Xerox Document Technology Partner Cooperative Marketing Funds

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1 Xerox Document Technology Partner Cooperative Marketing Funds Program Are you marketing to your installed base? What are you doing to attract new customers? As a Xerox Document Technology Partner, you have access to valuable Cooperative Marketing Funds that can help you grow your sales with both existing and new customers. Let this guide and your Partner Business Manager help you get the most out of these dollars and your Xerox Document Technology Business. What are Cooperative Marketing Funds? Cooperative Marketing Funds allow Platinum and Gold non-agent partners to promote Xerox products, services and solutions on a local or regional level via activities that complement other Xerox channel programs. You accrue these funds once your hardware sales exceed $10,000 for the quarter. A total of 2% for Gold partners and 3% for Platinum partners of hardware sales will go into your co-op fund providing your business is not also a Xerox Authorized Agent. 1 Funds are used to reimburse expenses incurred following your marketing activities. Program Objectives Increase customer demand for Xerox offerings through effective marketing activities and campaigns. Increase sales effectiveness and enable partners to more easily grow business. Promote the full range of printing and multifunction solutions, services and support available from Xerox and you Fund Accrual Earned Cooperative Marketing Funds become available for use approximately one month after and expire six months following the calendar quarter end. We recommend that channel partners submit their claims two weeks before the funds expire to ensure timely processing. The fund schedule appears in the table below. Fund Period Earned Funds Available Approximately Funds Expire Beginning End Q Co-op 10 /1/ / 31/ /1/2018 6/30/2018 Q Co-op 1/1/2018 3/ 31/2018 5/1/2018 9/30/2018 Q Co-op 4/1/2018 6/30/2018 8/1/ / 31/ 2018 Q Co-op 7/1/2018 9/30/ /1/2018 3/ 31/ Based on Program Net Pricing per chart on page 23 of the 2018 DTP Program Guide.

2 Program Eligible Co-op Activities and Following is a list of all activities that qualify for co-op funds and the corresponding guidelines with activity codes found in parentheses. Advertising (CAT) Promote your business in end-user/customer-focused newspapers, magazines, flyers, circulars, radio and television not otherwise covered in Co-op guidelines. Creative Pre-approval Required Gain ad or script approval by ing a copy to: XNAMDFProgramClaims@xerox.com Up to 100% of space, airtime or production costs for ads dedicated to Xerox. Up to 50% of space, airtime or production costs for an account-created multi-vendor advertisement. Amount is prorated by space devoted to Xerox when combined with another vendor s offerings. Creative costs, agency fees, taxes, or costs for multi-vendor ads in which Xerox is featured along with a competitive vendor. The Xerox name and logo must appear in all print ads and meet Xerox guidelines. Ad must promote the base Xerox model and price. Ad must comply with Xerox Minimum Advertised Pricing (MAP) policy. Publication or media outlet must have a published rate card and circulation statement. Publication must contain at least 25% editorial content. Publication must target at least one market segment applicable to Xerox products. The size and space allotted for the partner s name, logo and contact information must not exceed the size of the Xerox name or logo and must be less than 15% of the total ad space. Claims made should be accurate. Copy should paint Xerox in a positive light and not criticize Xerox products or services. A copy of the final print ad Approved ad proof (not required if ad created with Xerox IMPACT Marketplace tools) Approved TV or radio script and air times Direct Mail and Newsletters (DMN) Promote your business in end-user/customer-focused direct mailers and newsletters not otherwise covered in Co-op guidelines. Creative Pre-approval Required Gain approval by ing a copy to: XNAMDFProgramClaims@xerox.com Up to 100% of production, postage, list rental and mail house services costs. Amount is prorated by space devoted to Xerox when combined with another vendor s offerings. Creative costs, agency fees, taxes, freight and express mail charges. The Xerox name and logo must appear in the mailer or newsletter and meet Xerox guidelines. Mailer or newsletter must contain descriptive copy promoting Xerox products. Mailer or newsletter must comply with Xerox MAP pricing policy. A copy of the mailer or newsletter 2

3 Program Marketing (EMB) Leverage the power of to inform customers about specials or to nurture them for the long term. Creative Pre-approval Required Gain approval by ing a copy to: XNAMDFProgramClaims@xerox.com Up to 100% of list rental costs. Creative costs, agency fees, taxes and multi-vendor s in which Xerox is featured along with a competitive vendor. The Xerox name and logo must appear in the and meet Xerox guidelines. must contain descriptive copy promoting Xerox products. must contain a call-to-action specific to Xerox products. must comply with U.S. regulations. must comply with Xerox MAP pricing policy. A copy of the Promotional Merchandise (PXB) Promote Xerox and your relationship with Xerox through specialty items. Up to $ 5,000 per year for Xerox branded merchandise. Non-Xerox branded merchandise or materials that are inappropriate or diminish the Xerox brand. The Xerox name and logo must appear on merchandise and meet Xerox guidelines. Partner must discuss promotional items with a Xerox salesperson. A Xerox ecompanystore invoice or The invoice and image of final delivered item if purchased from another vendor Xerox Signage (XSG) Xerox branded signage including vinyl banners, window stickers, vehicle graphics, billboards and dioramas used to promote Xerox products, services or solutions. Up to 100% of production costs for signage dedicated solely to Xerox. Up to 50% of production costs for an account-created multi-vendor sign. Amount prorated by space devoted to Xerox when combined with another vendor s offerings. Creative costs, agency fees, taxes, or costs for multi-vendor signs in which Xerox is featured along with a competitive vendor. The Xerox name and logo must appear on all signage and meet Xerox guidelines. The size and space allotted for other vendors logos must not exceed the size of the Xerox name or logo when placed alongside each other. Reference Brand within the Marketing section of the Xerox Partner Portal. Photo of final Xerox signage showing full sign and placement 3

