REIMBURSEMENT GUIDELINE FOR FINANCIAL SUPPORT

A) Pre-event Support and Documentation:

1. MyCEB will notify Organiser/Association on the amount support through a Letter of
Agreement (LOA) or Memorandum of Understanding (MOU) outlining the estimated cost for
each support item.
2. The authorised signatory who signs on the LOA or the MOU should verify the request for
each payment or reimbursement prior to submission to MyCEB.
In the event, there is a Secretariat or PCO acting on behalf of the Client/Association; OR the
payment is to be paid directly to supplier or a third party, an authorisation letter from the
authorised signatory on the Association/Organisations official letterhead is required.
3. Should the Organiser/Association wishes to change the support level (cost) for each item of
support, the request should be made in advance though an official notification to MyCEB and
is subject to MyCEBs approval. This also applies to changes or addition of activities such
as additional promotional trips (which was not listed down in the LOA or MOU).
4. Upon approval of the change request, MyCEB will issue an official notification to
Organiser/Association
B)

Payment/Reimbursement Procedure:

Request for payment /reimbursement MUST be submitted to MyCEB within two weeks after the
event.
1.

For payment/reimbursement request, the Organiser/Association shall submit an official

Cover Letter and Invoice addressed to MyCEB and signed by the main signatory or the
appointed Secretariat.

2.

The Cover Letter should indicate the payment/reimbursement for the list of item to be
claimed (as per agreed in the LOA or MOU), the total amount claimed (if more than 1
receipts) and the full details of recipient account.

3.

All submission for payment/reimbursement should be attached with the original invoice. The
invoice should reflect the amount to be paid / reimbursed. In the absence of original
receipts, each copy will have to be Certified True Copy by the authorised signatory.

4.

For reimbursement of flight tickets, please submit the ticket receipts, copy of e-ticket AND
the passengers boarding pass.

5.

Submission with complete documentation listed above will be processed and completed
within 5 weeks. In the event of incomplete documentation, MyCEB reserves the right to
refuse payment to any party.

C) Post Event Payment/Reimbursement and Documentation:

1.

The Organizer/Association shall provide proof of delegate numbers to MyCEB by submitting

the confirmed registration list with supporting documents (hotel/venue receipt with number of
pax confirmed for the event).
Note: Record of all meetings and delegate information will be kept confidential for the
purpose of research and statistics.

2. Reimbursements are subject to actual number of international delegates attending the said
event.
3. The organizer/Association is to provide event photos and images with MyCEBs; MoTAC
(Ministry of Tourism and Culture Malaysia) and MyFEST 2015 Logos and copies of event
promotion materials within two weeks after the event.
4. Payment/Reimbursement procedure is same as outline in item B.
5. Payment/Reimbursement will be made to Organizer/Association/Supplier within 5 weeks
upon receipt of complete invoices and supporting documents.
In the event that the above supporting documents are not attached with the reimbursement
request, MyCEB reserves the right to refuse payment to any party.

Signed and acknowledged by:

Signature

Name

: ....

Designation

: ....

Company/Association : ....

Stamp

: ....

Date

: ....

MyCEB// Reimbursement Guideline Financial Support

updated 23/10/2014