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UniteHere - Youth Advocacy - Eligible Expenses

Tom Rhys Jones
Tom Rhys Jones Expensify Team Posts: 7 Expensify Team
in Justice Campaigns: Eligible Expenses
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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 UniteHere campaign.

  • Click here to join the campaign policy and become a volunteer!
  • Below is a list of eligible out-of-pocket volunteer expenses 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: Knife Kit for 1 student (includes knives, knife case, knife protectors) - $130 max
    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 Knife Kit
    5. Expense Description:
    6. Proof: An itemised receipt
  2. Expense: Textbooks for 1 student - $90 max
    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 Textbooks
    5. Expense Description:
    6. Proof: An itemised receipt
  3. Expense: Classroom supplies for 1 student (includes utensils, gloves, paper goods, cleaning supplies, kitchen towels etc) - $100 max
    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 Classroom Supplies
    5. Expense Description:
    6. Proof: An itemised receipt
  4. Expense: Uniform for 1 student (includes pants, coats, aprons, hats, etc) - $133 max
    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 Uniforms
    5. Expense Description:
    6. Proof: An itemised receipt
  5. Expense: Food supplies for 1 class - $300 max
    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 Class Food Supplies
    5. Expense Description: What was the name of the class?
    6. Proof: An itemised receipt
  6. Expense: AHLEI certification for 1 student - $75 max
    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 AHLEI Certification
    5. Expense Description:
    6. Proof: An itemised receipt and photo of certification
  7. Expense: ServSafe certification for 1 student - $15 max
    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 ServSafe Certification
    5. Expense Description:
    6. Proof: An itemised receipt and photo of certification
  8. Expense: Printing 1000 custom flyers - $123 max
    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 Flyers
    5. Expense Description:
    6. Proof: An itemised receipt
  9. Expense: Community meal ingredients (including beverages, bread, paper products. dairy, vegetables, and meats) - $500 max
    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 Community Meal Ingredients
    5. Expense Description:
    6. Proof: An itemised receipt and photo from the community meal being held.

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. Completing all classes and obtaining AHLEI or ServSafe certification - $125
    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: Youth Student Certification - AHLEI/ServSafe
    6. Amount: Your behavior incentive rate is added automatically when you select your behavior
    7. Category: Youth Student Certification - AHLEI/ServSafe
    8. Expense Description: 
    9. Proof: A photo of the graduation certificate, the AHLEI or ServeSafe certification

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

User: "image.png"

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

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