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For Oak Cliff Eligible Expenses

Sheena Trepanier
Sheena Trepanier Approved! Accountant Posts: 1,355 Expensify Team


Welcome to Expensify.org's Justice Grant!

We're so excited to help you to achieve your community goals. The intention of this page is to provide you with a full list of eligible expenses for the For Oak Cliff campaign.

Below is a list of eligible* out-of-pocket expenses and task 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 disappointment: 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.

Join For Oak Cliff's volunteer expense policy HERE

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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

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

  1. Groceries for food boxes (guide: $20/person)
    1. Merchant: [Hint: check the attached receipt to find the merchant name]
    2. Amount: [Hint: check the attached receipt to see the original amount]
    3. Date: [Hint: check the attached receipt to see the date of purchase]
    4. Category: Groceries
    5. Expense Description: What was this expense for?
    6. Proof: [Hint: make sure the receipt image attached to the expense shows a legible purchase date and what items were purchased.]

Eligible Task Volunteer Payments

Prerequisites:

  • The expense must be for an approved task 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 task
  • The category must be applied
  • You will be reimbursed 50% 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.

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

  1. Pack and distribute food boxes on food distribution days
    1. Destination: Task
    2. Start Date: Date you began the task
    3. End Date: Date you completed this task (same as Start Date)
    4. Per Diem Quantity: 1
    5. Subrate: Pack and distribute food boxes on food distribution days
    6. Amount: $50
    7. Category: Food box packing and distribution
    8. Expense Description: Have you added the necessary proof for this task?
    9. Proof: Photograph of yourself onsite packing/distributing food boxes added to the comment section of the report.
  2. Pick up food boxes from the community site and deliver these to people at their homes
    1. Destination: Task
    2. Start Date: Date you began the task
    3. End Date: Date you completed the task (same as Start Date)
    4. Per Diem Quantity: 1
    5. Subrate: Pick up boxes from the community site and deliver to recipients at their homes
    6. Amount: $50
    7. Category: Food box delivery
    8. Expense Description: Have you added the necessary proof for this task?
    9. Proof: Photograph of yourself delivering food boxes to a recipient added to the comment section of the report.
  3.  Market playground, traffic, or parking attendant
    1. Destination: Task
    2. Start Date: Date you began the task
    3. End Date: Date you completed the task (same as Start Date)
    4. Per Diem Quantity: 1
    5. Subrate: Market attendant
    6. Amount: $50
    7. Category: Market attendant
    8. Expense Description: What type of attendant were you?
    9. Proof: Photograph of yourself guiding market attendees or at your station, added to the comment section of the report.
  4. Market info booth and support
    1. Destination: Task
    2. Start Date: Date you began the task
    3. End Date: Date you completed the task (same as Start Date)
    4. Per Diem Quantity: 1
    5. Subrate: Market info booth/customer support
    6. Amount: $50
    7. Category: Market info booth/customer support
    8. Expense Description: Did you help anyone during your shift?
    9. Proof: Photograph of yourself staffing the info booth and offering support, added to the comment section of the report.
  5. Market setup and breakdown
    1. Destination: Task
    2. Start Date: Date you began the task
    3. End Date: Date you completed the task (same as Start Date)
    4. Per Diem Quantity: 1
    5. Subrate: Market setup and breakdown
    6. Amount: $50
    7. Category: Market setup and breakdown
    8. Expense Description: Did you participate in setup, breakdown, or both?
    9. Proof: Photograph of yourself setting up and breaking down the market, added to the comment section of the report.
  6.  Market surveying
    1. Destination: Task
    2. Start Date: Date you began the task
    3. End Date: Date you completed the task (same as Start Date)
    4. Per Diem Quantity: 1
    5. Subrate: Market surveying
    6. Amount: $50
    7. Category: Market surveying
    8. Expense Description: How many surveys did you complete during your shift?
    9. Proof: Photograph of yourself performing a survey with a market attendee, added to the comment section of the report.
  7.  Market vendor support
    1. Destination: Task
    2. Start Date: Date you began the task
    3. End Date: Date you completed the task (same as Start Date)
    4. Per Diem Quantity: 1
    5. Subrate: [subrate take name]
    6. Amount: $50
    7. Category: Market vendor support
    8. Expense Description: How many vendors did you assist today?
    9. Proof: Photograph of yourself providing support to a vendor, added to the comment section of the report.

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