4 Program Appointment Setting (APT) Increase sales activity by leveraging an appointment setting firm to set meetings with end-user customers. Up to 100% of the appointment setting firm s price to generate a Xerox focused appointment with a new customer. Appointments set with the partner s existing customers or additional meetings with a customer following an initial appointment. The third party employed to generate appointments must be a professional appointment setting firm. A Xerox salesperson should approve what types of customers the firm will contact. Appointments must be solely focused on Xerox offerings. Appointments with current Xerox customers should be avoided. Copy of proposal, statement of work, quote or other detailed account of what the partner will receive from the appointment setting firm BlitzMasters Workshops (BLZ) Empower your sales team to generate demand, build pipeline, and drive net new Xerox revenue through powerful onsite or virtual transformational prospecting workshops that result in a pipeline full of new opportunities. Your team will learn how to get past gatekeepers and connect with decision makers, handle common objections, leave compelling voic messages that get returned, and set appointments to uncover new Xerox opportunities. Learn more and read testimonials from other Xerox partners at BlitzMasters.com/Xerox or contact Chief BlitzMaster, Andrea Sittig-Rolf, at andrea@blitzmasters.com or (206) Up to 100% of the expense of the BlitzMasters on-site or virtual workshop. Blitz-day expenses not explicitly supplied by the BlitzMasters organization. Completion of pre-blitz activities required. Report of workshop performance metrics supplied to Xerox by BlitzMasters. BlitzMasters invoice Telemarketing (TMK) Prospect for new customers and follow up on leads with telemarketing. Up to 100% of accredited telemarketing agency or dedicated personnel fees, activities, lead lists and data analysis. Amount prorated if activity involves another vendor s activities or products. Routine lead or sales follow up by account. Telemarketing must be part of a program targeted at an application or market segment applicable to Xerox products. Telemarketing must be in conjunction with another Xerox marketing activity. The number of calls made A copy of the script 4

5 Program Customer Events (CEV) Generate customer interest with seminars, private showings and on-site events exclusively sponsored by you. Up to 100% of costs for advertising, invitations, collateral, print samples, room rental, catering, non-alcohol and shipping or freight of Xerox products. Amount prorated if activity involves another vendor s activities or products. Alcohol, entertainment, accommodations and travel. Xerox products must be demonstrated. Copy of invitation and/or event agenda Event Sponsorships (EVT) Capitalize on branding and advertising opportunities by sponsoring third-party customer-focused or public-facing events. Creative Pre-approval Required Gain ad or sign approval by ing a copy to: XNAMDFProgramClaims@xerox.com Up to 50% of sponsorship expense that may include signage, presenting fee, event space, program advertisements, inserts and related components. Alcohol The Xerox name and logo must appear in any event signage or program advertisements and meet Xerox guidelines. Event rate card Copy of any advertisements or signage Tradeshow Exhibitions (TDS) Exhibit Xerox products at tradeshows, expos or other conventions not sponsored by your organization. Up to 100% of exhibitor fees, booth rental, Xerox signage, third-party setup and tear-down fees and shipping or freight of Xerox products. Amount prorated by space devoted to Xerox when combined with another vendor s offerings. Meals, alcoholic and non-alcohol, accommodations, travel, entertainment or other Partner personnel related expenses and multi-vendor tradeshows or events at which Xerox is featured along with a competitive vendor. Xerox products must be prominently displayed and demonstrated as part of an applications solution. The space devoted to Xerox products should be no less than the space devoted to another vendor s featured products. Tradeshow or event must target a market segment applicable to Xerox products. Photos of Xerox booth/display that show percentage of space dedicated to Xerox List of Xerox attendees 5

