West Virginia Division of Tourism

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West Virginia Division of Tourism
Matching Advertising
Partnership Program
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AWARDS ISSUED

• Over 97 million in matching funds have been
  awarded since the inception of the program.
  
• Thats over 194,000,000 in advertising to
  attract visitors to West Virginia!
  
• Whats the Impact?

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1990 1994State Tax Receipts Generated by
Travel Spending

• 1990 1991 1992 1993
  1994
  
• 165 169 176 182
  189
  
• Million Million Million
  Million Million

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1995 1996State Tax Receipts Generated by
Travel Spending

• 1995 1996
• 195 205
• Million Million

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2000 2006pState Tax Receipts Generated by
Travel Spending

• 2000 2001 2002 2003 2004
  2005 2006p
  
• 274 333 391 443
  474 504 532
  
• Million Million Million
  Million Million Million Million
  
• 
  

Dean Runyan 2000-2006p
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Three Categories of Awards

• 10,000 Large Applications
• 7,500 Small Applications
• 5,000 Fairs Festivals

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MAPP UPDATE!

• Tourism Commission during Sept. 20 meeting
  approved recommendations from the Internet
  Committee to include internet in the MAPProgram.
  The following new categories were added to the
  program

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MAPP UPDATE!

• Internet Media
• Must use WV logo
• May include banner ads, e-newletters, etc.
• Pay-per-click allowed for state-wide
  tourism associations ONLY (with no logo
  required on initial listing)
  

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MAPP UPDATE!

• Internet Media
• Must use WV logo on initial advertising (does not
  need to be a link to Division of Tourism web
  site)
  
• Must use logo on page where consumer is directed
  (must be a link to Division of Tourism web site
  and must appear in the first visible screen where
  the consumer is directed by the ad without
  scrolling down)

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MAPP UPDATE!

• Internet Media/Production Expenses
• Internet Media will be eligible for Production
  Expenses as currently allowed 15 percent per
  media category with a 22,500 cap

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MAPP UPDATE!

• Web Site Development/Design/Upgrades
• Web site development/design/upgrades is allowed
  in the program with a 22,500 category cap
  
• Applicant must attach an outline of information
  and images to be placed on web site and/or where
  they will fit into the current web site with
  their request
• The Tourism Commission/Division of Tourism
  reserves the right to determine the acceptability
  and value of all written, graphic and visual
  material as to its content and appropriateness
  for the general public and for the states effort
  to promote tourism

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MAPP UPDATE!

• Web Site Development/Design/Upgrades
• Upon approval applicant is required to have a
  visible link to the Division of Tourisms home
  page (www.wvtourism.com). Consumers must be able
  to reach the Divisions Web site with one click.
  The WV logo must appear as specified in the Logo
  Standards Guide.

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MAPP UPDATE!

• Web Site Development/Design/Upgrades
• Expenses may not include monthly or annual
  server/host and maintenance fees.
  
• Applicant may be required to electronically
  display proposed site changes at approval
  meeting.
  
• All retail price-point or real estate advertising
  must be pro-rated.

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MAPP UPDATE!

• Web Site Development/Design/Upgrades
• Expenses may include web site development,
  design, upgrades to existing web site and web
  site optimization.

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MAPP UPDATE!

• Internet in Mailing Lists Category
• Similar to purchase of direct mail leads,
  purchase of electronic leads may be placed in
  Mailing List Category.

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Media Breakout - page 1
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Media Breakout - page 1
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Media Breakout - page 2
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Media Breakout - page 2
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Media Breakout - page 3
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Media Breakout page 4
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Media Breakout page 4
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Media Breakout - page 4
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Media Breakout - page 5
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Media Breakout - page 5
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Deadlines
10,000 ONLY Applications must be received by
the Division by 5 p.m. on the 1st of the
following months for review on a quarterly basis
at the Tourism Commissions regularly scheduled
meetings. DEADLINES ARE ADHERED TO STRICTLY
-Applications that are late will be held over for
the following applicable deadline/review meeting
or sent back to the applicant
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Deadlines
10,000 ONLY Complete application to be recei
ved at Division of Tourism Review   Ja
nuary 1 March meeting
April 1 June
meeting July 1 Sep
tember meeting October 1 December meetin
g
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Deadlines
5,000 Fairs and Festivals AND Up to 7,500
Applications must be received by the Division at
least 45 days in advance of the beginning project
date. (Beginning project date must be set at a
date before any billable work is done on your
project.) ALL GRANT APPLICANTS You must recei
ve approval of your application before any
expenses listed within the application may be
incurred.
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Deadline Reminders
MODIFICATIONS If you need an extension, it MUS
T be at the Division 30 days before the ending
project date. If it is for moving media it MUST
be in BEFORE the ending project date listed on
the grant Not the end of the 90 days.
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Deadline Reminders
PLEASE NOTE AWARDS MUST BE CLOSED OUT WITHIN
90 DAYS OF THE ENDING PROJECT DATE OF THE GRANT.
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• Contacts

