Volunteer Travel Fund

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

New VTF Reimbursement

Amounts in CAD or USD. Required fields marked with *

Employee Information

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) * Justification Document Optional PDF or image — auto-optimized if over ~450 KB (D1 limit ~1.5 MB)

Itemized Expenses *

Add each expense with invoice/receipt date, description, amount type, amount, and currency. Every expense line needs its own receipt.

Amount Requested $0.00

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

Saves form fields on this device (not attachments).

✓

Application Submitted

Your VTF reimbursement request has been recorded.

VTF ID —

Save your VTF 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 — VTF 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. Signed-in Admins and Owners can manage who has admin access in Settings. Owners also manage the home page, extra PDF recipients, and the PDF template. Login uses an email confirmation code.

Settings

Admins can manage who has admin access (Owners & Admins roster). Owners also manage the home page, optional extra PDF recipients, and the PDF template. PDF emails always go to the applicant plus every Owner and Admin.

Owners & Admins

Admins can add, edit, and remove other Admins. Only an Owner can add, promote, demote, or remove an Owner. The last Owner cannot be removed.

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