This article describes how to turn on and set up reimbursements in Perk so Perk can pay your employees for approved out-of-pocket expenses on your company's behalf. Use it when you're ready to enable the feature at company level.

Enabling Perk to reimburse on your company's behalf

Reimbursements in Belgium, Estonia, Ireland, Netherlands, Spain and the UK run on a post-funded model: Perk pays your employees first, then invoices your company afterward for the amounts paid out, through your existing billing relationship with Perk.

Before you start, make sure you know which companies should use reimbursement, how often you want to run payouts, which currency to use, and which transfer account in your accounting system you'll use for reconciliation. If you're unsure, check with your finance or accounting team.

Choosing which companies use reimbursement

Decide whether reimbursement applies to all companies in the account or only to specific companies.

Note: You can perform this task if you have either an account admin or financial reviewer role, however, you access the screen from different locations. Financial reviewers can only select the companies they have permissions to manage.

1. In Perk, go to Settings > Expense management > Reimbursements (account admin) or Finance > Review > Reimbursements (financial reviewer).
2. Select whether you want to turn on reimbursement for the account, i.e. all companies (if you manage multiple companies) or select specific companies.

If you turn it on for only some companies, employees in other companies won't see the option to receive reimbursement via Perk for out-of-pocket expenses; they'll follow your existing process (e.g. payroll or manual bank transfer).

Note: Currently post-funded reimbursements are available in eligible countries: Belgium, Estonia, Ireland, Netherlands, Spain and UK. Depending on the country, payouts will be in EUR or GBP only. If your account includes other countries or currencies, those aren't in scope for this setup.

Setting reimbursement frequency and currency

Set how often Perk runs reimbursement payouts and in which currency employees are paid.

2. Set the reimbursement frequency—for example weekly, every two weeks, or monthly. This defines how often a batch of approved reimbursements is sent for payment.

   • Weekly: every Friday
   • Every two weeks: the 14th and last day of each month
   • Monthly: the last day of the month

   Payments are done at 11:00 AM UTC. There is no cutoff time before the payment. If an expense misses a run, it will be picked up in the next scheduled one. Once triggered, payout arrival time varies by region: up to 1 working day (T+1) for UK payouts, up to 2 working days (T+2) for EU payouts. Bank holidays and weekends are not counted in these windows.

Caution: The frequency applies to all selected companies. You can't set different frequencies for different companies.

Tip: Pick a frequency that fits your approval and month-end close. Weekly reimbursement runs give employees faster payouts and still let you export and reconcile on a regular schedule.

1. Select the currency for payouts. GBP and EUR are supported.
2. Select the payment profile for each currency. The currency must match the payment profile.

Two payment methods work for reimbursements:

• Bank transfer: Perk issues a billing statement after each payout run and collects via bank transfer. A bank transfer profile is available when its statement period is equal to or more frequent than your payout cycle. Profiles where the statement period is less frequent appear in a "Not available" group.
• Direct debit: Perk collects from your company's account at the moment each payout is completed. Direct debit profiles are compatible with any payout cycle.

Warning: Payment profiles using a card can't be used for reimbursements. If the only profile available for a currency is a card, contact your Perk account manager to add a bank transfer or direct debit profile before proceeding.

The payment profile currency and your payout currency must match: you can't pay employees in a different currency than the one you're set up to pay Perk in.

If you select a direct debit profile and its billing statement period is less frequent than your payout cycle (for example, a monthly statement with weekly payouts), you'll see a notice on screen. This means Perk will collect from your account before the billing statement for that period is issued. Charges appear on your bank account before the statement arrives; this is expected and does not affect employee payouts.

Note: Expenses in other currencies: Employees can submit expenses in any currency — for example, a UK employee on a US trip submitting a USD receipt. Perk automatically converts the expense amount to the employee's payout currency (GBP or EUR) using the exchange rate at the time of processing. No action is needed from the employee or financial reviewer.

Indicating the transfer account

Tell Perk which transfer account (GL account) in your accounting system you'll use to record and reconcile these payouts. Your finance team uses this to match Perk's reimbursement statement to the correct account.

1. In Settings > Expense management > Reimbursements, find the Transfer account number (or equivalent) field for the company.
2. Enter or select the transfer account code or identifier that your accounting system uses for reimbursement payouts.

Tip: Use a dedicated transfer account (or sub-account) for reimbursement so you don't mix these payouts with other types of payments. That keeps reconciliation clean and audit-ready.

Saving and confirming

Confirm that the summary shows the right companies, frequency, currency, and transfer account.

Once saved, reimbursement is on for the selected companies. Employees in those companies can add bank details in their profile (if they haven't already), and financial reviewers can start approving and scheduling reimbursements from Finance > Review > Reimbursements.