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Getting Paid

Submitting expense claims & receiving reimbursement

Once you’ve applied and are contracted in SUSTA’s 50% CostShare program, the next step is conducting your international marketing activities and then getting reimbursed for your efforts. 

To receive reimbursement, you will submit a claim for each eligible promotional activity that will include the invoice(s), proof of payment and proof of activity. Below is a basic overview of the claims process:

  1. Collect required documents and complete the Claim Form, which you auto-generate through your MySUSTA dashboard
      • Sign into MySUSTA and select '50% CostShare'; select the program year; then select 'Claim Status' and generate Claim Form for the country of your expense claim
  2. Send expense claim (Claim Form and ALL supporting documentation) to SUSTA within 90 days of conducting promotional activity
  3. SUSTA logs and reviews claims in order of receipt and will contact you if any information is missing
  4. Once all documentation is on file, SUSTA will notify you of expense claim status (approval, partial approval, denial)
  5. SUSTA requests approved funds from FAS
  6. Funds are dispersed to your company

Learn how to use forms for your reimbursements:Expense Claim Instructions


The 50% CostShare program year runs from January 1 to December 31.

All promotional activities must take place within the program year. The only expenses that can be paid prior to the beginning of the program year or prior to your approval date are trade show booth deposits and airfare and hotel bookings.

Your company has 90 days to submit a complete claim after an activity has ended. If you’re conducting activities in December, you must submit complete claims by February 28th for consideration. Detailed instructions and timelines for the claims process are located in the Manual:

2016 CostShare Manual

2017 CostShare Manual

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FAS Post List
The FAS overseas office directory.
Pre-Travel Notification for International Trips
Notice of travel for International Trade Show. Required. 
Directory

Pre-Travel Notification Form

Trip Report
Submit with list of contacts made during the trade show. Required.
Per Diem Rates
The U.S. Department of State maximum reimbursement amount for lodging and meals & incidentals (M&IE)
Trip Report

Per Diem Rates

Travel Expense Check List
Make sure you don't forget a thing when collecting travel documentation
Travel Check List
Travel Expense Worksheet
Calculate Airfare, Lodging and Per Diem expenses per traveler. Required.
Travel Expense Worksheet