Worldwide Development Fund Guidelines

Transcription

1 VMworld 2018 Attendance Passes and Sponsorships VMware Development Funds (DF) Program will reimburse eligible Partners who accrue Development funds for the purchase of VMworld 2018 US and/or Europe Conference passes and/or VMworld Sponsorships. Login or Create an account at Passes are subject to the further availability of Development Funds and approval by your VMware representative. VMworld 2018 Attendance: Development Funds Full Conference Pass Limits AMER: Corporate Reseller/Distributor/National Solution Provider Premier, and VMware Cloud Provider Program (VCPP) partners attending VMworld are eligible for up to (10) conference passes at 100% Partners assigned to a dedicated Strategic VMware Partner Marketing Manager (PMM) are eligible for up to (5) conference passes Distribution Partners are eligible for reimbursement of up to (40) VMworld passes to be used for Development Fund eligible Partners who do not have a dedicated VMware Partner Marketing Manager. LATAM: Solution Provider Premier, Solution Provider Enterprise, and VMware Cloud Provider partners attending VMworld are eligible for up to (1) conference pass at 100% reimbursable. Distributors are eligible for up to (15) conference passes at 100% of which a portion of each disti s allotted passes are to be used for Tier 2 Development Fund eligible Partners who do not have a dedicated VMware Partner Marketing Manager LATAM Partners are to work with your VMware Partner Marketing Managers for details on passes with 100% reimbursements. APJ: Distributor, Solution Provider Premier, and VMware Cloud Provider Program (VCPP) partners attending VMworld are eligible for up to (7) conference passes at 100% reimbursable. APJ Partners are to work with your VMware Partner Marketing Managers for details on passes with 100% reimbursements VMWARE FUNDED PROFESSIONAL (vfp): vfp s are eligible for (1) full conference pass at 100% reimbursement through Dedicated Funds only. See side bar for additional notes and restrictions. For additional reimbursement using non-dedicated Funds, consult your PMM. Global Alliances/ SISO and OEM / Contractual Partners Partners attending who accrue Development Funds are eligible for up to (15) conference passes at 100% in addition to their sponsor pass allocations. The 15 passes per partner is per event (US + Europe). Additional passes may be available on an invitation only basis from the regional VMware marketing team. Proof of Execution (POE) See final policy page for specific activity claiming requirements. POE may vary based on the activity and expenses being claimed. 3rd party itemized VMworld 2018 PAID event invoice showing $0 balance due. 3 rd party itemized receipts for VMware approved vfp lodging and travel expenses Signed VMworld 2018 Sponsorship Contract VMworld attendee list Signed Gifts & Courtesies Form 3 rd party itemized receipts for VMware approved vfp travel expenses Note: All Expenses must be directly incurred by the claiming Partner. Ineligible Expenses: Travel and associated travel expenses (T&E) for Partners, customers or vfps without an active vfp agreement specifying T&E is included See vfp eligible expenses. No vfp travel and travel related expenses allowed for vfps contracted with Partners in APJ No Giveaways of any kind or $ value, no gift cards or vouchers Meals, customer dinners, and entertainment expenses outside of the VMware event sponsorship fees as specified in the official sponsorship prospectus are not eligible Expenses associated with providing employees of public sector entities passes or access to VMworld

2 EMEA: Partner Ticketing: There are two types of VMworld Tickets available for Partner purchase to receive DF reimbursement o o Partner Development Fund Ticket (PDFT) Customer Development Fund Ticket (CDFT) Standard Purchased VMworld Tickets (i.e. not via the request portal) will not be reimbursed. Partners must use their myvmworld.com account, to purchase PDFT and CDFT tickets. After logging in Partners should see both Customer Development Funded Ticket (CDFT), and Partner Development Funded Ticket (PDFT) order page (Partner ticket request portal). vfp s can have 1 PDFT ticket per vfp funded through a DF Dedicated Fund account, if the Partner has one available. All other vfp s should utilize the funding available in the Partner PDFT and CDFT Benefit Table below. Partner PDFT and CDFT Benefit Table Partner Type Managed Partners VCPP Premier VCPP Enterprise Managed Partners VCPP Premier # PDFT Priced 1,4755 Up to 2 tickets 1 ticket only 2 to 20 tickets # CDFT Priced 1,475 Pre-28 th July 2018 Reimbursement 0 100% 0% 0 100% 0% 2 to 20 tickets 60% 30% Post- 27 th July 2018 Reimbursement vfp Eligible Expenses: What is covered for vfp s are there limitations? Economy (coach) flights (without VAT), taxis, hotel (without VAT) are allowable. $35/p day. Breakfast and lunch are provided at the conference $4k USD Maximum No rental car reimbursement T&E from Dedicated Funds Only For VMware Funded Professionals (vfp) a copy of all itemized receipts for lodging and transportation fare showing dates, cost and flight class is required. Must be an active vfp with existing fully executed VMware vfp contract specifying T&E is included to claim travel expenses vfps receive Early Bird rate through event day VCPP Enterprise Aggregators Premier SI/SO OEM 100% DF Reimbursement for passes intended for use by these Partners to use for their own purposes is by invitation only via Central and EMEA Team. VCPP Aggregator

