Before you start setting up reimbursements, 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.

Reimbursements currently can't be used with Oracle Netsuite or Microsoft Dynamics 365 Finance (previously, Finance & Operations). 

Choosing which companies use reimbursement

Decide whether reimbursement applies to all companies in the account or only to specific companies. 
You can perform this task if you have either an account admin or and financial reviewer role, however, you access the screen from different locations.

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.
   
   

Financial reviewers can only select the companies they have permissions to manage.

If you turn it on for only some companies, employees in companies without this feature must use your old process, like payroll or manual bank transfers.

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

Setting reimbursement frequency and currency

The frequency you choose applies to all selected companies. You cannot set different frequencies for different companies. To set it:

1. In Settings > Expense settings > Reimbursements, open the reimbursement settings for the company (or account).

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.
   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.

   

3. Select the currency for payouts. In the current release, GBP and EUR are supported.
4. For each currency selected, select the payment profile to be used to bill for any reimbursements made on your behalf. The currency you choose must match the payment profile and the country or countries you're paying (e.g. UK employees paid in GBP).

The payment profile you use for pay-ins (how your company pays Perk) determines which payout currency options are available. Payout currency and the company's payment profile currency match in the current release—you can't pay employees in a different currency than the one you're set up to pay Perk in.

Payment method requirement: Cards can’t be used as payment method of reimbursements If the only payment profile available for the selected currency is a card, you won't be able to set up reimbursement for that company. Contact your Perk account manager to add a different payment profile before proceeding.

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 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.

Your financial reviewers use this when they export expenses and the Perk reimbursement statement and reconcile payments to this account. If you're not sure which account to use, ask your controller or accounting team.

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

After you've set companies, frequency, currency, and transfer account, save the reimbursement settings.

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.