Claim for Mileage Reimbursement

Submit a mileage claim 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 Claim for Mileage Reimbursement (VSB CLA-AC-001 style; no login on New Application).
Travel lines: Day of Month, Itinerary, Kilometres Travelled, Parking Expenses.
Rate: Non-Trade / Trade / Casual (default Non-Trade). Parking receipts upload on form.
Hard-copy receipts must also go to accounting with your Reference # (MIL-##).
Admins Approve / Reject with a required signature baked into the PDF.
Owner (accounting@setbc.org) gets the final combined PDF + parking receipts. OTP login for Admin / My Applications.
IDs: MIL-##. No Top-Up. Separate from Travel / Staff / VTF / ProD.

New Mileage Claim

VSB Claim for Mileage Reimbursement (CLA-AC-001). Required fields marked with *

Before you begin

All parking receipts received digitally can be uploaded on this form.

All receipts received as hard copies must also be submitted physically to accounting.

Please note the Reference # (MIL-##) when submitting hard-copy receipts.

I have reviewed and understood the information provided above. *

Employee Information

First Name * Last Name *

Email * Completed form will be emailed here. Employee Number * Required field; please check your pay stub.

Claim Month * Only one month per claim form. Year *

Payroll Position *

Work Location * Name of dept./school.

Rate — check one * Non-Trade Trade Casual

Mileage rate includes business insurance costs. Ensure you have correct coverage.

Parking Receipts Receipt attachments Upload parking receipts digitally here. Hard copies must also go to accounting with your Reference # (MIL-##). Auto-optimized if over ~450 KB.

Travel for VSB Business *

Add each travel day. Mileage $ auto-calculates at the selected rate (default $0.72/km). Include parking expenses when applicable.

Total Days 0

Total KM 0

Total Parking $0.00

Total Claim $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 mileage claim 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 — Claim for Mileage 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 (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 Account/code Default COA Org Default COA Program Mileage rate Non-Trade $/km Mileage rate Trade $/km Mileage rate Casual $/km

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