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Advocate Educate Act: Support for Death Row Exonerees - Reentry Services: Eligible Expenses

Christina Dobryzynski
Christina Dobryzynski Expensify Success Coach - Admin, Expensify Team Posts: 252 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 Advocate Educate Act: Support for Death Row Exonerees 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: Office supplies - $300 reimbursement
    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 AEA Office Supplies
    5. Expense Description: I purchased the following for [X reason]
    6. Proof: Receipt with the merchant name, date, amount clearly shown
  2. Expense: Event space rental for in-person training/workshops for a year - $1500 reimbursement (eligible one time/year)
    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 Space rental fee
    5. Expense Description: I rented this space training/workshops this year
    6. Proof: Receipt with the merchant name, date, amount clearly shown. Supplemental document showing location (address) of the rental, list of the training/workshop names, dates, and expected number of attendees for the year.
  3. Expense: Catering/food for in-person training/workshops for a year - $1000 reimbursement (eligible one time/year)
    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 Catering/food fee
    5. Expense Description: Food/catering purchased for our training/workshops
    6. Proof: Receipt with the merchant name, date, amount clearly shown. Supplemental document showing the location (address) of the rental, list of the training/workshop names, dates, and expected number of attendees for the year.
  4. Expense: (1) roundtrip plane ticket for the organizer to train state leaders outside of Georgia - $500 reimbursement (eligible three times/year)
    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 Plane ticket
    5. Expense Description: Plane ticket booked for training
    6. Proof: Receipt of the booking confirmation showing the traveller name, date of the trip, airline name, purchase date, and amount clearly shown. Supplemental document showing the location of the training and number of attendees expected.
  5. Expense: Hotel accommodations for the organizer to train outside of Georgia for (3) days - $400 reimbursement (eligible three times/year)
    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 Hotel booking
    5. Expense Description: Hotel booking for training
    6. Proof: Receipt of the booking confirmation showing the organizer name, date of the booking, hotel name, purchase date and amount clearly shown. Supplemental document showing the location of the training and number of attendees expected.

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. Speaking honorarium for exonerees and/or state, local, national speakers per webinar - $750 reimbursement
    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: Webinar Speaking Engagement
    6. Category: Webinar Speaking Engagement
    7. Expense Description: I presented to [X] on [time/date]
    8. Proof: Link to the video recording of the webinar. Supplemental documentation (or included in the video recording), date and time of the webinar, the number of attendees, names and occupation of the attendees, the intention of the webinar, the outcome of the webinar, and any documents provided to the attendees of the webinar.

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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