3 VMworld 2018 US and Europe Attendance and VMworld Sponsorship Terms & Conditions: Funding for eligible activities is not guaranteed and is subject to the further availability of Development Funds and approval by your VMware Partner representative. Claims for prefunding of general activity costs will not be approved under any circumstances; however, there are exceptions for VMworld early registration and sponsorships. The funding source can be from any fund quarter prior to and including the quarter in which the VMware event takes place, or the fund quarter aligned to the date that the VMware event sponsorship or attendance pass was purchased. Activity spend and claim reimbursement must take place within the fund life selected. Channel Partner Development Funding (DF) requests for VMworld ATTENDANCE or VMworld SPONSORSHIPS will be via the VMware Partner Rewards Management System Tool. Contractual Partners will work with their VMware Partner representative to request passes or Sponsorship funding. Partners may open Proposal Plans or Prior Approvals (PA) immediately once participation has been approved by their VMware Partner representative. Any information shared with VMW will be used pursuant to VMW s privacy notice: With respect to all personally identifiable information that it collects from customers and prospective customers, Partners should understand and follow all applicable privacy laws and regulations. VMware expects that a Partner will have a posted privacy policy that governs its treatment of such information and is followed by Partner, and honour any opt-out requests in accordance with applicable law, and contact customers and prospective customers only in accordance with applicable law By way of participation in any VMware event, Partrner agrees to comply with VMware Inc. Partner Code of Conduct policy: Development Funds (DF) eligible distributors or other channel partners ( Partner ) may purchase and offer a VMworld entrance pass to a Partner managed VMware Development Fund eligible Partner or a non-public sector customer. The entrance pass will enable a Partner or customer to access all VMworld 2018 events, including any meals offered to all other attendees. All other costs such as travel costs, lodging, and incidental expenses during the event must be borne by the attendee. Development Funds must not be used for any purpose other than for the entrance pass for the event. An entrance pass to VMworld offered by a Partner is not to be offered to assert any undue influence upon a Partner or customer, with a corrupt intent, or for the purpose of improperly obtaining or retaining business. Partners purchasing passes for a customer must sign VMware s Customer Gifts & Courtesy Policy Form (see exhibit A) and submit the signed and dated Form as Proof of Execution (POE). See VMworld Attendance Claim Requirements All attendees are required to register their VMworld Attendance Pass themselves at Ineligible Activities & Expenses VMware will NOT reimburse, and a Partner may not request reimbursement for, any expenses associated with providing *Public Sector customer entities access to VMworld without VMware Ethics & Compliance written approval PRIOR to extending the invitation to the customer. Contact your VMware Partner representative for assistance. Expenses for activities outside of the contractually defined VMworld Event Sponsorship fees or VMworld Attendance Passes are not eligible for reimbursement under this Activity Category and policy. Partner or 3 rd Party administrative fees, service or handling charges are not reimbursable. Travel: Development Funds cannot be used to reimburse any travel and associated travel expenses such as hotel, rental car, etc, except for the reasonable and customary expenses for the following: (a) travel related to VMware Funded Professional services as specified in a VMware Funded Professional agreement. Alcoholic Beverages: VMware will not reimburse for alcoholic beverages purchased separately from an event. Alcohol invoice must be from a restaurant/catering service and part of the overall itemized event bill. Food must be included as part of the overall catering or itemized event bill containing the alcohol portion. Entertainment Activities: Activities that include; meals, networking events, cocktail hours, sporting events, concerts, performances, or other events that are predominantly social in nature, are not covered by Development Funds. Reclaimable Taxes: Underlying taxes incurred by a partner are not eligible for reimbursement with Development Funds and should be excluded from the reimbursement claim.

