The Marketing Development Funds (MDF) Program provides Distributors with access to cooperative marketing funds to support pre-approved marketing activities that promote brands supplied by Tradewinds Climate Systems.
1. MDF Calculation & Accrual
- MDF is calculated as a percentage of the Distributor's product purchases from Tradewinds Climate Systems.
- MDF accrues at a rate of 3% of the Distributor's Gross Purchases, defined as gross purchases net of outbound freight.
- MDF-supported marketing activities are funded on a 50/50 cost-share basis between Tradewinds Climate Systems and the Distributor, unless otherwise approved in writing.
- MDF funds accrue within the applicable fiscal year only and do not roll over into subsequent periods. Unused funds are forfeited at year-end.
2. Program Administration & Approval
- MDF requests are reviewed and processed on a first-come, first-served basis, subject to available funds.
- Each marketing activity requires separate approval and must include:
- One MDF Request Form submitted prior to execution, and
- One MDF Claim Form submitted after completion of the approved activity.
- Submission of a request does not guarantee approval.
- Approval of MDF requests is at the sole discretion of Tradewinds Climate Systems, regardless of prior approvals, historical practices, or similar past activities.
- Tradewinds Climate Systems will make every effort to respond in writing within 30 business days of complete request submission.
- Approval of one marketing activity does not constitute approval of future, recurring, or similar activities.
3. Eligible Marketing Activities
Eligible marketing activities include, but are not limited to:
- Advertising (print, digital, radio, outdoor)
- Promotional items
- Sponsorships
- Events and trade shows
- Online and digital marketing
- Direct mail and email campaigns
All approved activities must:
- Promote brands supplied by Tradewinds Climate Systems
- Use authorized branding, logos, and approved messaging
- Align with the activity description and materials submitted at the time of approval
4. Definition of Promotions & Incentives
- MDF-supported activities are intended for branding, advertising, and awareness-driven initiatives.
- Activities involving price discounts, rebates, giveaways, or other promotional incentives must:
- Be clearly disclosed at the time of request
- Include pre-approved marketing materials that define the offer
- Be approved prior to execution
- Altered, recreated, estimated, or post-event documentation will not be accepted.
- Expenses incurred outside the approved scope, dates, or materials are not eligible for reimbursement.
5. MDF Request Form Submission
Distributors must submit MDF Request Forms online at: www.greecomfort.com/marketingfunds
Each request must include:
- A detailed description of the proposed marketing activity
- Vendor estimates or quotes outlining anticipated costs
- Target audience details and expected reach or impact
- Draft marketing materials or examples, when applicable
- Activity dates and execution timeline
Request Forms may be submitted:
- No earlier than 90 days prior to the activity
- No later than 15 days prior to the activity
Requests submitted outside these timeframes may be denied.
6. MDF Claim Form Submission & Documentation
Upon completion of an approved activity, Distributors must submit an MDF Claim Form with the following:
- Final, unaltered invoices or receipts issued by the original vendor
- Proof of execution corresponding to the approved activity, which may include:
- Photographs
- Screenshots
- Event agendas
- Attendee lists or circulation data
Documentation must:
- Match the approved activity description
- Reflect the approved materials, dates, and scope
- Clearly support the claimed expenses
Tradewinds Climate Systems reserves the right to:
- Request additional or clarifying documentation
- Deny claims that do not align with the approved request, materials, or documentation standards
7. Reimbursement & Account Adjustment
- Approved MDF claims will be reimbursed via an adjustment issued to the Distributor's Tradewinds account.
- An adjustment will be issued to the Distributor's account within 30 days of claim approval.
- Claims that are incomplete, inconsistent, or unsupported may be delayed or denied.
8. Year-End Processing Notice
Due to year-end volume and holiday schedules, MDF claims submitted in December may be reviewed and processed beginning in January of the following calendar year. Eligibility is not impacted provided:
- The activity was approved and completed within the applicable fiscal year, and
- All required documentation is submitted in full.
9. Audit Review
- All MDF activity, approvals, and reimbursements are subject to internal and external audit review.
- Tradewinds Climate Systems reserves the right to review submitted documentation and approvals for accuracy, consistency, and compliance with program guidelines.
For questions regarding the MDF Program, please contact:
Tatiana Force
Sr. Marketing Manager
Tatiana.Force@twclimate.com
754.707.4220
www.greecomfort.com
