OPERATIONAL GUIDELINES INCENTIVE FOR PARTICIPATION IN OVERSEAS TOURISM EVENT UNDER TPR 2016 [See Para 8.1.14 of TPR-2016]
1. Short Title: - Operational guidelines for incentive for participation in Overseas Event under TPR 2016
2. Extent: - It shall extend to the whole of the State of Odisha.
3. Commencement: - It shall come into force from the “Effective Date" of Tourism Policy Resolution, 2016 i e 24th November, 2016
4. Terms and Expressions: -Terms and expressions used in this operational guideline, but not specifically defined here, shall have the same meaning as in Tourism Policy Resolution, 2016.
5. Policy Provisions:- Para- 8.1.14 of Tourism Policy Resolution, 2016 DoT shall provide incentives to the tourism service provider of State for participating in overseas tourism events. The incentive shall be limited to 50% of the space rent actually paid and travel expenses incurred by the tourism service provider of the State subject to maximum of Rs.75,000/- for each event. Such concession shall be limited to two events in one financial year for any agency.
The tourism service provider approved by Govt.of India, Ministry of Tourism fulfilling the eligibility criteria prescribed by Ministry shall be eligible to get additional reimbursement of travel expenses of 4 more additional events. The admissibility of travel expenses shall be as per the guideline of Ministry of Tourism, Government of India and the maximum ceiling shall be Rs.2.5 lakh per annum.
6. Eligibility: - New & existing tourism stake-holders participating in overseas tourism events are eligible for getting reimbursement of 50% of travel expenses and space rent subject to maximum Rs.75,000/- per event and two events in a year.
7. Time frame for filing application: - Eligible tourism stake-holder shall file application complete in all respect as per the prescribed form before two months from the schedule date of event to Department of Tourism.
Application received late / incomplete in any respect shall be liable to be summarily rejected.
8. Procedure: -
8.1 Eligible Tourism unit claiming reimbursement of travel expenses & space rent for participation in Overseas Tourism Event shall submit application in the prescribed form appended to this operational guideline at Annexure --'A along with copies of all relevant documents shall be submitted to Department of Tourism.
8.2 On receipt of application with copies of relevant documents, the acknowledgement as prescribed at Annexure- 'B' shall be dispatched to the applicant duly signed by the authorised person of DoT.
8.3 After completion of examination, scrutiny of the proposal, the same shall be placed before a committee consisting of Director Tourism, Dy.Director Tourism / Jt.Director Tourism, AFA shall examine the eligibility & recommend for participation in the event.
8.5 Department of Tourism shall communicate the eligible agency to participate in the overseas event at least 45 days before the schedule date of event as per Annexure-C
8.6 The eligible agency shall submit copy of the tickets in economy class & route along with boarding pass, copy of the voucher for space rent & hotel accommodation paid if any in the prescribed form as per Annexure-D within 15 days of completion of event.
8.7 Scrutiny of the vouchers shall be done by a committee consisting of Director Tourism, Dy.Director Tourism / Jt.Director Tourism, AFA and recommend for settlement of claim.
9. Rejection: In case of rejection of application, the reasons of rejection shall be communicated to the applicant unit by the concerned authority as early as possible or within a maximum period of 30 days of receipt of application from the claimant unit in the format prescribed at Annexure – 'E'.
Other Terms & Conditions:
Participation in Overseas Tourism Trade Fairs, Exhibitions and Roadshows As per the provision contained in the Tourism Policy, the Department of Tourism provides financial assistance to Tourism Service Providers approved by the Department of Tourism, Odisha and Ministry of Tourism, Govt. of India for participation in tourism related Fairs, Exhibitions and Road Shows abroad.
1. The Tourism Service Provider such as Tour Operator, Travel Agents, Hoteliers or any such agencies as decided by the Department of Tourism, Government of Odisha shall be eligible.
2. The eligible Tourism Service Provider shall obtain prior approval of the Department of Tourism, Odisha before proceeding abroad to participate in such Fairs, Exhibitions and Road Shows. The application shall be submitted along with a copy of Registration Certificate to the Director, Tourism, Paryatan Bhawan, Bhubaneswar, 751014 in the prescribed format.
3. The Agency / Stakeholder claiming such incentives shall be duly registered with Department of Tourism, Govt. of Odisha or Ministry of Tourism, Govt.
of India.
4. After participation, the Agency shall submit the detail documents within 15 days of the completion of the event.
a. Details of financial assistance availed during last three year.
b. Photocopy of passport highlighting the entries about departure from India and arrival in India.
c. Photocopy of air tickets &, boarding pass etc. indicating the name of the traveller, ticket number, flight no, class in which travelled.
d. Brief report about the participation and achievements.
5. DoT shall provide incentives to the tourism service provider of State for participating in overseas tourism events. The incentive shall be limited to 50% of the space rent actually paid and travel expenses incurred by the tourism service provider of the State subject to maximum of Rs.75,000/- for each event. Such concession shall be limited to two events in one financial year for any agency.