4 FX Reimbursement: VMware does not reimburse for losses due to Foreign Exchange Rate fluctuations. VMware will only reimburse up to and including the amount requested and approved on the VMware approved Activity PA associated with the claim, and supported by required Proof of Execution documentation. Third Party Payments: Payments to non-eligible partners or others are not a permitted use of Development Funds. Development Funds are reimbursable to the requesting party only and must not be forwarded to another third party or ineligible partner. Specifically, development fund activities must be delivered or performed by the vendor that the partner submits on the reimbursement claim (in other words, activities should not be performed by another person or entity listed on the claim submission, as such activity would constitute forwarding funds. PLEASE NOTE: Partner expenses for activities other than reimbursement of VMworld Attendance Passes or VMworld Sponsorship fees must submit a separate Prior Approval Activity fund request under the DF Activity Category that aligns to the activity. See VMware Development Funds Program Guide on Partner Central for a list of all Development Fund eligible activities and Proof of Execution requirements. Partner Exchange at VMworld (PEX) has been replaced with EMPOWER, a separately held event, unrelated to VMworld The Development Fund Activity Guidelines and the Partner Rewards Management portal will be updated in Q3FY18 to reflect the changes to the activity name and category. In Q3, the updated activity names will be VMware Hosted Events: Attendance and VMware Hosted Events: Sponsorships VMWorld Attendance and VMworld Sponsorship Activity Approval and Claiming Instructions: Prior Approval (PA): Partners must open a PA and select one of the following Activities: see notes above for Q3 Activity name update VMworld 2018 (US or Europe) Attendance: VMworld/Partner Exchange/Airwatch Attendance VMworld 2018 (US or Europe) Sponsorship: VMware Hosted Events Sponsorships Enter the Proposal Plan Campaign and/or PA Activity Name as: VMworld 2018 Attendance US or Europe or VMworld 2018 Sponsorship US or Europe (whichever Activity and location applies). Requested PA amount should be for the VMworld passes or VMworld Sponsorship only. Eligible Global Alliance and eligible DF Contractual Partners will work with their VMware Partner Representative to request funding and to submit the required POE for VMworld Attendance or Sponsorship reimbursement. ALL Partners are required to submit required Proof of Execution (POE) as indicated below. All expenses must be incurred by the Claiming Partner directly. (See Partner Notification of Other Partner Expenses) Claim Requirements: VMworld ATTENDANCE Proof of Execution (POE) 1. Third party event invoice(s) showing: Event name, Invoice/order date, Bill to Company, Quantity & total amount a. Invoice must be paid in full with a $0.00 balance due b. Invoice Bill To must be Claiming Partner Company (see Partner Notification of Other Partner Expenses) 2. Partner Signed Customer Gifts & Courtesies Form is required POE for customer pass reimbursement (see Exhibit A) 3. Attendee invite list required for group pass purchases only. Invite list must include: a. Company or organization name, quantity of tickets/passes purchased (allotted) per unique attendee / company, & Attendee Type (Customer or Partner) Claim Requirements: VMworld SPONSORSHIP Proof of Execution (POE): 1. Third party Nth Degree Inc invoice marked PAID or with a $0.00 balance/total due a. Invoice must contain: Event Name, Description or Sponsorship Level, total $ amount paid, and date the payment was received b. Invoice bill to Company name must be the claiming Partner 2. VMworld Sponsorship Contract Prospectus, signed and dated by Partner a. Contract prospectus must contain: Event Name and location, sponsorship level/package selected with sponsorship details of what is included in the selected sponsorship package(s), and associated sponsorship fees Proforma invoices are not acceptable Proof of Payment PoE) for VMworld Attendance or VMworld Sponsorship claims.

