total value R 12,500, Lease buildings total value R 7,600,000 Any investment by the company ABC (Pty) Ltd on the asset types listed below will not be granted by the dti, as none was approved at application stage: 1. Owned land 2. Owned buildings 3. Improvements on owned land 4. Improvements on owned buildings 5. Improvements on lease land 6. Lease land TAKE NOTE: for example, where an approval was granted for lease buildings but the applicant decided to buy a building after the application was approved, no grant will be paid on the owned building AND where this applicant occupied the newly purchased owned building and not the lease property as reflected on the approval letter, no grant will be paid on the lease building as well! PLEASE NOTIFY THE DTI IN WRITING WHERE ANY OF THE APPROVED CRITERIA CHANGED SINCE THE APPROVAL WAS GRANTED. In short, you can not swap assets!!! IMPORTANT FACT: the investment value for machinery and equipment for each claim period will determine the 20% value allowed for commercial vehicles. Company ABC (Pty) Ltd submitted their Stage 1 claim to the dti reflecting the following investment: In the sheet below: Total investment selected by the applicant for Machinery and equipment = R 11,232,513 Total investment selected by the applicant for Vehicles = R 15,500,000 According to the EIP guidelines, only 20% of the investment in machinery and equipment will be allowed for vehicles = 20% of R 11,232,513 = R 2,246,503 Although company ABC (Pty) Ltd was approved for R 17,800,000 for vehicles, the investment in machinery and equipment for this claim will only allow R 2,246,503 the rest of the investment in vehicles will be paid on next claims, if the company prove adequate investment in machinery and equipment. (Investment made in previous claims will be taken into consideration). EIP_ClaimsModule_External_V1 47

48 IMPORTANT FACT: the investment value for machinery and equipment for each claim period will determine the 20% value allowed for lease land and lease buildings please refer to the above example for commercial vehicles. IMPORTANT FACT: irrespective of the value of the investment selected by the applicant, the payment by the dti will not exceed the maximum per annum as per approval letter. Please also note the applicant will be paid on the actual investment where the investment is lower than the expected maximum as reflected on the approval letter. IMPORTANT FACT: the investment value for machinery and equipment for each claim period will determine the 100% value allowed for owned property 2.16: CLAIM FINANCIALS On the Claim Financials -page, the dti will request information from the applicant, depending on the claim stage and application type. The different sets of financials will be: EIP_ClaimsModule_External_V1 48

49 2.16.1: CLAIM FINANCIALS STAGE 1; 3 AND 5 ALL PROJECTS Field number 1 represents the total investment made at cost for this claim period only and should be equal to the value of the selected assets on the Claim Assets -page, excluding the value for lease land and lease buildings : CLAIM FINANCIALS STAGE 2; 4 AND 6 NEW PROJECTS 1. Where the applicant disposed of any assets during this claim period, the value must be entered in this field. If no assets were disposed of, please enter 0 (zero) 2. The value of the investment made at cost must be entered in this field the value must be equal to the value of the selected assets on the Claim Assets -page of the EIP_ClaimsModule_External_V1 49

50 claim form, excluding the value for lease land and lease buildings. Where no investment was made, please enter 0 (zero) 3. The revenue (turnover) for the claim period must be entered in this field. The information is mandatory and must be completed. 4. The actual BEE-level must be selected from a dropdown list. If the applicant is exempt, select the option Non contributor. TAKE NOTE: you still need to upload the exemption certificate under Claim Documentation -page. You will not be able to submit your claim to the dti without this document. 5. Where the applicant is using temporary / seasonal workers, this field must be updated with the total number of workers (head count). 6. The total number of hours worked by the workers in item 5 above must be entered in this field. The dti needs this information to calculate the full-time equivalent jobs. 7. This value will be populated by the system automatically and the applicant will not be able to enter any information. 8. The number of full-time employees must be entered in this field. 9. This field will be populated by the system automatically and the applicant will not be able to enter the information. The value on page 1 of the claim form 2.12: Employment should be equal to the value of this field, otherwise the applicant will not be able to submit the claim to the dti. 10. This field will be populated by the system automatically and will be used to determine if the applicant meets the criteria for job creation according to the development matrix or economic benefit criteria. TAKE NOTE: you need to click on the NEXT button to save the information on your claim. If you omit doing that, you will have to re-capture all the information on this page. EIP_ClaimsModule_External_V1 50