The tourism service provider approved by Govt.of India, Ministry of Tourism fulfilling the eligibility criteria prescribed by Ministry shall be eligible to get additional reimbursement of travel expenses of 4 more additional events. The admissibility of travel expenses shall be as per the guideline of Ministry of Tourism, Government of India and the maximum ceiling shall be Rs.2.5 lakh per annum.
6. In all overseas participation, all entry fees, registration fees for badges etc.
shall be borne by the agency.
7. The Agency shall submit a detailed report, contacts made, photograph of the event to the DOT within one month after the completion of the Event to ascertain the outcome of the visit.
8. The Tourism Service provider claiming such incentives shall not be under any investigation or charged/prosecuted / debarred / blacklisted by Ministry of Tourism and Department of Tourism, Odisha.
9. The applicant shall furnish a declaration in the prescribed format as under:
“I do hereby declare that I have not claimed / received any financial assistance for participation in this Fair / Exhibition / Road show from Government / Government Agency.”
10. On submission of all relevant documents to the Department, if all are found satisfactory, payments may be released within 30 days to the concerned Agencies.
Annexure - A Application Form for obtaining Prior Approval for Participation in Trade Fair / Exhibition and Road Shows abroad Overseas 1 Name of the Firm with full address 2 Nature of Business 3 Name of accreditation body, if any 4 Name & Designation of the person proposed to participate in the Overseas Event.
5 Certificate regarding approval of the Agency / Firm by the Department of Tourism 6 Certificate of Revenue Earnings during the two preceding financial year duly certified by the Chartered Accountant In INR In Foreign Exchange (If any) 7 Name of the Fair / Exhibition / Road show proposed to participate 8 Proposed date of Departure from India 9 Proposed date of Arrival in India 10 Details of Financial Assistance availed during the current financial year.
i) Details of countries visited and exhibitions / Road shows participated ii) Name of the Person iii) Dates iv) Amt. Received Place: Signature Date: Designation with Stamp Annexure –B (FOR OFFICE USE) OFFICE OF THE DIRECTOR TOURISM, GOVT.OF ODISHA Letter No.---------------- / Date------------------ Acknowledgement (Strike out whichever is not applicable) To Sri ____________________________ M/s. ___________________________ ___________________________ Received the application for participation in Overseas Tourism Events under TOURISM POLICY RESOLUTION –2016 and its operational guidelines along with documents mentioned below from M/s------------------ At/PO----------------Dist. ___on dt. ----- through post / person.
List of documents
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Signature of authorized officer / Director Tourism with seal & date---------- Annexure –B (TO BE DISPATCHED TO THE APPLICANT) OFFICE OF THE DIRECTOR TOURISM, GOVT.OF ODISHA Letter No.---------------- / Date------------------ Acknowledgement (Strike out whichever is not applicable) To Sri ____________________________ M/s. ___________________________ ___________________________ Received the application for participation in Overseas Tourism Events under TOURISM POLICY RESOLUTION –2016 and its operational guidelines along with documents mentioned below from M/s----------------------------- At/PO-------------------Dist. ______on dt. -------through post / person.
List of documents
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Signature of authorized officer / Director Tourism with seal & date---------- Annexure –C (TO BE DISPATCHED TO THE APPLICANT) OFFICE OF THE DIRECTOR TOURISM, GOVT.OF ODISHA Letter No.---------------- / Date------------------ Letter of Consent (Strike out whichever is not applicable) To Sri ____________________________ M/s. ___________________________ ___________________________ Your application for participation in Overseas Tourism Events _____________ scheduled to be held from _____________ to ___________ is hereby approved subject to clause no.8.1.14 under TOURISM POLICY RESOLUTION–2016 and its operational guidelines Signature of authorized officer / Director Tourism with seal & date---------- Annexure-D Claim Form for sanction of incentive for Participation in overseas Trade Fair / Exhibition and Road Shows 1 Name of the Firm with full address 2 Copy of the approval of DoT to participate in the event.
3 Name of the Fair / Exhibition / Road show participated 4 Name & Designation of the person participated in the Overseas Event.
5 Date of Departure from India 6 Date of Arrival in India 7 Details of Financial Assistance availed earlier v) Details of countries visited and exhibitions / Road shows participated vi) Name of the Person vii) Dates viii) Amt. received 8 Detail of expenditure incurred i) Air-Ticket in economic class & route.(copy of the ticket & boarding pass.
ii) Space rent in the exhibition (voucher of the rent paid) iii) Accommodation charges (voucher of the room rent paid) TOTAL 9 Admissible claim (50% of the total travel expenses, space rent subject to a ceiling of Rs.75,000/- per event) Place: Signature Date: Designation with Stamp Annexure-E OFFICE OF THE DIRECTOR TOURISM, GOVT.OF ODISHA NO DT.
(Strike out whichever is not applicable) To Sri _____________ M/s__________________________, At ___________________P.O.___________ Dist.__________________ This is to inform that – The application for reimbursement of expenditure on participation in overseas tourism event ________________________ (name of the event) is rejected due to following reasons.
(Specify the reasons)
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Director Tourism with seal & date----------.