Sheet 1: Instructions

	
	

		
IMAG BUDGET AND REIMBURSMENT 2in1 TEMPLATE
		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


	
	

		
Please review the following instructions for completing the 2in1 template. 
		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


	
	

		
Below is a blue "TEMPLATE" tab that serves dual purpose for IMAG/TMPG/FAP grants. First the budget portion of the template is completed when applying for a grant. The completed template is uploaded with the application in the Commerce Portal. 

After award of a grant and following project completion the reimbursement portion of the template is completed and uploaded with supporting documentation to the grant portal. 
		
	

		
	

		


		


		


		


		


		


		


		


		


	
	

		
Budget Section
		


		


		


		


		


		


		


		


	
	

		
Complete columns B - F
		


		


		


		


		


		


		


		


	
	

		
Review the "Sample Budget Template" tab for further instructions. 
		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


	
	

		
Reimbursement Section
		


		


		


		


		


		


		


		


	
	

		
Complete columns G-O
		


		


		


		


		


		


		


		


	
	

		
Review the "Sample Reimbursement Template" tab for further instructions. 
		


		


		


		


		


		


		


		


	
	

		


		


		


		

 
		
		


		

 
		
		


		

 
		
		
	

		


		


		


		


		


		
	

		


		


		


		


		


		
	

		


		


		


		


		


		



Sheet 2: Template

	
	
	
	
	
	
	
	
	
	
	
	
	
	
	

		

 
		
		

 
		
		


		


		


		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


	
	

		


		


		

 
		
		


		


	
	

		
           
		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


	
	

		
Company Name
		


		


		


		


		


		


		


		


	
	

		
Project Title
		


		


		


		


		


		


		
	

		
Traveler Name(s)
		
Traveler 1:
		


		
Traveler 2:
		


		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
REQUIRED - TRAVEL NARRATIVE:

Delete this text and provide details of the travel requested in this space. Refer to the sample template for an example. Include the travelers name(s), hotel name(s), ground transportation details etc. If travel exceeds the dates of the trade show include details about the itinerary and what will be accomplished in the days before and/or after the trade show. You may also upload an itinerary with your budget if you feel it would be helpful to evaluators.  
		
	

		
	

		
	

		
	

		
	

		
	

		


		


		


		


		


		


		


		


		


		
	

		
BUDGETED TRAVEL EXPENSES
		


		
ACTUAL TRAVEL EXPENSES
		
	

		
Location
		
Origin:
		
Destination:
		


		
TOTAL
		
MATCH
		
AMOUNT DUE
		
RECEIPT #
		
Enter detailed information about the receipt. For example airline, hotel name, ground transport name etc. Line items in actual expenses do not need to line up with initial budget.
		
	

		
Dates of Travel
		
Depart:
		
Return:
		


		
	

		


		
Cost
		
# People (Max = 2)
		


		


		


		
	

		
Airfare
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Baggage Fees
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		


		
Cost
		
# Rooms (Max = 2)
		
# of Nights
		


		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Lodging 
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Rental Car
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Fuel (Rental Car Only)
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		


		
Rate
		
# People (Max = 2)
		
# of Days
		


		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Per Diem (rate per GSA / Dept of State)
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Total 
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
TRADE SHOW EXPENSES
		


		
ACTUAL TRADE SHOW EXPENSES
		
EXPENSE NARRATIVE
		
	

		
Show Name
		


		


		
TOTAL
		
MATCH
		
AMOUNT DUE
		
RECEIPT #
		
Enter detailed information about each receipt. 
		
	

		
Location (City, Country)
		


		


		
	

		
Dates of Show
		


		


		


		
	

		


		
Cost
		


		


		


		


		
	

		
Booth Space/Registration Fee
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Booth Insurance
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Booth Display (Lighting, décor)
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Booth Furnishings
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Show Services (Labor, utilities, security, storage)
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Printing (signage, brochures, business cards)
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Demonstration supplies
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Shipping booth/product display 
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Shipping Samples ($3,077 maximum expense)
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Total 
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		


		


		


		


	
	

		


		


		


		


		


		


		


		


		


		


		


		


		


		


		


	
	

		
OTHER ALLOWALBE EXPENSES
		


		
ACTUAL OTHER ALLOWABLE EXPENSES
		


		


		


		
EXPENSE NARRATIVE
		
	

		


		
Cost
		
Language
		


		


		


		
TOTAL  
		
MATCH
		
 AMOUNT DUE
		
RECEIPT #
		
Enter detailed information about each receipt. 
		
