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The Ishtar Collective - Food Security: Eligible Expenses

Aimee Barigian
Aimee Barigian Expensify Customer, Expensify Team Posts: 4 Expensify Team
edited March 2022 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 Ishtar Collective 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)

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

  1. Deliver Hay, Compost, and/or Food - .65 per mile
    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 "Delivery"
    5. Expense Description: Please explain what the delivery was for (Ex. Delivery of hay to the farm).
    6. Proof: GPS mileage tracker
  2. Purchase Seeds, Hay, Compost for Farm
    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 "Farm Supply Purchase"
    5. Expense Description: Please explain what the purchase was for (Ex. Purchased seeds to farming).
    6. Proof: Itemized 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. Hand Turning 2 Beds - $35.35
    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: Hand turning 2 beds
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Hand Turning Beds
    8. Expense Description: Hand turned 2 beds
    9. Proof: Selfie of the volunteer in front of the 2 beds they hand turned.
  2. Weeding 10 beds - $94.00
    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: Weeding 10 beds
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Weedings Beds
    8. Expense Description: Weeded 10 beds
    9. Proof: Selfie of the volunteer in front of the 10 beds they weeded.
  3. Planting 10 beds - $58.75
    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: Planting 10 beds
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Planting Beds
    8. Expense Description: Planted 10 beds
    9. Proof: Selfie of the volunteer in front of the 10 beds they planted.
  4. Watering 10 beds - $47.00
    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: Watering 10 beds
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Watering Beds
    8. Expense Description: Watered 10 beds
    9. Proof: Selfie of the volunteer in front of the 10 beds they watered.
  5. Harvesting 25lbs of food - $50.00
    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: Harvesting 25lbs of food
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Harvesting Food
    8. Expense Description: Harvested 25lbs of food
    9. Proof: Selfie of the volunteer in front of the 25lbs of food they harvested with the weight of the food on the scale in the picture.
  6. Processed 1 grocery bag of food - $11.75
    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: Processed 1 grocery bag
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Processed Grocery Bag
    8. Expense Description: Processed 1 grocery bag of food
    9. Proof: Selfie of the volunteer holding their 1 grocery bag of food that they processed
  7. Run a tabling/awareness event - $35.35
    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: Awareness Event
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Awareness Event
    8. Expense Description: Ran a tabling/awareness event
    9. Proof: Selfie of the volunteer at the table during the event

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

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

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