This section applies to initiative owners and beneficiaries claiming expenses against initiative funds.
Reimbursements allow initiative owners and their designated beneficiaries to claim expenses against initiative funds. The process is managed through an external expense service — LFX Crowdfunding handles the setup and approval flow.
Before you begin
You must be listed as a beneficiary on a published initiative, or be the initiative owner. The initiative owner is added automatically. Contact your initiative owner or Linux Foundation programme manager if you need to be added.
Who can submit expenses
Anyone listed as a beneficiary on an initiative can submit expense reports. The initiative owner is automatically a beneficiary. Additional beneficiaries can be added during initiative creation or editing by providing their name and email address.
Steps
Submit an expense (beneficiary)
- Wait to receive access to the external reimbursement service — this is sent automatically once you are added as a beneficiary on a published initiative.
- Submit your expense report through the reimbursement service outside of LFX Crowdfunding.
- Categorise the expense using the funding goals defined on the initiative (e.g. Development, Marketing, Travel).
Approve or reject an expense (initiative owner)
- Open the approval email sent when a beneficiary submits an expense report.
- Select Approve or Reject. The action is processed immediately — no login is required.
After completing
Approved expenses are reflected in the initiative's Financials tab under the expenses breakdown. All approved expenses are visible to anyone visiting the initiative page, showing the date, category, description, and amount of each expense.
Related sections
- Create an Initiative — set up an initiative and add beneficiaries
- Initiatives — understand the initiative detail page