HP Marketing Development Funds (MDF) Tool

Transcription

1 HP Marketing Development Funds (MDF) Tool

2 How does process works The key steps Setup of your invoice prior claiming is no more required. Once your claim documentations are validated by HP, an will be sent to your accounting giving invoicing instruction Steps HP Setup activities for you In MDF Tool You confirm your approval for the activities in MDF Tool You execute your activity You submit your claim documentation in MDF Tool HP Validates your claim documentations in MDF Tool HP prepare invoice request for your Accounting HP proceeds to the payment notification Go-ahead Will notify you that your activity has been allocated to you and will instruct you to approve/reject it. Please do not proceed with any activity until this notification is received Claim reminder: You will receive a series of reminders prior to the claiming deadline Status updates: You will be notified when the status of your activity is changed, i.e. validated or rejected Payment notification: Your payment contact will receive invoice instruction for payment execution 2

3 Submit your claim Claim directly in the tool In the My activities page you can filter on the activites for which a claim is expected and submit your claim pack directly in the tool by cliccking claim now 3

4 Submit a claim Upload and submit your claiming package 1. Attach documentation: Required documentation is dependent on the Activity Type Proof of performance Proof of cost 2. Fill in your claim amount without VAT 3. Check details: Check the claim is accurate and review your company s bank details and payment contact to ensure the payment is going to the correct account Click submit: The claim will then be validated and you can view its status in the MDF Tool. 4 Please note: For Alliance co-funded activities you will be asked to provide an Alliance Reference ID

5 Eligibility Matrix Activity Category Descriptions and Examples Examples of Ineligible Expenses Partner's or MSA's Proof of Cost (PoC) required with Partner's Proof of Performance (PoP) Claim submission required with claim submission Advertising Print, Radio or Television Spots, Billboards, Banners, or other general advertising of HP products, solutions or services to end user Catalogs (print/web) Customer Education/Briefings/ Seminars/Webinars 5 Print or electronic catalogs or catalogue page, product brochures, newsletters or flyers developed for mass distribution to potential customers. Partner-hosted activities related to educating customers about HP products, solutions and services. Note: If travel is necessary for activity, travel and accommodation costs are eligible for reimbursement for this activity category. transportation costs or airfares Partners/Retailers infrastructure costs such as furniture (chairs, desks, tables etc.) transportation costs or airfares Penalties or cancellation charges Partner employee out of office time Travel or accommodation expenses for HP employees Fees paid to an HP employee Airfare expenses are limited to economy class only Any travel costs deemed as excessive by HP Customer Assessments A customer-requested or partner-requested customer Partner employee out of the office consultation or assessment with targeted strategy plan time developed for the purpose of displacing an HP Travel or accommodation expenses competitor, driving incremental HP business with a new for HP employees customer account or a new division within an existing Fees paid to an HP employee customer account. The assessment would typically be Airfare expenses are limited to delivered by a 3rd party consultant or system economy class only integrator. Direct Mail/Telemarketing Note: If travel is necessary for activity, travel and accommodation costs are eligible for reimbursement. Direct Mail marketing campaigns (print or ) or telemarketing call campaigns for lead generation, marketing campaign follow-ups, market research, customer updates on HP programs, products and services. transportation costs or airfares Penalties or cancellation charges Partners must provide itemized invoices or reciepts from third-party suppliers which clearly associate to the activity including date(s)activity was conducted. Partner must provide letter head statement or invoice which includes date, ad placement and itemized costs. MSA copy of quotation with full breakdown costs plus 3rd was conducted. 1. Print advertising: Copy/ PDF of print advertising (with publication name and date) 2. Radio advertising: Copy of the script, length of spot, time and date. 3. Outdoor advertising: Photograph of the billboard. (with date) party invoices. Partners must provide itemized invoices or reciepts from Sample of catalog, PDF or third-party suppliers which clearly associate to the activity weblink/screenshot. including date(s) activity was conducted. Partner must provide letter head statement or invoice which includes dates, name of catalog and itemized costs. Partners must provide itemized invoices or receipts from Copy of invite or agenda third-party suppliers which clearly associate to the activity including date(s) activity was conducted. Partner must provide letter head statement or invoice which includes dates and itemized costs. Partners must provide third-party invoice or itemized (internally generated) invoice from partner if assessment was completed by the partner with dates activity was conducted. Copy of assessment feedback with dates when assessment was conducted Partners must provide itemized invoices or receipts from Sample of Mailing piece or copy of third-party suppliers which clearly associate to the activity telemarketing script (when applicable) and include the dates of the direct mail or telemarketing campaign. If activity is performed "in-house," partners must provide letter head statement or invoice of itemized costs including number of pieces sent or calls made and the date(s) activity

