GRANT REIMBURSEMENT INSTRUCTIONS AND FORMS
The Applicant is responsible for completion of all information and forms as required by the Tourist Development Council (TDC). Disbursement of award funds may be delayed or denied if the following forms are not properly completed and timely filed.
I. PAYMENT AUTHORIZATION FORM-Attachment A.doc
This Form, properly completed and signed by an authorized agent, must accompany each request for a disbursement of grant award funds.
Vendor Payment: If the Applicant is requesting direct payment by the TDC to a vendor, original vendor invoices which reflect a complete and detailed description of the goods and/or services actually provided must be attached to the Payment Authorization Form. For printed advertisements, the invoice must include the ad size(s), ad rate(s) and date(s) run. All advertisements must be placed with media that have the ability to reach out-of-town markets [markets more than 50 miles from Jacksonville city limits]. Attach tear sheets with the Payment Authorization Form. Ads must also display the TDC logo or give credit to the TDC within the copy. For radio and television advertisements, invoices should include the ad rate, length, and the dates and times the ad was aired. Invoices should be addressed to the Applicant or specify the event (or be accompanied with satisfactory explanation) and should be checked for completeness and accuracy before submission to the TDC.
Applicant Payment: If the Applicant is requesting reimbursement from the TDC for an already satisfied Qualified Event Expense, accompanying invoices must be stamped 'Paid' by the vendor and copies of the Applicant's cancelled checks must be attached.
II. POST-EVENT TOURIST DEVELOPMENT COUNCIL REPORT-Attachment B.doc
This Report must be filed with the TDC before disbursement of funds will be made.
Disbursement will be authorized only for Qualified Event Expenses as specified in the Award Offer/Acceptance. Checks will generally be mailed or available for pickup fifteen (15) business days after the proper forms have been received by the TDC.
III. ROOM NIGHT PICKUP CERTIFICATION - Attachment C.doc
These Certifications must be filed with the TDC before any disbursement of funds will be made.
These Certifications must be completed by each hotel/motel (or other room provider) contributing to the Applicant's room nights count, and must be timely filed with the TDC before disbursement of funds will be made. No uncertified room nights will qualify or contribute to the Applicant's documented room nights.