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.

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) *

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 invoice number).

Amount Requested $0.00

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

Saves form fields on this device (not attachments).

✓

Application Submitted

Your staff reimbursement request has been recorded.

Invoice No. —

Save your invoice number. 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. Open an ID to decide in a dialog (Partial / Reject / edited amounts). Signatures are required for Approve and Partial; the signature is baked into the stored PDF. Opt in to Quick eSign to Approve from the queue without re-signing each time.

Owner/Admin OTP login. Signed-in Admins and Owners can manage the Admin roster in Settings. About, extra PDF recipients, and the PDF template stay Owner-only.

Quick eSign

Save your own signature once, then use a one-click Approve on Submitted applications. You will not need to draw or upload a signature each time. Partial, Reject, and edited amounts still use the full decide form. This signature is stored only for your signed-in email — other admins cannot see or use it.

Quick eSign is off. Opt in and save a signature to enable one-click Approve.

Enable Quick eSign for my account

No signature on file.

Draw or upload a signature

Reuse the same draw / upload tools as decide. Saving stores the image on the server for your email only.

Settings

Signed-in Admins can manage who has Admin access. Only an Owner can add, promote, or demote Owners. About, extra PDF recipients, and the PDF template stay Owner-only. PDF emails always go to the applicant plus every Owner and Admin.

Owners & Admins

Admins can add, update, or remove other Admins. Only an Owner can add, promote, or demote Owners.

Home page Show “About this app” on home

Owner-only. The About panel is hidden by default; enable it when you want visitors to see the app overview.

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