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The Long Island Center for Environmental Activism - [Climate Justice] - Eligible Expenses

Tom Rhys Jones
Tom Rhys Jones Expensify Team Posts: 6 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 The Long Island Center for Environmental Activism 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 (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: Printing - $150 max for 1000 (this includes custom postcards, flyers, trifold brochures and foam boards)
    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 and why?
    6. Proof: An itemised receipt
  2. Expense: Student Supplies - $50 max (these are to be used for LICEA community education classes)
    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 Student Supplies
    5. Expense Description: What did you buy?
    6. Proof: Photo of the class being taught and itemised receipt

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
  • 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. Teaching a Community Class - $60
    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: Community Teaching
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Community Teaching
    8. Expense Description: Which class did you teach and where?
    9. Proof: Photo of the class being taught
  2. Preparing a publicly available lesson plan - $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: Lesson Plan
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Lesson Plan
    8. Expense Description: Public link to lesson plan
    9. Proof: Link is sufficient
  3. Making Outreach Calls - $16
    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 (for 12 calls)
    5. Subrate: Outreach Calls
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Outreach Calls
    8. Expense Description: Please include call list and outcomes
    9. Proof: Call list and outcomes in an attached spreadsheet

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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