Staff Reimbursement Request

Submit a staff reimbursement request or look up your previous submissions. Admin and My Applications use an email confirmation code to sign in.

About this app (v1)

Staff submit a Staff Reimbursement Request (no login required on New Application).
Applications are stored in Cloudflare D1 (separate from ProD / VTF).
On submit, a combined PDF is emailed to you and SET-BC (keep that copy).
Admins approve / partially approve / reject with a required signature baked into the PDF.
After approval, use your return link to upload receipts and click Submit receipts / Mark complete — a final PDF is emailed to esuen@setbc.org.
Login for Admin and My Applications uses an email confirmation code (OTP).
Approver printed on final PDF: Darren Mitzel, Provincial Coordinator, plus Administrator’s Signature from the approving Admin.

New Staff Reimbursement

Amounts in CAD. Required fields marked with *

Employee Information

Date * Staff type *

Title * Employee Number *

Department

First Name * Last Name *

Phone * Email *

Address *

Street Address Address Line 2

City Province

Postal Code (e.g. V6P 6G2) Country

Reimbursement Detail

Purpose * Expense Period

Purpose of Expenditure(s) * Supporting document (optional) Optional PDF or image — auto-optimized if over ~450 KB (D1 limit ~1.5 MB)

Receipts / Proof Receipt attachments Optional additional receipts (or use per-line uploads above). Digital receipts on form; hard copies to accounting with your Submission ID. Auto-optimized if over ~450 KB.

Itemized Expenses *

Add each expense with invoice/receipt date, description, total invoice paid, and optional receipt upload. Digital receipts can be uploaded here; hard-copy receipts must be submitted physically to accounting (note your Submission ID).

Amount Requested $0.00

Declaration I confirm the information is accurate and I am requesting staff reimbursement as described. *

✓

Application Submitted

Your staff reimbursement request has been recorded.

Submission ID —

Save your Submission ID. You can also look up the application under My Applications (read-only).

My Applications

Sign in with the email used on your application. We email a 6-digit confirmation code.

Admin — Staff Reimbursement Approvals

Review Submitted requisitions. Signatures are required for Approve and Partial decisions; the signature is baked into the stored PDF (raw image not retained).

Owner/Admin OTP login. Owner (accounting@setbc.org) manages Settings; Admins (e.g. esuen@setbc.org) can approve. Login uses an email confirmation code.

Settings

Owner only. Manage Owners/Admins, optional extra PDF recipients, and the Application/Reimbursement PDF template. PDF emails always go to the applicant plus every Owner and Admin.

Owners & Admins

Optional extra PDF recipients

Comma-separated extras beyond Owners/Admins (and any PROD_AUTHORIZER_EMAILS secret). Leave blank if everyone who needs the PDF is already an Owner or Admin.

Emails

PDF template

Owner-only. Edits labels and default COA on the Application/Reimbursement PDF (ProD-59 layout). New submit / decide / receipts PDFs pick these up. Admin approval signatures are baked into the stored decision PDF (not kept as a separate image).

Header / titles

Program name Form title Subtitle Invoice # prefix

Page 1 — sections

Applicant section Cost table: Item Cost table: Cost Cost table: Notes Costs label Total Cost prefix Narrative question (§2) Narrative hint Applicant's Signature label Applicant signed note

Page 2 — Accounting (§3)

Section title COA label Fund box label Org box label Program box label Default COA Fund Default COA Org Default COA Program

Default COA values prefill blank boxes when an application has no coa_* values.

Page 2 — Approval (§4)

Section title Approved by label Signature label Pending note Signed note (legacy apps without baked signature) Optional footer notes