	

		
Website Translation ($4,615 maximum expense)
		


		


		


		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		


		
Hours
		
Rate
		


		


		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Interpreter Fees
		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		


		
Cost
		
# People (Max = 2)
		


		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Trade Mission Participation Fees
		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
US Commercial Service Products
(Gold Key Registration, etc.)
		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		
	

		
Total 
		


		


		


		
 $-   
		


		
 $-   
		
 $-   
		
 $-   
		


		


		


		


		


		


	
	

		
TOTAL ACTUAL PROJECT BUDGET
		
 $-   
		


		
TOTAL ACTUAL
		


		


		


		


		


		


		


		


	
	

		
TOTAL ADJUSTED PROJECT BUDGET
		
 $-   
		


		
 $-   
		


		


		


		


		


		


		


		


	
	

		
TOTAL REIMBURSABLE BUDGET (MAXIMUM $15,000)
		
 $-   
		


		
 $-   
		
Total Reimbursable Amount
(actual will be equal to or less than award)
		


		


		


		


		


	
	

		
TOTAL REQUIRED CASH MATCH (35%)
		
 $-   
		


		
 $-   
		
Total Required Match Amount 
(actual will be equal to or greater than required match)
		


		


		


		


		


	

 
 




Sheet 3: Sample Budget Template

	
	
	
	
	

		

 
		
		

 
		
		


		

 
	
	
	

		


		
	

		


		
	

		


		
	

		


		
	

		
REQUIRED - TRAVEL NARRATIVE:

Traveler 1: John Doe, Traveler 2: Jane Doe

Travelers will depart Boise for Beijing on United Airlines connecting in San Francisco on American Airlines to Beijing. 

Days 1-2 are for booth set up. Days 3-5 are the trade show. Days 6-7 are weekend. Days 8-9 are for post trade show business meetings. 

Meetings will be with ABC Manufacturing, DEF Packaging, Worldwide Imports and buyers for China Imports, XYZ Imports. Day 10 is return trip to Boise. Accommodation will be at the Hotel Express, downtown Beijing. Ground transportation will be by train, bus and taxi service.   
		


		
	

		


		
Detail the air carriers you will be flying on. REMEMBER FLY AMERICA ACT APPLIES. CLICK HERE FOR MORE INFORMATION. 
	
	

		


		
State the itinerary, especially for any travel before and/or after the trade show or event. 
	
	

		


		
Detail any customer meetings and the purpose of the meetings. 
	
	

		


		
State the mode of ground transportation. 
	
	

		


		


	
	

		


		


		


		


		


		


		


	
	

		
NOTE: A separate application and budget is required for each project. 
		


		


	
	

		
BUDGETED TRAVEL EXPENSES
		


		


	
	

		
Location
		
Origin: Boise
		
Destination: Beijing
		


		
Enter your travel origin and destination
	
	

		
Dates of Travel
		
Depart: 3/15/2016
		
Return: 3/20/2016
		


		
Enter the dates of your travel  (example: 03/15/2016 - 03/20/2016)
	
	

		


		
Cost
		
# People (Max = 2)
		


		


		


		


	
	

		
Airfare
		
 $1,495.00 
		
2
		


		
 $2,990 
		


		
Enter the total airfare per person and the number of people 
	
	

		
Baggage Fees
		
 $100.00 
		


		


		
 $100 
		


		
Enter the total of all excess baggage fees (note DO NOT ship samples as excess baggage)
	
	

		


		
Cost
		
# Rooms (Max = 2)
		
# of Nights
		


		


		


	
	

		
Lodging
		
 $258.00 
		
2
		
5
		
 $2,580 
		


		
Enter the hotel cost per night, the number of rooms and the total number of nights. REMEMBER: The maximum lodging rate can be found HERE for foreign rates.  Go to GSA.gov for domestic rates.
	
