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Claim Submissions

How to submit claims

• The claim form and all supporting documentation, together with the relevant questionnaire have to be completed and submitted to EMIA within three months after the date of return from the approved business destination. Incomplete claims and claim items received after the three months will be rejected without exception. Customers will forfeit the in principle approval granted to them if they do not submit the claim form and all supporting documentation within three months after the date of return from the approved business destination.
• For approvals made after an event has occurred, a claim must be submitted within one month of receipt of such notification of application approval.
• Claims in respect of which claim items/documentation are outstanding after three months, will be cancelled.
• EMIA will supply a notification of approval within 20 working days of a complete claim being submitted to EMIA.

Documentation to be submitted with all claims

No claim will be considered unless accompanied by the following documents:

• Download Claim Forms
  
• National Pavilions (Excel doc)
• Group Missions (Excel doc)
• Individual Participation Claim (Excel doc)
• A copy of the letter of approval for the relevant trip
• Proof of payment of all the relevant costs incurred during the visit should be provided. The only acceptable means of payment are:
  • Cheque
  • Bank draft
  • Credit card or an
  • Electronic bank transfer. Bank statements and electronic bank transfers must provide the name of the beneficiary.

  The following forms of payment will not be considered for reimbursement:

  • Cash payments
  • Book entries
  • Credit Notes
  • Offset payments
  • Third Party payments
  • Travellers cheques.
• Invoices without verifiable VAT registration numbers, company registration numbers, telephone and fax numbers, and without addresses will not be considered for the claim as they cannot be authenticated (only invoices in English or invoices in foreign languages translated into English and certified by a sworn translator will be considered for reimbursement - excluding interpreting fees, which will not be considered for reimbursement at all). In the case of invoices for promotional materials, please note that only those dated 3 months or a shorter period prior to the event will be considered for reimbursement
• In the case of participation in an Exhibition, under the Individual Exhibition Assistance Scheme, full details of deposit refunds and a cost statement for materials purchased for the exhibition and their subsequent disposal must be provided
• Original or certified copies of the economy class air tickets. Air tickets must be accompanied by an invoice and proof of payment from a travel agent. In the case of Individual Exhibition Assistance claims, the claimant must submit 3 quotations from the Preferred Service Provider/s received at the date of issuing of the air ticket
• Certified copy of the passport clearly showing: Personal Particulars & SA Passport control departure & re-entry date stamps. Where passports do not have an entry and exit stamp, because they were scanned at customs, a claimant will have to submit boarding passes as proof of entry/exit into or out of South Africa
• An original current/valid Tax Clearance Certificate. (Please note only an original certificate will be acceptable - a certified copy will not be accepted)
• A fully completed Credit Order Instruction Form (Exel doc) with a bank stamp
• An original or certified copy of a cancelled cheque or in the case of a savings account, a bank statement on the bank's letterhead
• Copy of Customs and Excise registration certificate
• Original air waybills and proof of payment or certified copies thereof or the transport of samples. (DA550 or DA25) Bill of entry/exit stamped by Customs & Excise
• Faxed copies of the claim or the documentation relating to the claim will not be accepted
• A commissioner of oaths must certify all document copies submitted, as true
• Additional documentation/information can be requested at any time for the processing of a claim. Such documents can include copies of bank statements, cheques, delivery notes, order notes, bank deposit slips and any other document regarded as being material for claim purposes
• The claimant has to submit a follow-up report in addition to the questionnaire supplied, on the export successes achieved as a result of the visit, within six months of the event. Should the company not submit these reports, the dti reserves the right to exclude the individual/company from receiving further assistance under the EMIA scheme.

the dti reserves the right to withhold financial assistance if:

• Any of the above-mentioned requirements have not been met
• Any irregularities are discovered in the documentation relating to the applicant's claim

Should you need any assistance in completing your claim, please contact our customer contact centre on 0861 843 384.