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Contacts

• Applications and Modifications
• 10,000 Applications and Director
• Anna Plantz, 304-558-2200 ext. 325
• Up to 7,500 and 5,000 Fair Festival
• Jane Godwin ext. 376
• MAPP assistance
• Tonya Conley ext. 344

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1-800-CALL WVA www.callwva.com
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• Matching Advertising Partnership Program
• Reimbursement

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Vendor Registration

• Must be a registered vendor with the State of WV
  
  
• Requires completion of simple form provided by WV
  Division of Tourism
  
• Form is mailed by Tourism to the WV Purchasing
  Division

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Reimbursement

• Legislative Rule states
• 144.1.5.1 - Reimbursement from the grant is based
  on paid invoices submitted properly and in a
  timely manner to the Division

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Reimbursement

• available upon submission of the following

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The Magic Three

• Invoice
• Proof of payment (copy of check, credit card
  statement)
  
• Sample of work i.e., brochure, pamphlet, tear
  sheets, CD, DVD, etc.

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Invoice vs. Statement

• Require detailed Invoice!
• No payment from Statement
• Dates must be within grant period
• No reimb. for Previous Balance
• No P/Os, Check Reqs, etc.

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Invoice Exceptions

• Some newspaper companies refer to their invoice
  as a Statement or Invoice/Statement
  
• If it lists what was bought and dates purchased
  we consider it an invoice

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Invoice Spreadsheet

• Expedites reimbursement!
• Serves as adjustment sheet
• Informs staff as to the exact items for which
  youre seeking reimbursement
  
• Shows staff where items are in grant

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ReimbursementProof of Payment

• Copy of signed check
• Signed check must be mailed to vendor prior to
  mailing copy to us
  
• NO CHECK STUBS!
• Credit Card Statement

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Television Sample of Work

• Invoice
• Copy of check
• DVD with logo

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RadioSample of Work

• Invoice and copy of check along with script and
  signed Affidavit of Performance (AOP)
  
• OR
• Invoice and copy of check and cassette tape/CD
  bearing tagline West Virginia, Wild and
  Wonderful

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Affidavit of Performance

• Detailed, notarized statement provided by
  TV/Radio Station declaring that the spots listed
  did air on the times specified, as verified by
  their logs

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Newspaper/MagazineSample of Work

• Invoice
• Copy of check
• Tear sheet for each day/month you are requesting
  reimbursement for with legible publication name
  and date, along with WV logo
  

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Tearsheets

• A page cut or torn from a periodical and used
  chiefly to provide evidence to an advertiser of
  the publication of an advertisement
  
• Request from companies preferably when you place
  your insertion order, but definitely before you
  pay them!

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BillboardsSample of Work

• Invoice
• Copy of check
• Photograph or copy of photo showing WV logo and
  location
  
• Location must be listed in grant!
• Must have prior approval by Anna!

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Internet MediaSample of Work

• Invoice
• Copy of check
• Printed copy of ad and web address where ad
  appeared reflecting the WV logo.
  

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Printing CostsSample of Work

• Invoice
• Copy of check
• One original sample of work with WV logo
• Exs Brochures, mailers, postcards, etc.

