ECM Claim Regulations Guide
EXPORTATEURS DE CLASSE MONDIALE PROGRAM 2011-2012
Your claim request must include the following documents:
 Form E-1 Claim Request
o Original Invoices
o Proofs of payment
 Form E-2 Business Results
 Form E-3 Detailed Activity Report
 Form E-4: Proof of Employment
 Form E-5: Confirmation of Authenticity

Claim Procedure
Eligible Expenses at 50%
1. Complete Form E-1 Claim Request.
 Column 1. Explain clearly all activities for which there were expenditures and
specify the type of expenditure.
 Number each original invoice for the corresponding expenditure being claimed.
Write this number in Column 2.
 Write down the amount being claimed (taxes not included) up to the maximum
amount allowed (refer to Appendix 1 of your agreement).
If any invoice is not an original, sign Form E-5 Confirmation of Authenticity.
875097564
2010-12-20
2. Proof of Payment
Produce corresponding proofs of payment for each expenditure. Valid proofs are:
 a recto/verso copy of the cheque stamped by a financial institution
 credit card statement which clearly shows the cardholder’s name
 copy of a bank transfer or draft
If any of the supporting documents are in the name of an employee rather than in the name of
the enterprise, complete Form E-4 Proof of Employment.
Lump Sum Payments
For activities in which the funding is to be paid as a lump sum, fill out Form E-1 as follows.
Example:
Name of Activity
# of Proof
Write down the activity performed, and the type of expenditure.
Refer to Appendix 1 of your agreement.
1. Meeting with new clients
Original Invoice
$ Amount
Amount of Invoice
(taxes not included)
United States
10,11
$800.00
Japan
12,13
$2,000.00
EUROPE
14,16
$1,200.00
AIR TRAVEL
ROAD TRAVEL (Canada/outside Québec and to
USA)
 Provide original travel agency
invoice or airline e-ticket;
 Provide proof of payment of plane
ticket
 Provide
original
invoice
for
accommodations
 Provide proof of payment for
accommodations

 Provide original fuel bill;
 Provide, if applicable, car rental
invoice with proof of payment.
 Provide
original
invoice
for
accommodations
 Provide proof of payment for
accommodations
Gather supporting documents for lump sum payment and number each.
IMPORTANT: FOR LUMP SUM PAYMENTS, TRAVEL AND LENGTH OF STAY MUST BE
JUSTIFIED (with supporting documents)
875097564
2010-12-20
3. Activity Report
Produce an activity report with information about each activity undertaken. The activity
report must be written on company letterhead. See attached example.
The report must contain the following elements:




Name of activity
Objectives for each activity
Description and dates of activity
Results obtained and/or gains expected in terms of sales.
Fill out Form E-2 Business Results, for the following activities:




Meetings with new clients
Visits to trade shows or clients
Hosting of buyers
Trade shows (as exhibitors)
These documents are required for your claim. They must be received by the Agri-Food Export
Group no later than May 31, 2012. Any claim received after this date will not be processed.
FOR ANY OTHER EXPENSE, PROVIDE THE ORIGINAL INVOICE
AND CORRESPONDING PROOF OF PAYMENT.
875097564
2010-12-20