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Lilipad - Eligible Expenses

Stef_Expensify123
Stef_Expensify123 Expensify Customer, Expensify Success Coach - Admin, Expensify Team Posts: 5 Expensify Team

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Also before you begin, please check out the welcome tutorial video here.

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 [name of the campaign] campaign.

  • Below is a list of eligible out-of-pocket 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.
  • If a tag is required by the campaign policy, you must use it.
  • You will be reimbursed 50% of the expense total.
  • If the expense is a mileage expense you must use either Expensify GPS or another apps' GPS tracker as proof of the trip (manual distance entries are not accepted)

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

  1. Expense: Decoration and Art Supplies - $50
    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: Decoration and Art Supplies
    5. Expense Description: Please share what the expense is for.
    6. Proof: The receipt is proof enough in this case.
  2. Expense: Book Purchase - $15
    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: Book Purchase
    5. Expense Description: Please share what the expense is for.
    6. Proof: The receipt is proof enough in this case.
  3. Expense: Car Rental (For Package Transportation) - $35
    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: Car Rental
    5. Expense Description: Please share what the expense is for.
    6. Proof: The receipt is proof enough in this case.

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

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

  1. Preparing the Library for Opening
    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: Set this to 1
    5. Subrate: Preparing the Library for Opening
    6. Amount: You don't need to do anything with this field.
    7. Category: Preparing the Library for Opening
    8. Expense Description: Use this field to explain what you did to help prepare the library for opening.
    9. Proof: Attach two photos using the attachment field shown below, and provide a "before" image of the library, and the "after" image of the library to show completion.



  1. Language lessons, homework support, and workshops
    1. Destination: Task
    2. Start Date: Date volunteer began the task
    3. End Date: Date volunteer completed the task
    4. Per Diem Quantity: 1
    5. Subrate: Language lessons, homework support, and workshops.
    6. Amount: You don't need to do anything with this field.
    7. Category: Language Lessons, Homework Support, and Workshops
    8. Expense Description: Explain whether the task was a Language Lesson, Homework Support, OR Workshop.
    9. Proof: Use the attachment field on the report, and share a photo of the following:
      1. Language Lessons - Share a photo of the student(s) with the volunteer (you), but do not include their faces in the photo. And attach the photo to the report, as shown below.
      2. Homework Support - Share a photo of the student(s) holding up their homework, but do not include their faces in the photo. And attach the photo to the report, as shown below.
      3. Workshop - Share a photo of the student(s) with the volunteer (you), but do not include their faces in the photo. And attach the photo to the report, as shown below.



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


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