6 Eligibility Matrix Activity Category Descriptions and Examples Examples of Ineligible Expenses Partner's or MSA's Proof of Cost (PoC) required with Claim submission E-Advertising Web-based advertising, electronic banner ads, electronic flyers or web-content which features HP products, solutions or services. Equipment (demo/dev) Investments made in purchasing, renting or leasing of HP hardware or software for demonstration, application development or customer evaluation purposes. The following terms and conditions apply: A partner co-investment is required for this activity. HP s co-investment in partner s demo equipment cannot materially exceed the depreciated value of the unit while it is used as demo equipment Partners are required to maintain documentation detailing use and Disposition of demo equipment. Equipment must be used by the partner for demonstration purposes only and cannot be resold for six months. After six months, demonstration units sold to customers must include all manufacturer s original equipment, including, but not limited to, all parts, documentation, and software, or the warranty will not apply. Partner is responsible for complying with all laws and regulations governing the sale of such systems when demo equipment is sold to an end-user customer. The channel partner must advise end users that the product was a demonstration model. Eligible product can not be sold to another reseller or broker. Partners are required to maintain use and disposition documents for a minimum of 2 years. HP reserves the right to perform audits to verify that units have not been sold and are being used for demonstration purposes transportation costs or airfares Penalties or cancellation charges Non-HP equipment and products Renovation costs for demo rooms Equipment repair costs Supplies costs such as paper and ink transportation costs, or airfare Partner's Proof of Performance (PoP) required with claim submission Partners must provide itemized invoices or receipts from Web-Link, screenshot and/or sent. third-party suppliers which clearly associate to the activity including date(s) activity was conducted. If activity is performed "in-house," partners must provide letter head statement or invoice of itemized costs including the website address for the web-content or example of e- advertising content with the date(s) activity was conducted. Partners must provide supplier invoice showing price paid Partners must provide product serial for hardware or software. numbers. 6

