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Submit Expensify Report to Receive Mentorship Stipend

After receiving a successful performance evaluation, all mentees are required to submit an Expensify report to receive mentorship stipend payments. There are two stipend payments: the first one halfway through the mentorship and the second one upon successful completion of the program.

The funds are transferred via Expensify.

The support team does not have any transaction ID to track this fund transfer.

  • Note: International wire transfers can take up to six weeks from the approval date to reach your account.

  • Even if the status shows 'Reimbursed,' it may take an additional 3–4 weeks for the funds to be credited.

  • Likewise, if Expensify displays an estimated reimbursement completion date (e.g., "expected by Feb 13, 2024"), please wait at least one more week beyond that date before contacting support.

Kindly take the following steps to create and submit an Expensify Report.

  1. Sign in to Expensify. Note: Ensure that you use the same email address that you used to set up your account on Expensify.

  2. Click More from the top right corner

  3. Click Add expense

  4. Click Create Expense to begin by adding the expense amount then click Next to continue. The amount should be 50% of the total amount of your stipend payment for midterm and final evaluation periods

  5. Create a new expense by completing the fields as follows:

  • Merchant: Your name

  • Date: Date of the stipend payment (today's date)

  • Category: Select Mentorship from the dropdown list.

  • Projects: Search and select the appropriate mentorship program for which the mentee has been accepted.

  • Description: Name of your mentorship - mentee stipend payment <#> of <#> For example: "Linux Kernel - mentee stipend payment 1 of 2"

Important: International mentees not residing in the US: please add "International Bank" after your name. The Linux Foundation will use the details on the Wire Transfer Form you submit to pay your stipend.

a. Download the Wire Transfer Form found below.

The Linux Foundation Wire Transfer Form.pdf
PDF · 317KB
Open

b. Fill in all the required information (Type preferred or write legibly if must be hand-written ).

c. Upload and attach the form as a receipt with your report.

d. If also prompted by Expensify to add your account details directly, please do so even if it is a non US account, as this is usually the quickest way to receive the funds.

  1. Click Create Expense.

Note: United States residents: please add the US bank deposit account to Expensify when first setting up the Expensify account.

  1. Click on Submit from the top left corner to complete the process.

Next steps

  1. After you submit your report, the approver reviews your reimbursement request and approves or rejects it. Next, a Linux Foundation administrator validates the expense and approves or rejects the reimbursement. Expensify funds your account.

  2. Upon approval notification, go to your account to access your reimbursement money.

IMPORTANT: It may take more than 30 business days for the funds to be processed via wire transfer and released by a bank outside the United States. The process can take even longer than expected if you have not provided your bank details or if the information that you have provided is incorrect.

Using The Classic Mode To Submit Expensify Report.

Expensify also allows reports to be created using the legacy experience ( The Classic Mode ) for users who prefer that experience.

To create and submit an Expensify Report using the Classic Mode, you must switch to the Expensify Classic version.

Sign in to Expensify.

Note: Ensure that you use the same email address that you used to set up your account on Expensify.

  1. Go to the Account > Switch to Expensify Classic.

  2. Select the reason why you are leaving from the radio button and click Next.

  3. Click Switch to Expensify Classic.

  4. Under your account, select the Reports tab.

  1. On the Reports window, click New Report located in the top-right corner of the screen.

  1. Click Add Expenses to create and add a new expense.

  1. Click New Expenses to create a new expense on the Add Expenses To Report page.

  1. Create a new expense by completing the fields as follows:

  • Merchant: Your name

  • Date: Date of the stipend payment (today's date)

  • Total: 50% of the total amount of your stipend payment for midterm and final evaluation periods.

  • Category: Select Mentorship from the dropdown list.

  • Projects: Search and select the mentorship program you were accepted into.

  • Description: Name of your mentorship - mentee stipend payment <#> of <#> For example: "Linux Kernel - mentee stipend payment 1 of 2"

Note: Wrong project selection renders the submission invalid.

Select your project

Important: International mentees not residing in the US: please add "International Bank” after your name. The Linux Foundation will use the details on the Wire Transfer Form you submit to pay your stipend.

  1. Download the Wire Transfer Form found below.

  2. Fill in all the required information (Type preferred or write legibly if must be hand-written ).

  3. Upload and attach the form as a receipt with your report.

The Linux Foundation Wire Transfer Form.pdf
PDF · 317KB
Open

  1. Click Save.

Note:

1. United States residents: please add the US bank deposit account to Expensify when first setting up the Expensify account.

  1. After being redirected to the Reports page, click Submit from the top left corner.

  1. (Optional) Provide an individual's email address in the CC field if you want to share the report with the individual.

  2. Click Send.

If you reside in the United States, add a U.S. bank deposit account to Expensify by navigating to Settings > Account > Payments > Bank Accounts as shown below.

Submit an Expense Report

  1. After you submit your report, the approver reviews your reimbursement request and approves or rejects it. Next, a Linux Foundation administrator validates the expense and approves or rejects the reimbursement. Expensify funds your account.

  2. Upon approval notification, go to your account to access your reimbursement money.

IMPORTANT:

It may take more than 30 business days for the funds to be processed via wire transfer and released by a bank outside the United States.

The process can take even longer than expected if you have not provided your bank details or if the information that you have provided is incorrect.

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