Toku: Expense Reimbursement Tool

Toku's expense tool lets employees and contractors submit reimbursement requests for work-related expenses. Once submitted, an admin reviews and approves (or rejects) each request. Approved expenses are then paid out on the established reimbursement timeline.

Read on for full details on how to submit, what's eligible, and what to expect at each step.

🕒 Expense Reimbursement Timeline:

Employees (EOR / PEO)

Admin approval date = payout date driver (not submission date)
- Approved 6th - 15th → Paid end of same month
- Approved 16th - 5th → Paid 15th of next month
- Terminations → Paid with final pay Contractors — expense reimbursements are paid as part of the regular monthly contractor invoice, not on the approval-date schedule above.
Expenses must be submitted by the 19th of the month.
Admins have until the 21st to approve them.
Once approved, they're paid with that month's invoice. Expenses not approved before the monthly invoice cycle closes roll into the following month's invoice.

Key Takeaways

For employees, the approval date (not submission date) determines payout timing.
Employee approvals after the 15th shift payout to the next month's 15th.
Termination reimbursements are processed quickly with final pay.
Contractors are different: expenses are reimbursed through the monthly invoice. They are submitted by the 19th and approved by admins by the 21st, then paid with that month's invoice. Anything approved after the monthly cycle closes rolls to the following month.
Date of expense exchange rate is tied to the transaction date on the expense receipt if the currency differs from their payment currency.
- Please ensure expenses are always submitted in Toku within 14 days of the transaction.
Expenses are always paid out in the same currency as the consulting agreement or employment agreement.

Expense Reimbursement Policy

1. Purpose & Scope

This policy establishes the rules for reimbursement of business-related expenses incurred by employees, contractors or other authorised individuals of Toku. Its goal is to ensure clarity, consistency, fairness and compliance with global financial controls and tax requirements.

This policy applies to all persons making reimbursable expense claims in the Toku Platform, regardless of country or employment model (EOR, PEO, direct hire).

2. What qualifies for reimbursement

Expenses may be reimbursed when all of the following are true:

The expense was incurred in connection with business activities (client meetings, travel, approved vendor purchases, project-related costs, etc.).
The expense was pre-approved by the relevant manager or budget owner (unless covered by an exception explicitly allowed in writing).
The expense is supported by a valid receipt or invoice from the vendor (not solely a credit or bank statement).
The claimant has entered the required information in the expense report (see Section 4).
The submission is made within the deadline specified in Section 5. Receipt requirements include: date, vendor/merchant name, detailed description of items or services purchased, purpose of the expense, currency and amount. A bank or card statement alone is insufficient.

3. Submission & Approval Process

When submitting a claim via the designated expense portal:

Enter the Merchant Name, Category, Description, Transaction Date, Amount, Currency.
Upload the supporting receipt or invoice file.
Confirm whether the expense is Reimbursable.
The claim will route for approval by the appropriate manager, then review by Finance.
Any questions or clarifications will be returned for claimant action; unresolved items may be rejected.

4. Submission Deadline

All expense claims must be submitted within 120 calendar days of the transaction date. Claims submitted after this deadline will not be honoured except in rare circumstances subject to written exception by Customer Success.

5. Employer Right to Deny or Reject

Toku reserves the right to deny or reject any expense claim that does not comply with this policy, including but not limited to:

Claims lacking the required receipt or invoice supporting documentation.
Claims submitted after the 120-day limit.
Claims that were not pre-approved when required.
Claims that are not properly described, are personal in nature or fall outside the scope of business-related expenses. This control is globally enforceable: as a payer of reimbursements, Toku maintains the right to establish clear, reasonable rules governing expense claims, consistent with applicable local law, and to refuse claims that fail to meet those rules. The submission of a claim does not create an automatic entitlement to reimbursement; each claim remains subject to review and approval under the company's internal policy and applicable regulatory or tax requirements.

6. Record-keeping & Audit

Claimants and Toku will retain documentation (receipts, approvals, audit trail) for a minimum period consistent with local regulatory and tax record-keeping requirements (typically three to seven years, depending on jurisdiction). Internal or external audits may select expense claims for review to ensure compliance.

