2013 Manager, Financial Services (MFS) Matching Funds Used For Recruiting

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1 2013 Manager, Financial Services (MFS) Matching Funds Used For Recruiting Highlights for 2013 Except for the Signature Services MFS Program, when submitting reimbursement requests, invoices should total $150 or more to ensure Prudential s recruiting match amount is $75 or greater. Additionally, only one reimbursement submission can be sent to AD PRO per month. Regarding the reimbursement rules for the Signature Services MFS program, refer to page 2 of this brochure. Prudential promotional items must be purchased from Prudential s preferred vendors (Staples Promotional Items or CFj Manufacturing) in order to be eligible for reimbursement. Helping You Succeed with Recruiting Newly appointed MFSs, MFSs qualifying for Signature Services Award levels, and MFSs achieving Top 50 status on the MFS Matching Funds Report in each discrete quarter, will be eligible for matching funds. If an MFS achieves Top 50 status on the MFS Matching Funds Report each quarter of the year, s/he will have qualified for $2,000 in total for the program year ($500 per quarter). In the spirit of aligning performance measures across different programs, key elements of the President's Trophy Program are incorporated in whole or in part for the MFS Matching Funds Program. Qualifying expenses are matched at 50% and are awarded to MFSs who qualify (see grid below). MFSs must use their award during the award period. The 2013 Signature Services MFS Award program will begin April 1, 2013 and end March 31, Matching funds for newly appointed MFSs or Top 50 status MFSs must be used in full by the end of the second calendar quarter following the awarding of funds. For example: o Newly appointed MFSs An MFS appointed on May 11, must use the award by December 31 (two full calendar quarters after appointment). o Top 50 MFSs on MFS Matching Funds Report An MFS who attains Top 50 status in the second quarter MFS Matching Funds Report has until December 31 to use the award (two calendar quarters after attaining Top 50 status). MFS Program Requirement Maximum Match Amount Signature Services - Chairman's 2013 Chairman's Qualifiers $13,500 Signature Services - President's 2013 President's Qualifiers $6,000 Signature Services - Leader's 2013 Leader's Qualifiers $2,000 Newly appointed No requirement $500 Quarterly MFS Match Top 50 on MFS Matching Funds Report $500 FOR INTERNAL USE ONLY. NOT FOR USE WITH THE PUBLIC. All Prudential associates are to adhere to company policies when conducting marketing activities The Prudential Insurance Company of America 751 Broad Street, Newark, NJ ADM-054 Ver3 3/22/13 1

2 MANAGER, FINANCIAL SERVICES MATCHING FUNDS USED FOR RECRUITING APPROVED EXPENSES All MFSs must complete and sign the Manager, Financial Services Reimbursement Form when submitting for Match Reimbursement. Expenses that are reimbursable to assist MFSs in growing their staffs must be associated with producer recruiting efforts such as print advertising and recruiting seminar expenses. See examples below. For Signature Services MFS reimbursements, there is a $400 total invoice minimum ($200 Prudential share payment), or, if less, one per calendar quarter reimbursement requirement. WHAT IS COVERED Recruiting seminar expenses: invitations, postage, equipment rental, room rental, and food costs with receipt (e.g., caterer receipt). Supermarket receipts not allowed Advertising associated with recruiting efforts (e.g., print ad announcing recruiting seminar) Recruiting campaigns (such as direct mail, e-campaigns, etc.) List/Leads for recruiting campaigns only Giveaways (where permitted by law. See Gifts and Entertainment policy 3.16 of the Compliance Manual on Complinet) Salaries for MFS Marketing Assistants supporting recruiting efforts. (MFS must hire a Prudential marketing assistant and attest that his/her MA has been working on recruiting functions only.) Trade Shows/Recruiting Fairs Recruiting-related association fees and dues Monthly subscription fees for the e-recruiting portion of e-relationship only (not reimbursed by other Prudential programs) are reimbursed at 100%. The initial signup fee for e-relationship is also reimbursable (50% reimbursement rate). Sponsoring diversity or community related events for recruiting purposes Breakfast/lunch expenses related to Center of Influence recruiting meetings Press/news releases related to recruiting Strategic coaching fees used for practice development (Requires preapproval by AD Marketing) Tuition fees for educational courses focusing on financial professional recruiting (Requires pre-approval by AD Marketing. Membership dues are not covered.) Production costs for photo(s) to be used on recruiting related materials (e.g., web page, ads, brochures, mailers - $100 match limit) WHAT IS NOT COVERED Any expense not recruiting in nature Marketing Assistant s time spent supporting MFSs personal production. FPAs marketing expenses Office expenses Travel expenses Headhunter s fees Financial professional s portion of e-relationship Let s Talk Money Newsletter Industry association dues (e.g., NAIFA, GAMA) Prudential giveaways and promotional items purchased from non-approved vendors after April 1, 2013 MFS Matching Funds may only be used to cover expenses related to recruiting. MFSs who qualified for Marketing Match Funds prior to attaining MFS status may not use those funds for recruiting related expenses. For examples of how those funds may be used, please see page 3 of the Marketing Match brochure for financial professionals, located on the AD PRO Online Marketing Services site. Important Note: MFS matching funds CANNOT be used for, nor allocated to, an FPA s marketing expenses. 2

