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Insert Campaign Name - [E.org Fund]: Eligible Expenses

Christina Dobryzynski
Christina Dobryzynski Expensify Success Coach - Admin, Expensify Team Posts: 251 Expensify Team

Welcome to Expensify.org's Justice Campaign!

We're so excited to partner with you to achieve your community goals. This page includes a full list of eligible expenses for the [insert name of the campaign] campaign.

  • Click {Insert Campaign Policy Join Link} to join the campaign policy and become a volunteer!
  • Below is a list of eligible out-of-pocket volunteer expenses, task payments, and behavior incentive payments.
  • When creating an expense for reimbursement, please be sure to locate the one you're submitting below and enter all the required information, or your expense will not be approved and paid.
  • To avoid any delays: If you believe that you have an eligible expense that is missing from this list, please reach out to your campaign manager (who approves your expenses) to get this updated first before you submit it to Expensify.org for reimbursement.
  • Here's our training video on how to submit and approve expenses using the Expensify app.

Eligible Out-of-Pocket Volunteer Expenses

Prerequisites

  • The expense must have been paid for with the volunteer’s personal funds.
  • The expense must be no more than 30 days old.
  • The expense must include an itemized receipt image (only card receipts won't be accepted).
  • The category must be applied.
  • You will be reimbursed 50% of the expense total.
  • If the expense is a mileage expense, please do not use the GPS feature in the app. Log into your Expensify account, select New Expense in green and click Create From Map. Enter the location where you started and the location where you finished. A map will be automatically generated. The mileage rate is already set in the policy.
  • 'Youth' is considered 18 years and under (only applicable for Youth Fund campaigns)

Required information that needs to be included on each of the below eligible expenses

  1. Expense: {Insert Description of Expense} - {insert Max Amount}
    1. Merchant: SmartScan will read this receipt to find the merchant name
    2. Amount: SmartScan will read this receipt to see the original amount but volunteers can overwrite it if they're claiming for less
    3. Date: SmartScan will read this receipt to see the date of purchase
    4. Category: Please select {insert category name}
    5. Expense Description: {insert description required}
    6. Proof: An itemised receipt (or GPS mileage tracker if this is a mileage expense)

Eligible Task Volunteer Payments

Prerequisites:

  • The expense must be for an approved task on behalf of the campaign
  • The task must be no more than 30 days old
  • The task must include the required proof detailed below. This must prove the result was accomplished (eg. hanging a poster or delivering a workshop)
  • The category must be applied
  • You will be reimbursed 50% of the task amount
  • Volunteers must submit each task for reimbursement in Expensify by heading to their Expenses page, then selecting New Expense > selecting Per Diem > selection Destination: Task
  • Youth is considered 18 years and under (only applicable for Youth Fund campaigns)

Required information that needs to be included on each of the below eligible expenses

  1. {Insert description of the task} - {100% Task Rate}
    1. Destination: Task
    2. Start Date: Date you began working on this task
    3. End Date: Date you completed this task.
    4. Per Diem Quantity: {Usually '1' but please explain if otherwise e.g. volunteers are paid $X for every call made}
    5. Subrate: {Insert the task description again here}
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: {Insert the category for this task}
    8. Expense Description: {please specify the description needed from volunteers here}
    9. Proof: {Please specify what proof of this task is required here}

Eligible Behavior Incentive Payments

Prerequisites:

  • The expense must be for an approved behavior on behalf of the campaign
  • The expense must be no more than 30 days old
  • The expense must include the required proof for that specific behavior
  • The category must be applied
  • You will be reimbursed 100% of the task amount
  • You will set up each task expense in Expensify by heading to your Expenses page, then selecting New Expense, and then selecting Per Diem.
  • Youth is considered 18 years and under (only applicable to Youth campaigns)

Required information that needs to be included on each of the below eligible expenses

  1. {Insert behaviour incentive description} - {Insert Behavior incentive rate}
    1. Destination: Behavior
    2. Start Date: Date you began the task
    3. End Date: Date you completed this task
    4. Per Diem Quantity: 1
    5. Subrate: {Insert the Behavior description}
    6. Amount: Your behavior incentive rate is added automatically when you select your behavior
    7. Category: {Insert the category for this behavior incentive}
    8. Expense Description: {please specify the description volunteers need to enter}
    9. Proof: {Please specify what proof of this behavior is required here}


The screenshot below shows you how to add any report attachments such as photos for proof of task and behavior to your expense report.


That's it! Thanks for making the world a better place.


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