Submit Travel Funding Reimbursement Expensify Report

• Prepare for Reimbursement

• Set Up a Reimbursement Account in Expensify

• Create and Submit an Expense Report

Prepare for Reimbursement

Consider the following financial aspects of reimbursement:

• The Linux Foundation uses Expensify, a third-party expense management and payment application. Expensify is an online service application that lets you link your reimbursement account or upload a Wire Transfer form and generate expense reports.

Have these items handy before you begin:

• Your receipts converted to USD

• The amount of your approved Travel Fund

Set Up a Reimbursement Account in Expensify

You will receive an invitation email from the Expensify Concierge stating that you are added to a Linux Foundation Travel Funds Policy. Use the same email address linked to your travel funding approval to sign into an existing Expensify account or set up a new one. If you are using a United States bank, please link Expensify to your bank or financial service account.

The Linux Foundation requires that international (non-U.S.) individuals receive reimbursements via wire transfer. Download the attached Wire Transfer form.

274KB

The Linux Foundation Wire Transfer Form.pdf

pdf

The Linux Foundation Wire Transfer Form

Event attendance is required for reimbursement. Expense reports will not be reviewed until after the event has ended.

1. Go to https://www.expensify.com/signin. Ensure that you use the same email address that is linked to your travel funding approval.

1. Depending on your location:

United States: Set up your Expensify reimbursement account: Add a United States deposit account.

International: Upload a completed The Linux Foundation Wire Transfer Form in addition to your receipt(s).

274KB

The Linux Foundation Wire Transfer Form.pdf

pdf

The Linux Foundation Wire Transfer Form

Create and Submit an Expense Report

To Create or Submit an Expense Report:

1. Sign In to Expensify.
2. Create and submit an expense report. For details, see How to Create and Submit an Expensify Report.
3. After you submit your report, the approver receives an email notification that your report requires attention. The approver reviews your reimbursement request and approves or rejects it.

4. Next, a Linux Foundation administrator validates the expense and approves or rejects the reimbursement. Expensify funds your account.

5. Upon approval notification, go to your account to access your reimbursement money. It may take up to 45 business days for the funds to be deposited to your bank account.*

*Wire Transfer recipients will get the funds deposited to their account directly from the Linux Foundation.