3 Documentation Requirements The following documentation is required before reimbursements can be processed. Please visit the Online Marketing Services website (located in the Marketing tab of Navigator) or contact AD PRO AGENT AD ( ) for additional reimbursement guidelines and requirements. EXPENSE FOR REIMBURSEMENT All materials subject to Marketing Review DOCUMENTATION REQUIRED Please provide AD PRO with a copy of your Final Copy approval from MM Portal Electronic or faxed copy of piece(s) Expenses associated with recruiting campaign printing/mailings (produced and handled by MFSs themselves) Invoices and Marketing Campaign Form Complete and submit form Fax approved Marketing Campaign Form with proof of payment to AD PRO at Recruiting related association fees and dues associated with your target market Invoices or registration form with explanation fees, and Marketing Campaign Form Complete and submit form Fax approved Marketing Campaign Form with proof of payment to AD PRO at Giveaways* bearing the Prudential logo (where permitted by law see Gifts and Entertainment policy 3.16 of the Compliance Manual on Complinet) Note: Prudential logo not required on birthday cards and other greeting cards used in mailings. Prudential promotional items must be purchased from Prudential s preferred vendors (Staples Promotional Items or CFj Manufacturing) in order to be eligible for reimbursement. Recruiting letters/brochures, postage and printing Itemized invoice in the name of the advertiser Copy of the item *Because state anti-inducement/rebating laws limit or prohibit what can be provided to the public, you must obtain pre-approval from your manager. Copy of approved letter or brochure Itemized invoices in the name of the advertiser For postage complete the postage section of the Marketing Campaign Form Lists/leads for recruiting campaigns only. Itemized invoice in the name of the advertiser Copy of approved letter or brochure, or if a script was used, copy of the approved script Non-approved leads vendors require the (Privacy Affirmation section of the Marketing Campaign Form) to be completed. For qualified leads (mortgage, small business, internet lead companies, etc), must submit documentation from lead company showing the prospect wanted to be contacted 3

4 EXPENSE FOR REIMBURSEMENT Print advertising for recruiting (includes all dailies, weeklies, monthlies, annuals, trade journals, house of worship bulletins) Recruiting billboard advertising Recruiting Radio advertising: (includes all licensed AM/FM radio stations) DOCUMENTATION REQUIRED Itemized invoice in the name of the advertiser showing name/address of publication, ad date(s), ad size, individual ad cost, total cost of ad, MFS Reimbursement Form Please provide AD PRO with your final copy approval from MM Portal for new ads or for ad templates that were changed. For unchanged ad templates, provide AD PRO with a copy of the MRU approved ad (copy of ad as it ran or tearsheet) Itemized invoice in the name of the advertiser showing name/address of station, ad date(s), length of spots, individual spot cost, total spot cost. MFS Reimbursement Form Notarized copy of approved script and tagline aired. In addition, if the MRU template ad scripts were not used, provide AD PRO with a copy of your final copy approval from MM Portal. Recruiting Seminar invitations and postage Recruiting Seminar food costs* (supermarket receipts not allowed) Recruiting Seminar room rental or equipment fees Recruiting Seminar service-related charges such as beverage/food servers MFS Star 50 event costs Invoice, copy of the invitation, and Approved Seminar Reimbursement Form Complete and submit form. Fax with proof of payment to AD PRO at *Because state insurance anti-inducement laws limit or prohibit what can be provided to the public (e.g., promotional items, refreshments or modest meals) you must obtain pre-approval from your manager. Please note that the serving of alcohol, while not prohibited, is strongly discouraged due to potential liability. Reimbursements will be considered for beer and wine only. Sponsoring a little league and other amateur athletic team and event Invoice, MFS Reimbursement Form and Hold Harmless Form Events or teams must agree to give appropriate recognition of Prudential sponsorship in a manner acceptable to Prudential. If co-branding or third party usage of company logo is planned, Trademark Request Form approval from Brand Central must be obtained Complete and fax with proof of payment to AD PRO at Recruiting Telemarketing campaigns (Scripts require prior MRU approval) Invoices and a copy of approved script Copy of your Final Copy approval from MM Portal Translation Services Requires preapproval by AD Marketing at Prudential Itemized invoice in the name of the advertiser. Copy of approved piece and approval 4