5 *A Public Sector Customer includes any official or employee of a government, government agency, department, institution, or ministry, any employee of a state owned or controlled entity/enterprise including educational and healthcare institutions (ex. schools, universities, hospitals, and other similar or related institutions), sovereign wealth funds, or quasi-governmental organizations (ex. The U.N., NATO, World Bank, IMF, European Commission, or other similar and related institutions), any candidates for political office, or any consultant or contractor acting for, or on behalf of, a government official or employee. Partner Notification of Other Partner Expenses: Development Funds policy states that a claiming Partner should only submit for reimbursement of expenses directly incurred by the claiming Partner themselves. However, in certain circumstances, it may be necessary for a to claim to be submitted by one VMware DF Partner on behalf of another VMware DF Partner. In the event that a Development Funds (DF) VMware managed Partner has incurred a cost on behalf of another Partner, or is claiming on behalf of another DF eligible Disti-led or VMware unmanaged Partner who has incurred the expense, VMware may allow the DF enabled Managed Partner to submit a claim on behalf of the other DF eligible Partner if the following conditions are met: 1. Partner receiving the benefit (reimbursement of expenses incurred or benefitting from the claiming Partners expense incurred on their behalf) is a DF eligible Partner 2. Partner receiving the benefit does not have direct access (is not system enabled) to directly claim Development Funds in the Partner Rewards Management Portal on their own behalf; i.e. is not a VMware Managed Partner 3. Partner receiving the benefit cannot submit the claim directly for reasons beyond their control, i.e. does not have access to VMware systems, tools or resources to do so In the event of any of the above circumstances, the Claiming Partner is required to notify VMware. Global Alliance and eligible DF Contractual Partners will submit the required information to their VMware Partner Representative who will notify the Development Fund Program. Channel Partners are required to utilize the Distribution Other Partner field in the Partner Rewards Management portal as follows: Upon opening a proposal plan/pa, enter YES in the Distribution Other Partner field Enter the Distribution Other Partner(s) Cost(s) in the Distribution Other Partner Cost field The total amount entered should include: (a) Expenses incurred directly by the claiming Partner that are for Other Partner Benefit (i.e. passes purchased by claiming Partner on behalf of another eligible DF Partner); and include (b) any expenses incurred directly by or paid for by the Other Partner and for which the Claiming Partner is submitting for Development Funds reimbursement on their behalf (i.e. the VMworld Attendance Pass invoice is billed to the Other Partner who incurred the expense directly but does not have access to Partner Rewards System to submit their own claim) Claiming Partner is required to identify the Other Partner Company associated with the expenses as described above. See claim requirements for VMworld Attendance Passes. VMworld Sponsorship expenses for Other Partner benefit should list the Partner beneficiary in the Distribution Other Partner field on the PA form. See Ineligible Activities and Expenses section for restrictions. Contact your VMware Partner representative for further assistance. Exhibit A: Customer Gifts & Courtesies Form Print and sign Customer Gifts & Courtesies Form on the last page of the VMworld 2018 policy document to acknowledge VMware policy and submit as Proof of Execution (POE) as required per program policy as noted in POE claiming details. For more information and to access the VMware Development Funds Guidelines logon to Partner Central > Development Funds. Questions? Contact partnernetwork@vmware.com

6 VMWORLD CUSTOMER PASS GIFTS & COURTESIES FORM Partner Signature Using Development Funds for VMworld Passes VMware authorized channel partners ( Partner ) who are eligible to receive Development Funds may use VMware Development Funds to purchase entrance passes to VMworld pursuant to the restrictions set forth in the Development Fund Guidelines and the rules set forth below. These passes are intended for use by the Partner employees to support their own costs of attending VMworld. If a Development Funds eligible partner elects to reimburse a customer for a portion of the entrance pass using VMware Development Funds, the Partner requesting reimbursement from VMware must take full responsibility for compliance with applicable laws and any customer policies, as well as the following rules: Development Funds Rules An entrance pass to VMworld offered by a Partner to a customer shall not be offered to assert any undue influence upon a customer, with a corrupt intent, or for the purpose of improperly obtaining or retaining business. The entrance pass will enable a customer to access all VMworld 2018 events, including any meals offered to all other attendees. All other costs, such as travel costs, lodging, and incidental expenses incurred during the event are the customer s responsibility, and Development Funds must not be used for any purpose other than for purchasing the entrance pass for the event. PROHIBITED CUSTOMERS VMware will not reimburse, and a Partner may not request reimbursement for, any expenses associated with providing employees of public sector entities access to VMworld.

7 Customer Gifts and Courtesies Policies Partners must consider a customer s gift rules and limits, in addition to local and international laws before offering a VMworld entrance pass to a customer. Most employees of Public Sector* entities are not permitted by law or internal policy to accept an entrance pass, due to its value. Many private or commercial companies who work closely within the public sector have similar restrictions. Therefore, before offering to pay for all or any portion of a customer s VMworld entrance pass, Partner must confirm with the customer that the customer s internal policies do not prohibit the customer from accepting such entrance passes. Should the customer s internal policies prohibit the customer from accepting such entrances passes, then no entrance pass may be offered to the customer *Public Sector Customer Definition A Public Sector customer includes any official or employee of a government, government agency, department, institution, or ministry, any employee of a state owned or controlled entity/enterprise, including educational and healthcare institutions (ex: schools, universities, hospitals, and other similar or related institutions), sovereign wealth funds, or quasi-governmental organizations (ex: the U.N., NATO, World Bank, IMF, European Commission, or other similar and related institutions), any candidates for political office, or any consultant or contractor acting for, or on behalf of, a government official or employee. ************************************************************************************** VMware Partner Certification I, a person with knowledge of how my company offers and distributes VMworld entrance passes to customers, confirm and hereby certify that the attached Development Funds reimbursement request for funds to reimburse customers for VMworld passes does not and will not violate (1) any applicable laws; (2) the Development Rules specified above and (3) customers policies related to receiving gifts and courtesies. In addition, the attached Development Funds reimbursement request does not relate to a Public Sector customer Name Printed Date Signature Title and Company (To be signed by the party requesting reimbursement of VMworld entrance pass expenses for customers.)