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Filing process

If you do not yet have access to expensify, please complete the application process first.

Terminology​

Report​

A "report" is a claim for refund.

For a single event (e.g. a Local, a Conference, etc), exactly ONE REPORT should be filed. The report should be itemized - each individual expense should be entered as separate receipts within the same report.

[!DANGER] Do NOT combine multiple receipts into a single PDF - keep them separate.

Receipts​

A "receipt" is a single scanned document from a vendor showing an amount paid related to a report.

Each report may have more than one receipt.

The amounts in each receipt must match exactly the amount entered.

An expense cannot be claimed without a receipt.

Creating a report​

Log in to Expensify.

Create a basic report:

  • Department: LFX

Then move on to adding expenses:

Adding expenses​

Each receipt should have its own expense entry (on the same report).

Here's some guidance on the inputs:

  • Currency: match the currency of the receipt.
  • Description: The descriptions will be rendered publicly, but are truncated, thus please prefix them with the most important info, e.g.:
    • Report name: (London) April 26 GraphQL Local
      • Receipt name: (London) Pizzas
      • Receipt name: (London) Drinks
      • Receipt name: (London) Stickers
    • Report name: (Ambassador) Amsterdam GraphQL Day
      • Receipt name: (Ambassador) Outbound travel
      • Receipt name: (Ambassador) 2 nights hotel stay
      • Receipt name: (Ambassador) Return travel
      • Receipt name: (Ambassador) Stickers
  • Project: "graphql" (NOT "GraphiQL")
  • Category: whatever seems right to you. For flyers/stickers/swag use "Marketing". For GraphQL Locals if in doubt use "Meetups".

Submitting your request​

  1. Go to Settings > Account > Wallet and make sure you have linked a bank account.
  2. Submit the report to LFX:
    • CC: be sure to include the list of email addresses you were given to CC during the application process, or request that list if you do not have it.
    • Memo: Same as description (e.g. "(Ambassador) Amsterdam GraphQL Day")

Getting paid​

Once a report is submitted, it will be validated by a member of the Linux Foundation team. Unless added to the CC explicitly, the GraphQL Foundation currently have no visibility into this process.

Allow 30 days for payment to clear, longer in certain territories. If after 35 days still no updates, applicant should use the "support" feature (modal?) available from the report they have created through Expensify; this message will then route to an admin to figure out why it went wrong. The GraphQL Foundation can only offer limited help here, feel free to keep us in the loop but your support requests should go through expensify.