Your profile information is used when you book a trip or submit an expense in Perk.
Caution: It’s important that all of your profile information is complete and up to date so that there are no issues when booking a trip or submitting expenses.
If you have already booked and want to adjust your personal details, see Update your personal information for a booked trip.
You can view the following information in your profile:
- Personal information, such as date of birth, country of residence, and contact information, is used to book your trips.
- Travel documents, loyalty, and frequent flyer programs are used to book your trips.
- Personal payment cards and train discount cards for paying for trips.
- Account preferences.
- Company settings, such as travel policies, approval processes, and assigned cost objects.
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To edit your profile on the Perk website:
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To edit your profile on the Perk app:
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By default, Perk uses the initials of your first and last name as a profile picture. If you prefer, you can upload a new picture.
On the Perk app, you can only edit your personal details, travel documents, loyalty programs, discount cards, and expense settings.
Note: If your company has connected Perk with a third-party HR solution, you may not be able to edit certain information in your profile. In these cases, a message appears at the bottom of the profile page indicating that your profile is automatically managed. To update this information in your profile, contact your HR department.
Personal
This tab includes key information about your Perk profile, which is used for booking trips and managing your expenses.
- Personal information: Your name, date of birth, sex, and country of residence.
- Contact information: Used for communicating with you about your travel plans. Here, you see your sign-in email as the primary email address. You should add at least a contact number so you are notified of any travel updates. You can also add an emergency contact. For expense and invoice processing, you enter an office address and a home address as the starting point for trips and mileage.
- Access and permissions: You can view your role in Perk and the companies where you can perform that role. You can’t change your role. Only account admins or people managers can change roles.
Tip: To change your email or name, you need to contact your account admin. See Change an email or name on Perk
Wallet
In this tab, you can find your travel documents and payment-related information, such as personal payment cards, discount cards, and loyalty programs.
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Travel documents: You can add one or more travel documents to your profile.
Caution: Check that the details are exactly as they appear on your travel document. Otherwise, you may not be able to travel.
- Personal payment cards: To cover private expenses or trips that your company reimburses you for later, you can add personal payment cards.
- Train discount cards: For better rates, you can use a discount card for booking train tickets.
- Loyalty programs: To collect points when you book hotels, trains, rental cars or flights on Perk, add any loyalty programs.
Preferences
In this tab, you can find settings associated with your Perk account, such as language and display settings, any delegates, connected calendars, and notifications.
- Language and display: Choose the language, currency, time format, and units of measurement used in Perk.
- Expense & invoice delegates: For expense and invoice processing, you can set who can submit and approve expenses or invoices on your behalf.
- Out-of-office: If you approve travel bookings for others as part of your company’s approval policy and you plan to be out of the office, you can set up a backup approver while you’re away.
- Calendars: Choose to sync your trips directly to your work calendar by setting up a calendar integration with your Microsoft Outlook or Google account, or even using an ICS file.
- Notifications: Choose which notifications you want to receive for travel and expense processing.
Organization
In this tab, you can find details about your company’s business processes, such as the company structure - department, team, and cost object. You can also find your travel policies and approval processes, including approval limits, as well as important financial and legal documents such as tax reports and Perk Card terms and conditions.
Note: Depending on your company’s account setup, you may or may not see all of these fields. In addition, the company may have set up other fields to collect custom information. For more information about custom fields, contact your Perk account admin.
| Setting | Description |
|---|---|
| Company | Name of the company you are associated with. |
| Cost object | Cost object are used for tracking your travel expenses. When submitting expenses, you may be able to select other cost objects. |
| Unique ID | Unique ID used to identify you in the finance system. |
| Groups | Group to which you belong. For example, your company may use groups to assign multiple people to a specific travel policy. |
| Line manager | Person you report to. They may be responsible for approving your trips, expenses, and invoices. |
| Travel policy | Travel policy assigned for your trips. This determines the budget for the different travel options, such as flights, hotels, hotel extras, cars, trains, and in-trip expenses. |
| Travel approval process | Approval process that applies to your travel bookings. It determines whether your travel options need to be approved before you can book. |
| Employee policy | Policy assigned for your expenses. An employee policy determines the expense categories, rules, per diem rates, and mileage rates that apply to you. |
| Expense auto approval limit | If you are responsible for approving expenses, you can set a limit under which all expenses are automatically approved. This amount is expressed in your company’s currency. |
| Expense approval escalation limit | If you are responsible for approving expenses, this is your approval limit. Any expenses over this limit must be also approved by another person. This amount is expressed in your company’s currency. |
| Tax reports | If expenses may be liable to tax, you can download tax reports that contain a summary of reimbursements by expense type. |
| Corporate FAQs, TMPL Privacy Policy, Company card T&Cs | If your company uses Perk Cards, view legal information about the Perk Card program. |