6 Program Training (TRG) Train your sales reps and service technicians at training events hosted by Xerox and select third parties. Up to 100% of Xerox sales and service training fees or up to 50% of third-party training fees. See Transportation and Travel section for details about covered travel expenses associated with training. Alcohol and entertainment Training should be directly related to the sale or support of Xerox products and services. Copy of training agenda Any third-party vendor or Xerox invoices Transportation and Travel (TRS) Trip expenses for select activities. Up to 100% of coach (economy) air, train or bus travel, up to 100% of lodging expense. Personal auto mileage, meals, alcohol Transportation and travel expense should be directly related to the sale or support of Xerox products and services. Physical or electronic images of air, train or bus boarding passes Proof of attendance at the event described in the claim may be required upon request Infrastructure (INF) Systems, software applications and other investments used primarily in support of Xerox sales. Up to 100% of costs for infrastructure dedicated solely to Xerox. Up to 50% of costs for infrastructure supporting multiple vendors. Amount prorated by usage devoted to Xerox when combined with another vendor s offerings. Infrastructure investments that benefit competitive vendors. Support of items listed in the Non-eligible Co-op Activities section below. Partner must commit to the total cost of the infrastructure investment in case of insufficient sales to generate enough co-op to cover expenses Requires pre-approval from your Xerox salesperson Additional proof of performance as defined by approval team 6

7 Program Other Marketing Activity (OMT) Activities that do not fall into any of the other categories listed above. Up to 100% of costs for marketing projects. Marketing projects that support competitive vendors. Support of items listed in the Non-eligible Co-op Activities section below. Partner must submit a proposal for pre-approval. Additional proof of performance as defined by approval team may be required, additional requirements will be included in the Planned Activity approval Non-eligible Co-op Activities Following is a list of all activities or items that do not qualify for co-op funds. Contests Demo units and supplies Sales meetings Some travel Entertainment Sales incentives Personal business expenses Rebates Activity SPIFFs Yellow Pages advertising Alcohol Memberships Requesting and Receiving Funds All Co-op program funds requests are managed online on the Global Partner Program website. Through this system, you can request funds, submit claims and track your claim status. Following is the process for requesting and receiving funds. Pre-approval 1. Other Marketing Activity proposals require pre-approval via the Co-op system as do expenditures of $5,000 or more. 2. Submit your request via the Co-op system accessible via the Xerox Partner Portal. 3. Request must be made at least 2 weeks prior to your activity date. 4. The Co-op system will send an to you with an approval or rejection. Submit Claims 1. Submit your claim via the Co-op system accessible via the Xerox Partner Portal. 2. Claims must be made within 60 days after your activity date provided the end of the 60-day period doesn't exceed the expiration date. Claims not made within this timeframe will be rejected. Claims are never pre-paid. 3. Claims must include required proof of performance documentation as outlined in each eligible activity section in this document. 4. The Co-op system will send an to you requesting any additional documentation if necessary. 5. If required documentation is not received within 30 days, your claim will be rejected. Receive Funds 1. You will receive either a check or a credit memo within 45 days of the date that your claim was approved. Co-op Marketing Funds Terms and Conditions Reimbursement for marketing activity is contingent upon meeting all specific guidelines and requirements as specified in the Co-op Eligibility Activity sections of this document. Xerox reserves the right to refuse reimbursement for marketing activities that do not meet the Co-op Eligibility Activity, contain errors, are improperly treated or are considered to be in poor taste or reflect unfavorably on Xerox. Under no circumstances may a channel partner s claim for funds be deducted directly from a Xerox claim. Deductions will automatically place the channel partner on credit hold which will immediately stop all printer, service and supplies orders. The claim process must be used for the issuance of a reimbursement. Reimbursements will not be issued unless the channel partner account is current. 7

8 Program Xerox will not reimburse any third-party entity directly on behalf of a channel partner. Funds must be claimed as a reimbursement directly to the channel partner. Under no circumstances shall cooperative marketing funds be used to reimburse expenses from a company affiliated with the channel partner. Xerox reserves the right to deny claim reimbursement when a claim does not properly reflect actual costs based on local net rates less any discounts or rebates. Creative costs such as model fees, copyrighting, agency fees, and design and concept development are not reimbursable under this program. Advertising cannot be misleading as to price, product features or specifications, or be in violation of any federal or state law, municipal ordinance or administrative agency rules and regulations. All prices advertised must comply with the Xerox MAP pricing policy (U.S. only) found on the Xerox Partner Portal. Whenever the Xerox name or logo is used in marketing activities of any sort, Xerox usage guidelines must be followed. Xerox logo usage guidelines can be found on the Xerox Partner Portal. Channel partner shall represent the best interests of Xerox with regard to the promotion and sale of Xerox branded supplies. Channel partner shall not market or promote non-xerox solid ink or toner supplies for use in Xerox solid ink printers or Xerox laser printers. Proper proof of performance documentation must be received with all claims. Proof of performance includes third-party vendor invoices of expenditures and specific activity proof of performance documentation, as listed under each eligible activity description. Xerox may change, modify or terminate this program with 30-day notice. All valid claims due to expenses incurred before the change, modification or termination will be unaffected. Co-op Program Contacts Xerox is committed to supporting you with this Co-op program. For general program questions, contact your Xerox salesperson. For help with marketing activity reviews and approvals, contact the Co-op Program Administrator at: XNAMDFProgramClaims@xerox.com For questions about your claim status, go to the Co-op system, accessible via the Xerox Partner Portal Xerox Corporation. All rights reserved. Xerox and Xerox and Design are trademarks of Xerox Corporation in the United States and/or other countries. BR21238 XADGL-01UG