	

		
Rental Car
		
 $800.00 
		


		


		
 $800 
		


		
Enter the costs as indicated
	
	

		
Fuel (Rental Car Only)
		
 $200.00 
		


		


		
 $200 
		


		
Enter the total of fuel charges, ONLY if renting a car
	
	

		


		
Rate
		
# People (Max = 2)
		
# of Days
		


		


		


	
	

		
Per Diem (rate per GSA / Dept of State)
		
 $119.00 
		
2
		
6
		
 $1,428 
		


		
Enter the M & IE Rate for the destination city.  For multiple cities, itemize in the narrative.  The maximum per diem (M & IE) rate can be found HERE for foreign rates.  Go to GSA.gov for domestic rates.  Domestic rates only allow for 75% on travel days.
	
	

		
Total 
		


		


		


		
 $8,098 
		


		


	
	

		


		


		


		


		


		


		


	
	

		
TRADE SHOW EXPENSES
		


		


	
	

		
Show Name and Location
		
China Horse Fair
		


		
Enter the name of the trade show
	
	

		
Location (City, Country)
		
Biejing, China
		


		
Enter location, city and country of the trade show
	
	

		
Dates of Show
		
3/16/16 - 3/19/16
		


		


		
Enter the dates of the trade show
	
	

		


		
Cost
		


		


		


		


		


	
	

		
Booth Space/Registration Fee
		
 $3,000.00 
		


		


		
 $3,000 
		


		
Enter the costs as indicated
	
	

		
Booth Insurance
		
 $500.00 
		


		


		
 $500 
		


		
Enter the costs as indicated
	
	

		
Booth Display (Lighting, décor)
		
 $250.00 
		


		


		
 $250 
		


		
Enter the costs as indicated
	
	

		
Booth Furnishings
		
 $750.00 
		


		


		
 $750 
		


		
Enter the costs as indicated
	
	

		
Show Services (Labor, utilities, security, storage)
		
 $200.00 
		


		


		
 $200 
		


		
Enter the costs as indicated
	
	

		
Printing (signage, brochures, business cards)
		
 $500.00 
		


		


		
 $500 
		


		
Enter the costs as indicated
	
	

		
Demonstration supplies
		
 $100.00 
		


		


		
 $100 
		


		
Enter the costs as indicated
	
	

		
Shipping booth/product display 
		
 $800.00 
		


		


		
 $800 
		


		
Enter the costs as indicated
	
	

		
Shipping Samples ($3,007 maximum expense)
		
 $250.00 
		


		


		
 $250 
		


		
Enter your total shipping costs, $2000 maximum
	
	

		
Total 
		


		


		


		
 $6,350 
		


		


	
	

		


		


		


		


		


		


		


	
	

		
OTHER ALLOWALBE EXPENSES
		


		


	
	

		


		
Cost
		
Language
		


		


		


		


	
	

		
Website Translation ($4,615 maximum expense)
		


		


		
 $-   
		


		
Enter the cost of the website translation and the language that it was translated to. 
	
	

		


		
Hours
		
Rate
		


		


		


		


	
	

		
Interpreter Fees
		
15
		
 $35.00 
		


		
 $525 
		


		
Enter the total hours of interpreter fees provided and the hourly rate. 
	
	

		


		
Cost
		
# People (Max = 2)
		


		


		


		


	
	

		
Trade Mission Participation Fees
		


		


		


		
 $-   
		


		
Enter the total participation fees 
	
	

		
US Commercial Service Products
(Gold Key Registration, etc.)
		
 $700.00 
		


		


		
 $700 
		


		
Enter the total for all Gold Key Registrations purchased. 
	
	

		
Total 
		


		


		


		
 $1,225 
		


		


	
	

		
TOTAL ACTUAL PROJECT BUDGET
		
 $15,673 
		


		


	
	

		
TOTAL ADJUSTED PROJECT BUDGET
		
 $15,673 
		


		
When total actual budget exceeds $23,077 this line will auto adjust to the maximum $15,000
	
	

		
TOTAL REIMBURSABLE BUDGET (MAXIMUM $15,000)
		
 $10,187 
		


		
When total reimbursable allowable exceeds $15,000 this line will auto adjust to the maximum $15,000
	
	

		
TOTAL REQUIRED CASH MATCH (35%)
		
 $5,486 
		


		
When total required match exceeds 35% ($8,077) this line will auto adjust to the maximum $8,077