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Lakota Roots [Youth Advocacy Fund] - Eligible Expenses

Kadie Alexander
Kadie Alexander Expensify Success Coach - Admin, Expensify Team Posts: 105 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 Lakota Roots 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

Expense: Art and Education Supplies - Up to $100

  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 with a lower amount if their receipt exceeds the maximum amount.
  3. Date: SmartScan will read this receipt to see the date of purchase
  4. Category: Please select Art and Education Supplies
  5. Expense Description: Please describe the purpose of the materials purchased
  6. Proof: An itemised receipt

Expense: Sports Equipment - Up to $100

  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 with a lower amount if their receipt exceeds the maximum amount.
  3. Date: SmartScan will read this receipt to see the date of purchase
  4. Category: Please select Sports Equipment
  5. Expense Description: Please describe the purpose of the materials purchased
  6. Proof: An itemised receipt

Expense: Grocery supplies - Up to $400 weekly

  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 with a lower amount if their receipt exceeds the maximum amount.
  3. Date: SmartScan will read this receipt to see the date of purchase
  4. Category: Please select Grocery Supplies
  5. Expense Description: Please describe the purpose of the materials purchased
  6. Proof: An itemised receipt

Expense: Putting together a care package for the kids - Up to $80 per child every 6 months

  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 with a lower amount if their receipt exceeds the maximum amount.
  3. Date: SmartScan will read this receipt to see the date of purchase
  4. Category: Please select Kids Care Package
  5. Expense Description: Please describe the purpose of the materials purchased
  6. Proof: An itemised receipt

Expense: Conducting pick-up/drop-off services for the kids - $0.65 per mile.

  1. Merchant: Leave as is.
  2. Total Distance: If using Expensify’s GPS feature, please leave as-is. If using your preferred GPS tracking app, please enter the value exactly as it appears in your app.
  3. Unit: If using Expensify’s GPS feature, please leave as-is. If using your preferred GPS tracking app, please enter the unit used by your app.
  4. Distance Rate: Please use the default distance rate of USD $0.56 per kilometre.
  5. Date: Enter the date your trip occurred. If using Expensify’s GPS feature, please leave as-is.
  6. Category: Please select Travel - Pick Up/Drop Off
  7. Expense Description:  Please add a description of how the task went, what was completed, and if there were any challenges.
  8. Proof: All distance expenses must be recorded using Expensify or a GPS tracking app. If using a third-party GPS tracker, a full unedited screenshot must be provided showing the start and end locations for the trip, and the full route that was taken.

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

Running an after-school class - $100 per day

  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: Running a Class
  6. Amount: Your task rate is added automatically when you select your task
  7. Category: Please Running a Class
  8. Expense Description: Please provide a description of the class and what activities were completed here.
  9. Proof: A picture of the outcomes of the class! Preferably a view of any activities that happened. Please note that any proof will need to ensure that Youth are not identifiable (no faces or names included in the picture). 

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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