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Supplementary information and documentation required - Outward Selling Missions (OSM)

The following supplementary information and documentation are required with the OSM application (to be submitted two (2) months prior to the departure/commencement date of the mission.

A detailed motivation for the mission, including:

• Brief overview and background of the mission
• The contact and involvement of Foreign Offices
• Once completed, how will the mission support the mandate of sustainable SMME development
• What objectives will be achieved as a result of the mission (clear, measurable objectives and outcomes - please refer to the detailed mission motivation template available.)

Entities/individuals applying for EMIA assistance must be registered with the Commissioner of Customs and Excise (SARS) as exporters and importers. A copy of an exporter registration certificate must be attached to all applications. Services oriented companies are exempted from this requirement. Contact SARS on 012 422 6934/5/6/7.

A copy of the Certificate of Incorporation (Ltd, Pty Ltd and CC), Name Change certificate, Trust/Founding statement, Articles of Association or a copy of the Partnership Agreement or in the case of a sole proprietor a certified copy of a South African identity document.

A copy of a valid passport of the traveller representing the entity.

A full colour/corporate brochure/CD ROM of the products or services manufactured or marketed by the company - The brochure must be printed on good quality paper (art gloss stock, minimum 135 gsms) and must contain the following information (please note, faxed copies will not be accepted):

• The entity name and logo
• International contact details
• Carefully edited pictures of the products
• Description of products and the international specifications

Applicants are required to provide the latest audited financial statements, or in the case of sole proprietors, original bank statements (stamped by the bank) for the last three months. The latest audited financial statements must be prepared and signed off by registered accountants/auditors. If the latest financial statements are not available, the most recent statements will be accepted on condition that the registered accountant or auditors provide the reasons for non-availability as well as confirm the entity's turnover and operational assets. In addition to this, the entity must provide EMIA with audited financials of the previous financial year. Newly established entities must submit interim financial statements accompanied by a signed letter from a registered accountant/auditor verifying the interim statements. In the case of a CC or a Partnership the interim statements must be signed off by a registered accounting officer.

In the case of a commission agent, agency agreements from three (3) represented SMME's or HDI's. Commission agents must also submit details and product brochures of the three (3) SMME's or HDI's represented and letters confirming permission to represent these SMME's. If the applicant is an Export Trading House, details and product brochures of at least three (3) SMME's or HDI's represented and letters confirming permission to represent these SMME's.

An original, current/valid Tax Clearance Certificate to be submitted with the application only in special cases where EMIA makes upfront payments. Where upfront payments are not made by EMIA, Tax Clearance Certificates are to be submitted with claims and only if NOT available on the Master file, not submitted with the EMIA applications and/or expired at the claim stage. In instances where SARS is not able to issue a Tax Clearance certificate to a company due to outstanding taxes, an IT88 form may be submitted with the claim. The value of the claim, owed to SARS, by the EMIA applicant, will be ceded to SARS.

Organisers/Applicants must submit a detailed mission plan with the application at least two weeks prior to the departure date of the mission, with verifiable contact details and addresses of businesses to be visited. Please note that a subsistence allowance will not be paid (i) for weekends and public holidays, unless confirmed meetings have been scheduled for these days and (ii) subsistence will only be reimbursed for the last day of the mission, should the delegate/s attend scheduled meetings on the day of their departure.

Once thedti has approved an Outward Selling Mission in principle, it will be required of the applicant to adhere strictly to the rules pertaining to Outward Selling Missions. To this end:

1. Business appointments and functions arranged for the mission members must be attended
2. On arrival or prior to departure from the foreign country a meeting must be held with thedti's Foreign Trade Representative for evaluation purposes

With regard to financial assistance for the group leader, each case will be treated strictly on merit, taking into account factors such as support required by the mission and whether thedti has a representative in the country concerned. Normally assistance will be granted where there are more than eight registered members in the group. The logistical arrangements are the sole responsibility of the mission organisers and not EMIA.

Supplementary information and documentation required - Inward Buying Missions (IBM)

The following supplementary information and documentation are required with the OSM application (to be submitted two (2) months prior to the departure/commencement date of the mission).

A detailed motivation for the mission, including (please refer to the detailed mission motivation template available):

• Brief overview and background of the mission
• The contact and involvement of Foreign Offices
• Once completed, how will the mission support the mandate of sustainable SME development
• What objectives will be achieved as a result of the mission?

Detailed, confirmed flight routing for each of the invitees, as well as a profile for each of the invited companies as well as confirmation of the visitor's decision-making capability and participation in the mission.

The following rules apply to vehicle rental:

• The mission organiser is responsible for vehicle rental on behalf of the visiting delegates and must ensure that it is in line with the approved itinerary
• Quotes from at least three of EMIA Preferred Service Providers for the duration of the event must be forwarded to EMIA for consideration.
• It is the responsibility of the mission organiser to ensure that transport services delivered do not exceed what has been approved by EMIA by signing relevant travel sheet for each leg of the journey when services have been rendered. The signed travel sheet must be forwarded to EMIA on conclusion of the Missions as part of the reconciliation process.
• EMIA will not be responsible for costs incurred over and above those approved and any additional travel arrangements would be for the organiser/participant's own account.

Hotel accommodation quotes from at least three of the EMIA Preferred Service Providers.

Written confirmation from each of the proposed delegates with regard to their attendance of the event and proposed flight routing. This should be obtained before confirming and paying any flight bookings. At the same time, copies of passports for each of the proposed travellers must be submitted in order to verify personal details.

Organisers must submit a detailed itinerary with the application at least one month prior to the departure of the mission, with verifiable contact details and addresses of businesses to be visited. Subsistence allowance will not be paid (i) for weekends and public holidays, unless confirmed meetings have been scheduled for these days and (ii) subsistence will only be reimbursed for the last day of the Mission, should participants have at least two business meetings on the day of their departure.

Please note: A detailed itinerary will no longer be required for Inward Bound Missions to local events, provided the mission organiser forwards a comprehensive list of potential companies/exhibitors who will be available at the event to meet with foreign delegates during the visit.

New rules applicable

he following rules have been approved, effective from 1 April 2008:

1. The Marketing/Business Plans will no longer be required with the application for EMIA funding (Group Missions and National Pavilions). However, it may be requested from an applicant, should the Adjudication Committee require the information to assist them in making a final decision on the application.
2. An original, valid Tax Clearance Certificate is only required with the claim if not available on the Master file, not submitted with the EMIA application and/or expired at the claim stage.
3. A copy of the Exporter's Registration certificate (Customs and Excise certificate) is no longer required to be submitted with the EMIA claim for reimbursement purposes.
4. EMIA will accept a copy of the 'e-ticket' as part of the supporting documentation for the claim for the reimbursement of the air fare, provided that original/certified copies of the boarding passes for all the legs of the journey are submitted with the claim. Boarding passes for additional legs/deviations not paid for by the dti do not have to be submitted with the claim.

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