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Be Compelled - [Youth Advocacy]: Eligible Expenses

Stef_Expensify123
Stef_Expensify123 Expensify Customer, Expensify Success Coach - Admin, 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 Be Compelled campaign.

  • Click here to join the campaign policy and become a volunteer!
  • Below is a list of eligible out-of-pocket volunteer expenses and task payments, reimbursed at 50%.
  • 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.
  • '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: Snacks for Sporting Events -[Guide: $25 per event]
    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 Event Snacks
    5. Expense Description: Which sporting event were these for?
    6. Proof: An itemised receipt
  2. Expense: Sporting Equipment - [Guide: $50 max per expense] (This includes: sports field marking like paint and cones, mouth guards, footballs, soccer balls, basketballs, shorts, dry fit shirts, cleats, athletic tape and pre wrap, tennis rackets, lacrosse sticks, and life vests. )
    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 Sporting Equipment
    5. Expense Description: What did you purchase?
    6. Proof: An itemised receipt
  3. Expense: Safety Equipment - [Guide: $35 max per expense] (This includes: safety protective eyewear, work boots, safety hats, PPE and first aid kits)
    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 Safety Equipment
    5. Expense Description: What did you purchase?
    6. Proof: An 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 below 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. Transporting Youth to 'Be Compelled' Events- [Guide: $30 for transporting 3-5 youth from school/home to event and back, where eligible events are: Be Compelled youth training, games and job sites]
    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 full round trip)
    5. Subrate: Transporting Youth to Event and back
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Youth Transportation
    8. Expense Description: Which Be Compelled event did you transport youth to and how many people?
    9. Proof: Photo of volunteer driver with the transported youth group.
  2. Youth Coaching- [Guide: $70 for providing coaching for one event such as training during practice, youth camp or youth event]
    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 completion of one event)
    5. Subrate: Youth Coaching
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Youth Coaching
    8. Expense Description: Which Be Compelled event did you provide coaching or training at.
    9. Proof: Photo of volunteer providing training/coaching to youth group.
  3. Setup, staff and clean up after Be Compelled event [Guide: $100 per full event]
    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 one completed event)
    5. Subrate: Setup, staff and clean up after event
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Event Operations
    8. Expense Description: Which event did you help organise?
    9. Proof: Before and After photo of the event site.
  4. Data Entry [Guide: $30 for data entry of 30 youths' records into the 'Be Compelled' system]
    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 30 individuals' records data entry)
    5. Subrate: Data Entry
    6. Amount: Your task rate is added automatically when you select your task
    7. Category: Data Entry
    8. Expense Description: How many individual's data did you input?
    9. Proof: Screenshot or uploaded CSV of your work.

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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