51 2.16.3: CLAIM FINANCIALS STAGE 2; 4 AND 6 EXPANSIONS Fields 1-10, please refer to for details. 11. The investment value for machinery / furniture and equipment as reflected on the audited financials for the base year, must be entered in this field. This information is mandatory and must be updated by the applicant. The system will also check the value against the value as reflected on the approved application and where the values differ, the claim status will be reflected as Non Eligible 12. The revenue as reflected on the audited financials for the base year must be entered in this field. The information is mandatory and must be updated by the applicant. The system will also check the value against the value as reflected on the approved application and where the values differ, the claim status will be reflected as Non Eligible 2.17: CLAIM DOCUMENTATION On the page for claim documentation, a list of supporting documents will be displayed and the applicant will have to upload all mandatory documents before the claim can be submitted to the dti. In the example below, all documents are listed BUT, for each claim, EIP_ClaimsModule_External_V1 51

52 only the applicable mandatory documents will be listed you may not see all documents listed here for your specific claim, only the documents applicable to your claim will be listed: The table below is a list of all documentation and an indication of when each document will be required by the dti: Document Description Claim stage Mandatory Audited financial statements (stages 2, 4) 2;4 Yes (Where qualifying investment >/=R30m) Financial statements authorised by an independent, external accredited person for close corporations or cooperatives for projects below R30m (Where qualifying investment <R30m) Authorised (by an independent registered auditor or independent external accredited person) management accounts (stages 2, 4 and 6) for the project. Projects which are a subsection of a registered legal entity (division/branch/profit centre) must also provide financial statements for the registered legal entity as a whole. Factual Findings Report (stages 1, 2, 4 and 6) by independent registered auditor or independent external accredited person. The report must clearly reflect the professional body the member belongs to and the registration and/or membership number Factual Findings Report (stages 1, 2, 4 and 6) by independent registered auditor or independent external accredited person. The report must clearly reflect the professional body the member belongs to and the registration and/or membership number (this can be a signed letter to confirm the applicant is still in operation) 2;4;6 Yes 2;4;6 Yes 1;2;4;6 Yes 3;5 Yes Bank stamped credit order instruction form with cancelled cheque at all stages 1;2;3;4;5;6 Yes Valid Tax Clearance Certificate OR SARS cession document OR prove of 1;2;3;4;5;6 Yes Turnover Tax registration EIP_ClaimsModule_External_V1 52

53 Resolution of Board members (if different to application stage) 1;2;3;4;5;6 Yes Signed declaration by consultant 1;2;3;4;5;6 Yes Notification of name change (where applicable) 1;2;3;4;5;6 Yes To upload the different documents, follow the instructions below: Fields 1-6 represent the description of the document you need to upload the system will populate this information for you. For each of the descriptions (field 1-6), you need to click on the Browse button and then locate the specific document on you desktop / laptop / notebook when all documents have been uploaded, the name of the document you have uploaded, will be displayed in the fields the applicant now have the opportunity to check all documents before the Upload button is clicked, to physically upload the documents. Once all documents have been uploaded, a list of the documents will be displayed below the table above: Column 1: The applicant will have the opportunity to delete any supporting document that was uploaded incorrectly, before the claim is submitted to the dti. Just click on the delete link and the document will be removed. EIP_ClaimsModule_External_V1 53

54 Column 2: The applicant can view any document uploaded on the claim form. Clicking on the View link will open the document to be viewed. Column 3: Display the size of the uploaded document. Column 4: Display the date the file was uploaded. Column 5: Display the name of the document that was uploaded. Column 6: Display the system name and category of the required document. TAKE NOTE: no document uploaded can be deleted by the applicant or the dti after the claim was submitted to the dti. Please do not phone the dti to request deletion of any uploaded documents. You will be able to delete incorrectly uploaded documents before submission of the claim to the dti. TAKE NOTE: the maximum file size that can be uploaded by the applicant is 5MB. The system can unfortunately not check the file size to warn the applicant, as the size can only be detected after upload. To check the file size before you upload, right click on the properties of the file and confirm the file size: The size will be reflected as: EIP_ClaimsModule_External_V1 54

