3 MIN READ
UPDATED OCT 19, 2026📘 For employees, contractors, and organization administrators on Toku. Last updated July 23, 2026.
Understand when your approved expenses are reimbursed and what qualifies for reimbursement.
Before you start
- Expenses must be submitted within 120 calendar days of the transaction date.
- A valid receipt must show: vendor name, date, itemized description, amount, and currency. Bank statements alone are not sufficient.
- All expenses must be pre-approved by your manager or budget owner (unless covered by an explicit written exception).
What qualifies for reimbursement
Expenses are reimbursable if they were incurred for business purposes (client meetings, travel, approved vendor purchases, project-related costs), pre-approved by your manager, and supported by a valid receipt from the vendor showing the date, merchant, itemized description, amount, and currency.
Submission deadline
Submit all expense claims within 120 calendar days of the transaction date. Claims submitted after this deadline will not be honored except in rare circumstances and must receive written exception approval from Customer Success.
Payout schedule for employees (EOR / PEO)
| Approval Date Range | Payout Date | Example |
|---|---|---|
| 1st - 15th | End of the same month | Approved Sept 10 → Paid Sept 30 |
| 16th - end of month | 15th of the following month | Approved Sept 16 → Paid Oct 15 |
| Termination | With final pay | Paid immediately after termination approval |
Payout schedule for contractors
Contractor expense reimbursements are paid as part of the regular monthly invoice, not on the employee approval-date schedule above. Contractors must submit reimbursement invoices by the 19th, admins must approve them by the 21st, and Toku must receive cleared funds 4 - 5 business days before the last-day-of-month payout. Payment will be delayed for each day that invoice submission, admin approval, or funding is late. A missed payment cycle can cause a longer delay.
Exchange rate and currency
The exchange rate is always the historical rate as of the transaction date shown on your receipt, if the currency differs from your payment currency - it does not change based on when you submit the claim, as long as you submit within the 120-day deadline above. Expenses are always paid in the same currency as your employment or consulting agreement.
When claims are rejected
Toku may deny or reject expense claims that lack required receipt or invoice documentation, exceed the 120-day submission limit, were not pre-approved when required, or are personal in nature or outside the scope of business-related expenses. The rejection reason is always shown to you on the report. If you believe a rejection was made in error, raise it with your manager or admin first; if it's still unresolved, email customer-success@toku.com with the report details.
Good to know
- For employees, the approval timestamp (not submission date) determines your payout date.
- Contractors follow a different schedule tied to monthly invoice cycles, not individual approval dates.
- Exchange rates are locked to the transaction date on your receipt, so submit expenses promptly after they occur.
Still stuck?
You can email customer-success@toku.com to reach our support team. Please include your email address, organization name, and a description of what happened. Screenshots and videos are always welcome to speed up the troubleshooting process. Feel free to reach out any time for further assistance.