When reimbursements are enabled, eligible out-of-pocket expenses can be reimbursed through Perk. After you approve an expense, Perk schedules the reimbursement, pays the employee, and later invoices the company through a reimbursement statement.

Before you start

• An account admin must enable reimbursements in Settings > Expense management > Reimbursements.

• The employee must add valid bank details and their date of birth to their Perk profile. Perk can't complete a reimbursement payment without this information. 

• You must have the Financial Reviewer role to access the review screen and approve reimbursements.

Opening the review queue

1. In Perk, go to Finance > Review > Expenses and invoices.
2. You’ll see expenses that are in review and eligible for reimbursement. Typically out-of-pocket expenses that have passed approval and are waiting for financial review.

Use filters (company, date, submitter, status) as needed to find the expenses you want to process.

Reviewing the expense

1. Open an expense and check that it meets policy: correct category, receipt, amount, cost object (e.g. department or project), and any other rules your company uses.
2. Confirm it's an out-of-pocket expense type that's in scope for reimbursement (e.g. meals, taxis, incidentals). Travel expenses, mileage, and per diems aren't paid out via reimbursement in the current release.
3. If something's wrong, send the expense back with a comment so the employee or approver can fix it. Don't schedule it for reimbursement until it's correct.

Note: If the employee has missing bank details, the payout will fail. The employee must update their profile to get paid but you can still export the expense for your books once it's in "Ready to export."

Approving and scheduling the reimbursement

1. When the expense is correct, approve it (e.g. approve or mark as approved in the review screen).
2. When the expense is approved for reimbursement, it moves to "Ready to export" and the reimbursement is scheduled for the next payment run. You don't choose a specific payment date—Perk runs payouts according to the frequency set in Settings > Expense management > Reimbursements (e.g. weekly).

Note: Payment runs happen on a fixed schedule: weekly runs every Friday, every-two-weeks runs on the 15th and last day of the month, and monthly runs on the last day of the month.

After you approve, the employee will see that their reimbursement is scheduled. Perk will include this reimbursement in the next batch, send the payment to the employee's bank account, and later include it on the reimbursement statement sent to the company.

Checking a reimbursement status

1. Go to Finance > Review > Reimburse to see the status.

1. Look for status labels like scheduled, processing, or reimbursed.

2. If a payout fails (e.g. invalid bank details), status will show as Needs action; the employee must update their profile, and the reimbursement can be retried in a later cycle. You can still export the expense for your books; the company is only charged by Perk when the payout completes.

   

   To learn more, see Reimbursements in Perk and Set up reimbursement for employees. For matching payouts to your books, see Manage and reconcile reimbursements. 

   For employees, see Receive reimbursement for your privately paid expenses.