55 Where the file size exceeds 5 MB, the applicant needs to break-up the file in smaller parts and then upload each part. TAKE NOTE: the dti can not upload your documents for you!! Please do not them to the system administrator s office or to the dti official evaluating your claim!! : CLAIM DOCUMENTATION STAGE 1 CLAIM 12.1 It is the responsibility of the entity to provide complete and accurate information to the dti in order to enable speedy and correct processing of the investment grant. To claim for the MIP grant, the entity must submit the following documents to the Programme Manager at the dti: TAKE NOTE: the dti can reject payment of a claim where incomplete claim form information and supporting documentation is submitted to the dti even if you submit the claim form and supporting documents manually via the dti registry office! The following supporting documentation is mandatory and must be uploaded on the Stage 1 claim before submission of the claim to the dti. 1. Factual Findings Report by independent registered auditor or independent external accredited person. The report must clearly reflect the professional body the member belongs to and the registration and/or membership number. 2. Bank stamped credit order instruction form with cancelled cheque at all stages 3. Valid Tax Clearance Certificate or SARS cession document or prove of registration for Turnover Tax at all stages 4. Resolution of Board members (if different to application stage) 5. Signed consultancy agreement (where applicable) 6. Notification of name change (where applicable) EIP_ClaimsModule_External_V1 55

56 2.17.2: CLAIM DOCUMENTATION STAGE 2; 4 & 6 1. Audited financial statements (projects where the qualifying investment > R30m) OR 2. Financial statements authorised by an independent, external accredited person for close corporations or cooperatives (projects where the total qualifying investment below or equal R30m). The statements must clearly reflect the professional body the member belongs to and the registration and/or membership number 3. Authorised (by an independent registered auditor or independent external accredited person) management accounts for the project. Projects which are a subsection of a registered legal entity (division/branch/profit centre) must also provide financial statements for the registered legal entity as a whole. 4. Factual Findings Report by independent registered auditor or independent external accredited person. The report must clearly reflect the professional body the member belongs to and the registration and/or membership number. 5. Bank stamped credit order instruction form with cancelled cheque at all stages 6. Valid Tax Clearance Certificate or SARS cession document or prove of registration for Turnover Tax at all stages 7. Resolution of Board members (if different to application stage) 8. Signed consultancy agreement (where applicable) 9. Notification of name change (where applicable) : CLAIM DOCUMENTATION STAGE 3 & 5 1. Factual Findings Report by independent registered auditor or independent external accredited person. The report must clearly reflect the professional body the member belongs to and the registration and/or membership number. (Where no new investment occurred, a letter from the Auditor to confirm the fact that the applicant is still operating should be uploaded) 2. Bank stamped credit order instruction form with cancelled cheque at all stages 3. Valid Tax Clearance Certificate or SARS cession document or prove of registration for Turnover Tax at all stages 4. Resolution of Board members (if different to application stage) 5. Signed consultancy agreement (where applicable) 6. Notification of name change (where applicable) EIP_ClaimsModule_External_V1 56

57 2.18: CLAIM SUBMISSION On submission of your claim, you will be presented with this page. Clicking on the Submit claim button, the system will give you the opportunity to abort the submission if you are not sure that all documentation and information was entered see below: Clicking option 2 above, will abort the submission of the claim and the applicant will have the opportunity to re-work the claim form and supporting documentation. Clicking option 1 above, will submit the claim to the dti and the claim will not be available to the applicant anymore. The claim can be viewed by the applicant but no changes can be made. You can now monitor the progress of your claim by clicking the Claim Tracking page of the claim see below: For more information on the tracking page, refer to 2.19 of this document. EIP_ClaimsModule_External_V1 57

58 2.19: CLAIM TRACKING To follow the progress of your claim (without contacting the dti), you should click on the page Claim Tracking. On this page you should be able to see the progress of your claim exactly and you should also be able to see if and what information is requested from you by the dti. You need to log in to the EIP webpage often to track the progress of your claim. The following information will be displayed to the applicant from the Claim Tracking page: In the Claim History table, the system will reflect the different statuses of the claim, which will also be an indication of the progress of your claim. Each status represents a step in the processing of the claim and is therefore important for you to understand the meaning of each status then you will know where in the process your claim is for payment. The statuses will be displayed from the oldest to the latest in the example the current status is Evaluation. 1. This status reflects the very first status of your claim New Claim. Please refer to the table 2.20 for details on each claim status. During this stage, you as the applicant is still the owner of the claim and the dti can not access the claim A list of all supporting documents as uploaded by the applicant will be displayed here the applicant will be able to open and view any of the uploaded documents but no document can be deleted 2. On submission of the claim to the dti, this status will always be reflected to indicate a successful claim submission The acknowledgement receipt will be created by the system automatically and a copy of the letter can be downloaded here. Please note that the letter will EIP_ClaimsModule_External_V1 58

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