Available Reimbursement Is Not Recovered Reimbursement

Co-op and MDF programs are one of the most under-utilized profit levers in powersports dealerships. Not because dealers do not know they exist — but because the process to claim them requires someone to own every step:

1. Eligibility. Which campaigns qualify? Under which program? What percentage is reimbursable?
2. Pre-approval. Does the OEM require pre-approval? What is the deadline? What creative guidelines apply?
3. Compliant creative. Does the ad meet brand standards, required disclaimers, and logo placement rules?
4. Proof. Did the ad run in the right timeframe, on the right platform, with the right audience targeting?
5. Invoicing. Are platform invoices, screenshots, and spend reports organized and ready?
6. Submission. Was the claim packet filed before the deadline, in the right format, through the right portal?
7. Tracking. Was the claim approved? Was it paid? What was the actual reimbursement rate?

If any one of those steps is missing or late, the money does not get recovered. Most dealerships do not have a person who owns all seven steps. That is the gap.

What we find most often

• Eligible activity goes unclaimed. Initial audits frequently uncover advertising that qualified for reimbursement but was never submitted.
• OEM-funded and dealer-funded spend gets mixed. If co-op and dealer-led campaigns are not separated at the planning stage, the reimbursement gets denied on a technicality.
• Creative does not meet program requirements. Missing disclaimers, wrong logo placement, or incorrect date references can invalidate an otherwise eligible claim.
• Deadlines pass because nobody is watching. MDF windows are quarterly. Co-op deadlines are specific. If nobody owns the calendar, the money expires.
• Approved claims sit unpaid. The OEM approved the claim. The check has not arrived. Nobody is tracking it to a decision.

Campaign Planning & Budget Separation

We plan campaigns with co-op eligibility in mind from the start. OEM-funded activity is separated from dealer-led activity at the budget level so reimbursement is not denied because the funding sources were mixed.

Pre-Approval Support

Where the OEM requires pre-approval, we prepare and submit the creative, targeting, and budget documentation through the appropriate portal before the campaign launches.

Compliant Creative

We build and review advertising creative to meet OEM program requirements: brand standards, required disclaimers, logo placement, date references, and platform-specific rules.

Proof & Invoice Collection

We collect and organize the documentation each program requires: ad screenshots, platform invoices, spend reports, audience targeting records, and placement verification. Claim-ready before the deadline, not assembled in a panic afterward.

Submission & Deadline Tracking

We track every program deadline, every submission window, and every claim status. Monthly and quarterly. Across every OEM the dealership participates in.

Claim Tracking to Decision

We track each claim from submission through approval to payout. If a claim is denied, we identify the reason and determine whether resubmission is possible. The goal is money in the dealership's account, not money approved in a portal.

• Harley-Davidson MDF (Motorcycle Division Fund)
• Can-Am / BRP co-op programs
• Sea-Doo / BRP watercraft programs
• Yamaha co-op and dealer advertising programs
• Honda powersports dealer programs
• Kawasaki dealer advertising assistance
• Polaris co-op and advertising programs
• Indian Motorcycle dealer programs
• Additional OEM programs as applicable to the dealership's brand portfolio

Each OEM has its own rules, portals, deadlines, and creative requirements. We manage the process according to each program's specifications, not a generic template.

• Run it end-to-end. EPC manages the entire claim process as part of the full operating system: planning, creative, proof, submission, tracking.
• Strengthen your current process. We audit your co-op history, set up the tracking cadence, train your staff on submission requirements and deadline management — then transition ownership as the process stabilizes.
• Fill the claim-tracking gap. You handle creative and planning. We track deadlines, collect proof, submit claims, and chase reimbursement to payout.

Verified finding: Initial audits frequently uncover eligible activity or available MDF funds that were not being actively tracked.

• One owner for every open claim: a person who tracks eligibility, proof, submission, and payout
• A monthly co-op status report: which programs are active, which deadlines are approaching, which claims are submitted, approved, or paid
• Budget separation at the planning stage: OEM-funded and dealer-funded activity tracked separately so reimbursement is not denied on a technicality
• Fewer expired funds: quarterly and monthly deadlines watched proactively, not reactively