7 Eligibility Matrix Activity Category Descriptions and Examples Examples of Ineligible Expenses Partner's or MSA's Proof of Cost (PoC) required with Claim submission Shows & Events Partner-hosted events, exhibitions, conferences, roadshows or trade shows highlighting HP products, services and solutions for customers. HP led/hosted events in which partners participate. Note: If travel is necessary for activity, travel and accommodation costs are eligible for reimbursement. HP led/hosted events are limited to partner participant's travel costs, accommodations and participation fees only. Partner's Proof of Performance (PoP) required with claim submission Partner employee out-of-office time Costs for repairs or maintenance to demo equipment Travel or accommodation expenses for HP employees Partners must provide dated itemized invoices or receipts from third-party suppliers which clearly associate to the activity including date(s) activity was conducted. Partner must provide letter head statement or invoice with Copy of agenda, invite or event details. Airfare limited to economy class only, itemized costs, date(s) of show/event for Partner's employee only Any travel costs deemed as excessive by HP Charitable contributions or charitable sponsorships associated to show/event* unless pre-authorized through HP Corporate Affairs Training Sales Incentive Technical, Sales or other certification training, provided by HP or provided by trainers approved by HP, taken by the Partner employees to enable Partner s ability to drive demand for HP products and services. May include formal trainings, classroom, on-site trainings, webbased trainings, Lunch and Learns, self-paced trainings, sales soft-skills trainings, coaching. Trainings for end-customers Partner employee out-of-office time Travel or accommodation expenses for HP employees Airfare is limited to economy class only, for partner employee only. Any travel costs deemed as excessive by HP Note: If travel is necessary for training activity, travel and accommodation costs are eligible for reimbursement. Incentive benefit paid by Partners to their employees, Product discounts, end of life or by a Distributor to a Partner, for sales of specified HP discounts product during pre-determined short-term timeframe. End customer sales incentives Examples: SPIF's (performance incentive), floor days, Growth goal incentives sales contests, or other types of sales activities with Sales goal attainment program incentives (prizes, gift certificates, trips, hotel stays incentives etc.) for Partner's employees to sell HP products, HP managed SPIF or incentive solutions or services programs Level of funding to be reimbursed will be capped at approved amount of funding. Partners must provide dated itemized invoices or receipts from third-party suppliers which clearly associate to the activity including date(s) activity was conducted If applicable, itemized third-party invoices and receipts for: Contest prizes and giveaways Gift cards/certificates Training certificate or copy of the agenda or training content. 1. Detailed description of contest or sales incentive including: a. terms and conditions of contest or incentive b. RTM (i.e. Distributor, OEM, ODP, Reseller, Retail) c. BU and products featured d. dates/timeframe for incentive e- what is the reward 2. Achievement/results including a list of winning sales reps names (or employee number) with product SKU, quantity sold, unit amount and total payout for each rep 7

8 Eligibility Matrix Activity Category Descriptions and Examples Examples of Ineligible Expenses Partner's or MSA's Proof of Cost (PoC) required with Claim submission HP Champions Partner resource (Marketing, Technical or Sales) focused on planning, implementing and evaluating the effectiveness of programs for promoting, selling and supporting HP products and services. Note: If travel is necessary for activity, travel and accommodation costs are eligible for reimbursement. Airfare limited to economy class only Any travel costs deemed as excessive by HP Not applicable Partner's Proof of Performance (PoP) required with claim submission Partners must complete Appendices D, E and F of the "HP Champion Guide" (the Business Plan and Reimbursement Forms) Merchandise Promotional items such as pens, pencils, lighters, caps, t-shirts, mugs, pendrives (with HP Logo) used as customer giveaways at eligible events, trade shows, conferences, open houses promoting HP products. Partners/Retailers infrastructure costs such as furniture (chairs, desks, tables etc.) Partners must provide itemized invoices or receipts from third-party suppliers which clearly associate to the activity. If activity is performed "in-house," partners must provide letter head statement or invoice of itemized costs. Retail In-store Marketing Activities In-store/POS product displays in windows, floor bays, wall bay or end-cap to demonstrate and generate demand of HP products. Demo Days - Expenses for in-store demo activities conducted by partner, promoter or outsourced third party service. Services or tools to help retailers evaluate and manage store assortment, product placement (planogram), product replenishment, product introductions, promotions management or other activities designed to attract consumers and maximize category performance (sales) in the retail stores. Partners/Retailers infrastructure costs such as building fixtures, building remodels, furniture (chairs, desks, tables etc.) MDF can NOT be used to fund promotional cash discounts, vouchers or products. MDF can only be used to fund POS to create awareness of the promotion. Partners must provide dated itemized invoices or receipts from third-party suppliers which clearly associate to the activity including date(s) activity was conducted. Partner must provide letter head statement or invoice with itemized costs, date(s) of show/event Photographs of the aisle/ shelf. Copy of the planogram, of the POS on site. OR Photograph of the Point of Sales merchandise on-site promoting HP products 8

9 Thank you