Mapathon - [Climate Justice / Housing Equity]: Eligible Expenses

nickmurray

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 Mapathon 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, please do not use the GPS feature in the app. Log into your Expensify account, select New Expense in green and click Create From Map. Enter the location where you started and the location where you finished. A map will be automatically generated. The mileage rate is already set in the policy.
• '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: Event Food & Drink - $50
   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 Food & Drink
   5. Expense Description: Food & Drink
   6. Proof: An 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. Complete a mapping tool training session - $30
   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: Complete a mapping tool training session
   6. Amount: Your task rate is added automatically when you select your task
   7. Category: Complete a mapping tool training session
   8. Expense Description: Completed mapping training on _date_ for _mapathon_
   9. Proof: Photo of training certificate
2. Complete a mapping segment - $30
   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: $30 for each mapping segment completed
   5. Subrate: Complete a mapping segment
   6. Amount: Your task rate is added automatically when you select your task
   7. Category: Complete a mapping segment
   8. Expense Description: Completed a mapping segment on _date_
   9. Proof: Photo of accepted segment in HOT tool

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.

Related articles:

• Justice Volunteers! Getting Started as a Volunteer
• FAQ's for Justice Campaign Volunteers
• Justice Campaign Managers! Getting Started as a Campaign Manager
• FAQ's for Justice Campaign Managers