EMDG Guide to Record Keeping
Below is a list of what you need to provide to substantiate your claimed expenses:
| Expense Category | Example of Details Required | Examples of Supporting Documents |
| SCHEDULE 1A: Overseas Representation |
- Up-to-date Representative’s details (incl. phone, fax, e-mail, mobile) |
- Agreement or Letter of Appointment etc. showing the relationship, role, duties, function and reporting requirements of the Rep. |
| SCHEDULE 1B: Marketing Consultants | - Up-to-date Consultant’s details (incl. phone, fax, e-mail, mobile) - Nature of project or consultancy assignment - Relevant country |
- Agreement or Letter of Appointment etc. showing the relationship, role, duties, function and reporting requirements of the Consultant - Evidence of activities carried out, e.g. correspondence, e-mail, reports etc. - Details of remuneration of Consultant, e.g. telegraphic transfers, bank transfer etc. |
| SCHEDULE 2: Marketing Visits | - Name of person - Purpose of travel - Arrival and departure dates - Number of days in which marketing activities were engaged in |
- Travel agents invoices/tickets - Expenses reports - Travel diary/visit report for each trip - Boarding passes/Passport extracts - Bank statement evidencing payment |
| SCHEDULE 3: Communications | - Communication method (e.g. fax, telephone, internet etc.) | - Phone bills etc. - Fax copies - Bank statement evidencing payment |
| SCHEDULE 4: Free Samples | - Type of sample - Who receives the sample - Country of recipient of sample |
- No-charge invoices/correspondence - Costing records - Freight documents - Bank statement evidencing payment |
| SCHEDULE 5: Trade Fairs and Promotional Events | - Type of activity engaged in - Relevant country - Supplier details |
- Details of trade fair/seminar etc. - Invoices - Bank statement evidencing payment |
| SCHEDULE 6: Promotional Literature and Advertising | - Type of activity engaged in - Relevant country - Supplier details |
- Examples of brochures, advertisements, websites etc. - Evidence of use in overseas market - Invoices - Bank statement evidencing payment |
| SCHEDULE 7: Overseas Buyers | - Buyer’s name and organisation - Purpose of visit to Australia |
- Evidence of the relationship between buyer and applicant - Evidence of activities carried out during Australian visit - Invoices - Bank statement evidencing payment |
| SCHEDULE 8: IP Registration and Related Insurance | - Describe the IP expenses (Patent Registration or Insurance etc.) - Relevant country - Supplier details |
- Ownership or assignment details |
Source: AusTrade
