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Defy Ventures - Eligible Expenses Guide

Rachael Hopkins
Rachael Hopkins Expensify Success Coach - Admin Posts: 876 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 Defy Ventures campaign.

  • Click here 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 (card-reader receipts showing only the total won't be accepted).
  • The category must be applied.
  • Volunteers will be reimbursed for 50% of the expense total. In the examples below, $40 per pack means a $20 maximum reimbursement, if the expense is $45 or $60 or $100, $20 is the amount reimbursed. If the expense is $30 then $15 is reimbursed.

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

  1. Hygiene Products [Guide: $40 per pack] (This includes personal hygiene supplies such as shampoo, toothpaste, bodywash, antiperspirant, hand sanitiser, hair products, shaving hardware and dopp bags)
    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: Hygiene Products
    5. Expense Description: Not required but may be useful for context
    6. Proof: [Hint: make sure the receipt image attached to expense details a legible purchase date and what items were purchased.]
  2. Books [Guide: $40 per pack] (This includes fiction and non-fiction to entertain whilst waiting for interviews and appointments and travelling, and while settling into new accommodation)
    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: Books
    5. Expense Description: If needed
    6. Proof: [Hint: make sure the receipt image attached to expense details a legible purchase date and what items were purchased.]
  3. Interview Supplies [Guide: $100 per pack] (This includes supplies for looking professional in job interviews, such as padfolios, business attire, neckties, shoes)
    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: Interview Supplies
    5. Expense Description: Purpose of supplies
    6. Proof: [Hint: make sure the receipt image attached to expense details a legible purchase date and what items were purchased.]
  4. Backpack [Guide: $100] (This may also be a messenger bag or laptop bag, the purpose of which is to carry items to interviews, in addition to general use)
    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: Backpack
    5. Expense Description: If needed
    6. Proof: [Hint: make sure the receipt image attached to expense details a legible purchase date and what items were purchased.]
  5. Necessities and cold weather supplies [Guide: $100 per pack] (This includes basics such as gloves, scarves, socks, beanies, parka, sunblock, sunglasses, raincoat, umbrella)
    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: Necessities
    5. Expense Description: Purpose of supplies
    6. Proof: [Hint: make sure the receipt image attached to expense details a legible purchase date and what items were purchased.]


Eligible Task 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 > selecting Per Diem > selection Destination: Task

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

  1. Transportation and meal ($200 per person)
    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: Transportation and Meal
    6. Amount: Your task rate is added automatically when you select your behavior
    7. Category: Transport Meal Incentive
    8. Expense Description: EIT Recipient Name
    9. Proof: GPS map of transport + meal selfie (Add the selfie as a report comment)

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. DMV and birth certificate appointment fees ($75 per person)
    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: Paperwork
    6. Amount: Your behavior incentive rate is added automatically when you select your behavior
    7. Category: Paperwork Incentive
    8. Expense Description: EIT Recipient Name
    9. Proof: Photo of Visit receipt/provisional licence/paperwork (choose the most relevant "proof" for the paperwork paid for)

NB: Task and behaviour payments for EITs who are "unbanked" - Please add a report comment which notes that you require a check and include your full name and mailing address.

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