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Hoops4Justice (Reentry Services) - Eligible Expenses

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Stef_Expensify123 Expensify Customer, Expensify Success Coach - Admin, Expensify Team Posts: 6 Expensify Team

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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 Hoops4Justice 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.
  • 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: Basketball equipment - this includes pinnies, jerseys, cones, basketballs, ball carriers. {Guide $30 per item}
    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 Basketball equipment
    5. Expense Description: What was this purchase for?
    6. Proof: An itemised receipt is sufficient ....................................................................................................................................
  2. Expense: Printed materials for training and promotion - includes printing for training pamphlets, workshop booklets and flyers {Guide $120 for 1000 fliers}
    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 Printed Materials
    5. Expense Description: What was this purchase for?
    6. Proof: An itemised receipt is sufficient ..................................................................................................................................
  3. Expense: Sustenance for FIP - only reimbursable if paid for directly by H4J volunteer and only to support any given FIP up to 8 weeks since leaving incarceration {Guide $50 for weekly grocery shop}
    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 Food Supplies
    5. Expense Description: Who was this for and when did they leave incarceration?
    6. Proof: An itemised receipt of grocery purchase and photo of volunteer with the FIP. ...................................................................................................................................
  4. Expense: Interview Clothing for FIP - only reimbursable if paid for directly by H4J volunteer {Guide $100 for interview outfit / Max one outfit per recipient}
    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 Interview Clothing
    5. Expense Description: Who was this for?
    6. Proof: An itemised receipt of outfit purchase and photo of volunteer with the FIP ...................................................................................................................................

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. Workshop for Incarcerated Youth - (Task Amount: $70 for one group session)
    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: 1
    5. Subrate: Workshop for incarcerated youth
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Training Workshops
    8. Expense Description: What workshop was this and where did you do it?
    9. Proof: Photo of volunteer with the group .........................................................................................................................................
  2. Coaching a basketball game for either incarcerated or formerly incarcerated youth- (Task Amount: $40 for one group session)
    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: 1
    5. Subrate: Basketball Practice
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Basketball Practice
    8. Expense Description: Who was this basketball game with and where?
    9. Proof: Photo of volunteer with the group .....................................................................................................................................

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

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

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