7. Exceptions & Escalation

Any exception to the standard deadlines or documentation requirements must be approved in writing by Customer Success prior to reimbursement. If a claim is rejected, the claimant may appeal via their manager and a final decision will be made by Toku Leadership. For support, please email [email protected].

Submitting an Expense Report as an Employee

Tracking and submitting work-related expenses is simple with Toku's built-in expense management tool. Whether you're logging a business trip, office supplies, or client entertainment costs, our platform makes it easy to submit receipts, track approvals, and ensure timely reimbursement, all in one place.

This guide walks you through how to submit expenses, what documentation is required, and how to check the status of your reimbursement requests.

🕒 Expense Reimbursement Timeline:

Employees (EOR / PEO): Admin approval date drives payout. Approved 6th - 15th → paid end of same month; approved 16th - 5th → paid 15th of next month; terminations → paid with final pay.
Contractors: Reimbursed with the regular monthly invoice. Submit by the 19th, admins approve by the 21st, and it is paid with that month's invoice; otherwise it rolls to the following month.

Steps to submit an expense report:

Log in at https://tga.app.toku.com.
From the left-hand menu, select Expenses.
Open the Reports tab and click Create Expense to start a new report.
Name your report and select the date range for your expenses, then click Add Expense.
Enter the details for each expense (merchant, category, description, transaction date, amount, and currency) and upload the receipt. Click Add Expense again to add more items.
When all items are added, click Submit Report to send it for review and approval.

How to Review and Approve Expenses as an Admin

As an admin, you play a key role in keeping your team's expense submissions accurate and on track. Toku's expense management tool gives you a centralized view of all pending submissions, making it easy to review receipts, flag discrepancies, and approve or reject expenses, all from one dashboard.

This article covers how to access and manage expense submissions, what to look for during the review process, and how to ensure timely approvals so your team gets reimbursed without delays.

✅ Tips for Timely Payouts

Approve Early, Avoid Delays!

Review expenses at least once per week to keep contributors on track for the next payout window.

For employees, the approval date determines payout timing. Delaying approvals can push payments to the next cycle.

For contractors, expenses are reimbursed with the monthly invoice: those submitted by the 19th and approved by the 21st are paid that month; anything approved after the cycle closes rolls to the following month.

Steps to review and approve expenses:

Log in at https://tga.app.toku.com.
From the left-hand menu, select Expenses.
Submitted reports awaiting review appear under the Reports tab. To view a receipt, click the eye icon on any report.
Click the green check to approve, or the red X to reject, each submitted expense.

Need support? Email [email protected].

Expense Reimbursement Timeline

Once your expense has been submitted and approved by your company admin, we process your reimbursement according to the approval date. The approval-date timeline below applies to employees (EOR / PEO). Contractors are different: because contractors are paid by invoice, approved expenses are reimbursed as part of their regular monthly contractor invoice (see the Contractors section below).

⚠️ Important: For employees, the approval timestamp is what determines the payout date, not the date the expense was submitted.

Step 1: 📝 Submit Expense

Step 2: ✅ Admin Approval (this date sets the payout schedule for employees)

Step 3: 💰 Payout according to date range:

Approved 6th - 15th → Paid on last day of same month
Approved 16th - 5th → Paid on 15th of the following month
Termination case → Paid with final pay

Standard Timeline - Employees (EOR / PEO)

Approval Date Range	Payout Date	Example
16th - 5th (of the following month)	15th of the following month	Approved on Sept 16 → Paid on Oct 15
6th - 15th	End of the same month	Approved on Sept 10 → Paid on Sept 30

Contractors

Contractor expense reimbursements are not paid on the approval-date schedule above. Because contractors are paid by invoice, approved expenses are reimbursed as part of the contributor's regular monthly invoice:

Expenses must be submitted by the 19th of the month.
Admins have until the 21st to approve them.
Once approved for the month, they're paid with that month's invoice. Expenses not approved before the monthly invoice cycle closes roll into the following month's invoice.

Exceptions

For contributors who are terminating employment or their consulting agreements, approved expenses will be processed as soon as possible and included with their final pay.

✅ Tips for Admins

Approve Early, Avoid Delays

Review expenses at least once per week to keep contributors on track for the next payout window.

Remember, the approval date determines payout timing for employees. Delaying approvals can push payments to the next cycle.

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