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Production Fees

• Capped at 15 of the cost of
  production
  
• Total cap of 22,500 per media category

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Web Site Development/Design/UpgradesSample of
Work

• Invoice
• Copy of check
• Web Address must be included on invoice
• Web Site must include WV logo
• Total category cap of 22,500

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Postage Documentation

• Invoice copy of check in most cases not for
  admin. costs
  
• Stamps- Receipt from post office and copy of
  check
  
• Refilling Postage Meter- Online print out
  showing itemized charges, copy of check
  

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Reimbursement Request

• On your letterhead
• On 1st par., list grant , amount, approval date,
  time period
  
• 2nd par., list amount requesting, time period
  invoice covers
  
• SIGN IT!!!!!!

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EXAMPLE - YOUR LETTERHEAD REIMBURSEMENT REQUEST
   DATE   Les Smith Director of
Administration West Virginia Division of Tourism
90 MacCorkle Ave SW So Charleston, WV
25303   Dear Les We have complete a portion of
our Director Advertising Grant ______ as
described in our grant application and approved
on (date grant approved) in the amount of
(amount of approved grant) for the period of
(beginning and ending project date).
We hereby request payment in the amount of (am
ount requested) from the West Virginia Division
of Tourism Tourism Commission for the period of
_______ to ______. (period of service invoices
cover)   Sincerely,   (Your Name)

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Final Reimbursement

• Mark final request as final
• Submit copies of checks from partners

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Deadline

• Grants must be closed out within 90 days of
  projects ending date
  
• OR
• Extension will be Required (must be submitted at
  least 30 days prior to ending project date)
  

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Logo Standards

• See Logo Standards at wvtourism.com
• Make sure publisher is aware of WVDOT
  requirements and make payment contingent upon
  their compliance.
  

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Contacts

• Reimbursement
• Les Smith 304-558-2200 ext. 314
• Eric Ayersman ext. 386
• Connie Rosenbaum ext. 322
• Denise Allen ext. 354

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• REPORTING
• REQUIREMENTS
• SB-4006
• WV Code 12-4-14

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ReportingRequirements

• Who must file a report?
• Any person receiving one or more state grants in
  the amount of 50,000 or more in the aggregate in
  a states fiscal year (July 1 to June 30)
  

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ReportingRequirements

• Person?
• Includes any corporation, partnership,
  association, individual or other legal entity.
  Person does not include state spending unit or
  local government as defined in WV Code 6-9-1a.

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ReportingRequirements

• What type of a report do I file?
• Report means an engagement, such as an
  agreed-upon procedures engagement or other
  attestation engagement. Report does not mean a
  full-scope audit or review.

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ReportingRequirements

• Who must prepare the report?
• An independent CPA must perform and prepare the
  report to test whether the state grants were
  spent as intended. While Eric Ayersman, our
  internal auditor, is a very competent CPA,
  unfortunately his audit reports will not
  suffice.

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ReportingRequirements

• What if I receive less than 50,000?
• Any person receiving less than 50,000 shall file
  a Sworn Statement of Expenditures (SOE). This
  report is generally prepared by the applicant.
  

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ReportingRequirements

• When is the report or SOE due?
• Reports and SOE shall be filed within two years
  of the end of the persons fiscal year in which
  the disbursements of the state funds by the
  grantor was made.

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ReportingRequirements

• EXAMPLE
• State FY 7/1/07 thru 6/30/08
• Applicants FY 1/1/08 thru 12/31/08
• Report Due December 31, 2010

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ReportingRequirements

• Who receives the report or SOE?
• Report and SOE is filed with the grantor. In
  this case the Division of Tourism.
  

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ReportingRequirements

• What if there are findings?
• Any report or SOE providing evidence of a
  reportable condition or violation, the grantor
  shall provide a copy of the report or SOE to the
  Legislative Auditor within thirty days of receipt
  by the grantor.

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ReportingRequirements

• What if I fail to comply?
• Any person failing to file a report or SOE within
  the required time period is barred from
  subsequently receiving state grants until the
  person has filed the required information.

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ReportingRequirements

• What if I sort of fudge or wing it on my SOE
  or report?
  
• Any person who files a fraudulent SOE or report
  is guilty of a felony and, upon conviction
  thereof, shall be fined not less than 1,000 nor
  more than 5,000 or imprisoned in a state
  correctional facility for not less than 1 year or
  more than 5 years, or both fined and imprisoned.

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1-800-CALL WVA www.callwva.com