SET-BC Monthly Travel Expense Claim

Submit a monthly travel expense 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 SET-BC Monthly Travel Expense Claim (no login required on New Application).
Travel lines: Day, Itinerary, Mileage @ $0.72/km, Meals, Hotel, Misc (CAD/USD).
Applications are stored in Cloudflare D1 (separate from ProD / VTF / Staff Reimb).
On submit, a combined PDF is emailed to you and SET-BC (keep that copy). Note your Submission ID for hard-copy receipts.
Admins Approve / Reject with a required signature baked into the PDF (COA# 50-2204-106-1508).
Owner receives the final combined PDF + receipts. Login for Admin / My Applications uses email OTP.
IDs: TRV-##. No Top-Up.

New Monthly Travel Expense Claim

Mileage @ $0.72/km. CAD and USD totals. Required fields marked with *

Before you begin

All receipts that were received digitally can be uploaded to the form.

All receipts received as hard copies must be scanned or photographed using this form as well as submitted physically to accounting.

Please note the submission # when submitting the hard-copy receipts.

I have reviewed and understood the information provided above. *

Claimant's Information

First Name * Last Name *

Email * For the purpose of sending the completed form to your email.

School District #39 Employee? * No Yes

Employee # *

Mailing Address *

Street Address Address Line 2

City State/Region/Province

Postal / Zip Code Country

Reimbursement Month * Year *

Receipts / Proof Receipt attachments Digital receipts on form; hard copies to accounting with your Submission ID. Per-line uploads also available below. Auto-optimized if over ~450 KB.

Claim Detail *

Select “Add Entry” to enter each travel line. Mileage amount auto-calculates at $0.72/km. Include Hotel and Misc amounts when applicable (CAD and/or USD).

Total Claim (CAD) $0.00

Total Claim (USD) $0.00

Certification

I Hereby Certify:

That the mileage claimed is correct and that I hold a valid B.C. Driver’s License
That I carry a minimum of $3,000,000 public liability & property damage insurance coverage

I confirm the certification above and the claim details are accurate. *

Signature *

Mobile users: Tap box once then sign

✓

Application Submitted

Your monthly travel expense 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 — Monthly Travel Expense Claim 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 (Travel completed-PDF 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