5 EXPENSE FOR REIMBURSEMENT Prudential booths and/or advertising at recruiting trade shows, fairs or expos Community events Sponsorship costs fees/dues associated with your target market (with recruiting marketing or advertising component only) DOCUMENTATION REQUIRED Invoice, MFS Reimbursement Form, and registration form or contract describing the event or sponsorship Complete and fax with proof of payment to AD PRO at For advertising: copy of approval ad For advertising and recruiting marketing: MFS Reimbursement Form Invoice and registration form or contract describing the sponsorship Corporate Branding s approval of the Trademark Request Form is required if co-branding, or if the Prudential logo will be used on a website or on materials belonging to the organization being sponsored. e-relationship subscription fees (initial signup fee, and monthly fees for e-recruiting portion of e-relationship only). MFS marketing assistant salary reimbursement (for recruiting functions only) Yellow Page Advertising Strategic Coaching (requires preapproval by AD Marketing) Invoice or payment receipt from Identity Branding Completed copy of MFS Reimbursement Form, along with required salary paid documentation You must use DAC Group to place approved display ads in yellow pages directories. For details about yellow pages placement, please call DAC Group at If you have Marketing Match funds, DAC Group will invoice AD PRO directly for Prudential s recruiting match share. Invoice and vendor and the vendor document outlining a description of the coaching program. 5

6 Important Information It is the MFS s responsibility to ensure that all final published ads match the compliance-approved template. A best practice is to review the publisher s ad proof sheet for unintended changes before allowing the ad to publish. In addition, no changes (e.g., personalization information, font size or the bolding of certain words like name or phone number, or adding a fax number, etc.) can be made to a compliance-approved ad template without first submitting to Marketing Review (MRU) for approval and a new control number. Refer to flyer ADM-032, Information for Reviewing Producer Ad Requests, located in PruXpress, and Policy 3.16 in Complinet for more information. Please note: AD PRO will not reimburse for non-compliant ads. Ads approved for recruiting match can be found on Pru-Marketing on Demand (PMOD) and can be easily personalized. PMOD can be accessed via PruXpress or Navigator Online All Yellow Page advertising must be placed through Prudential s approved Yellow Pages vendor, DAC Group. AD PRO cannot reimburse for yellow page advertising obtained through an unauthorized vendor. DAC can be reached at (800) Please provide DAC with your program eligibility and they will invoice AD PRO directly for Prudential s recruiting match amount. If you are planning to appear on a TV or radio show, you MUST first receive the approval of your MD and Global Communications. Any guidelines provided by Operations and Controls Oversight must be followed. When TV commercials are available for personalization, they will be located on the AD Index Section of the Online Marketing Services website. MFSs may not create their own commercials. Because state insurance anti-inducement/rebating laws limit or prohibit what can be provided to the public (e.g., promotional items, refreshments or modest meals) you must obtain pre-approval from your manager. Refer to Policy 3.16 of the Compliance Manual on Complinet. Please note that the serving of alcohol during events, while not prohibited, is strongly discouraged due to potential liability. Reimbursement will be considered for beer and wine only. For the MFS Quarterly Match Programs, expenses for reimbursement must be incurred during the current award period. Signature Services expenses for reimbursement must be incurred during the current program year (April 1, 2013 March 31, 2014). Reimbursement for expenses outside of these periods will not be honored. Please note: Reimbursement takes approximately one week from when all required documentation is received by AD PRO. Except for the Signature Services MFS program, when submitting reimbursement requests, invoices should total $150 or more in order to ensure Prudential s marketing match amount is $75 or greater. Only one reimbursement request should be submitted to AD PRO per month. For Signature Services funds, see page 2 of this brochure for submission requirements. When MFSs share the cost of advertising, please list all MFSs and their proper mailing addresses on the reimbursement request. AD PRO cannot accept credit card payments from MFSs. There are two payments options: Option A - MFSs pay 50% of their invoice cost in advance directly to the vendor. AD PRO will then pay the vendor the other 50%. Option B - MFSs can pay the vendor 100% directly and provide the $0 balance invoice and proof of payment (copy of check front and back or copy of credit card receipt) to AD PRO in order to receive their 50% match reimbursement. This Program is subject to change. 6