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Teen Excellence (Youth Advocacy) - 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 Teen Excellence 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)
  • '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: College Care Supplies (this includes packaging, posting, food supplies, noise cancelling earbuds) - {Guide $30 max 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 College Care Supplies
    5. Expense Description: What did you purchase?
    6. Proof: An itemised receipt ................................................................................................................................
  2. Expense: Printing for educational pamphlets or flyers (this includes printing for fliers and help guides for FAFSA and college applications) - {Guide $120 for 1000 flyers printed}
    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 Printing
    5. Expense Description: What did you print?
    6. Proof: An itemised receipt ...............................................................................................................................
  3. Expense: Volunteer mileage for mentoring, supplies or lobbying activity (this includes: (i) mileage to pick up or deliver supplies or college care packages or (ii) mileage to mentor meetings or events where the aim is to lobby for change to the FAFSA application process. - {Guide $0.65 per mile. This rate includes gas}
    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 Volunteer Mileage
    5. Expense Description: What was this trip for?
    6. Proof: A GPS mileage tracked distance either using Expensify (or another app if you prefer) and a photo of you performing the volunteering activity you travelled to do.

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 the below 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. Successful Mentorship Completion (this means mentee has successfully filed both a FAFSA application and a college application)- {Task Rate - $200}
    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: Mentorship Completion
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Mentorship
    8. Expense Description: Who did you mentor?
    9. Proof: Confirmation of both the FAFSA and College Application from mentee and a photo of you with your mentee.

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 the below behavior incentive 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. Successful FAFSA and College Application - {Stipend Incentive $200}
    1. Destination: Behavior
    2. Start Date: Date you began this task
    3. End Date: Date you completed this task
    4. Per Diem Quantity: 1
    5. Subrate: My FAFSA and College Application Completed
    6. Amount: Your behavior incentive rate is added automatically when you select your behavior
    7. Category: College/FAFSA Applications
    8. Expense Description: Who was your mentor?
    9. Proof: Confirmation of both your FAFSA and College Application and a photo of you with your mentor.

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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