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      Settlement form and settlement of Smartum vouchers

      In this article, you’ll find printable voucher form and instructions for processing and sending Smartum vouchers. By following these guidelines, you’ll ensure the settlement process runs smoothly and that payments are accurately allocated

      Table of contents

      Last update: 30 January 2025

      Note! There is currently a slight delay in processing received vouchers, and settlements may take over two weeks. We apologize for the delay and are working to settle the payments as soon as possible.

      Where can I get more settlement forms? Print here

      • Smartum won´t send forms via post. If you run out of settlement forms, you can easily print more from our website. Settlement forms can be found in the "Settlement Forms" section of our website's material bank.
      • You can also print more forms here.

      Instructions for voucher settlements

      • We settle the value of vouchers, less the service fee, to the bank account number you provided. You can find the service fees in our price list.
      • The default reference for settlements is 2624. Please include your own reference or message on the settlement form if you want one.
      • Vouchers expire on the last day of the year marked on the voucher. After this date, partners have one more month to submit expired vouchers to Smartum. Vouchers must arrive at our office by January 31 of the following year if they expired on the last day of the previous year. Smartum will not settle expired vouchers after January 31.
      • Any issues related to settlements must be reported within 14 working days from the payment date.

      Instructions for sending vouchers to Smartum

      1. Separate the vouchers from each other.
      2. Do not staple, glue, or tape the vouchers together. Do not insert anything extra between the vouchers.
      3. Bundle the vouchers in the same direction and secure the bundle with, for example, a rubber band.
      4. The serial numbers on the vouchers must be visible.
      5. Fill out the form with the correct information carefully. Ensure that the form includes a customer number and it is written correctly. If your company has multiple locations, please use the customer number of the location for which the settlement is being made.

        Customer number can be found in Partner Extranet before the venue name (as in the picture 212714). The person filling out the form is responsible for the accuracy of the information.

      6. Make sure that the company business ID are correctly written on the form. Smartum will not process submissions where the details are incomplete or incorrect. The responsibility for accurate information lies with the partner.
      7. If the form is pre-printed, do not make marks over the pre-printed information. If there are errors in the pre-printed details, print new form here. Use only forms provided by Smartum or printed from our website.
      8. Send the top part of the form with the vouchers; the bottom part remains with you.
      9. If you are receiving both Smartum Exercise Vouchers and Smartum Exercise and Culture Vouchers, report the number of each type of voucher separately on the settlement form. Pack no more than 800 vouchers in one envelope.
      10. Pack the vouchers in a durable mailing package and send them with the completed settlement form to Smartum Oy, Yrjönkatu 11 B, 00120 Helsinki.
      11. Ensure the envelope has enough postage to guarantee delivery. The post will not deliver letters to us if the postage is insufficient. Vouchers can also be delivered directly to our office and dropped into the mail slot at the same address. When bringing vouchers to Smartum's office, you will find a designated mail slot for them at the main entrance. The slot accommodates envelopes up to approximately 3 cm thick. Remember to include the completed settlement form.
      12. The partner is responsible for covering postage costs. Smartum will not collect packages with unpaid postage fees. Old postage codes are no longer valid, so any letters with unpaid postage will remain at the post office, which will either return them to the original sender or destroy the package, depending on the agreement between the sender and the postal service.
      13. Add the sender’s details to the envelope. Smartum is not responsible for lost mail, nor will we redeem mail sent without postage. We recommend sending it as a registered letter. If you send the settlement as a registered letter, you can add our customer service email address (asiakaspalvelu@smartum.fi) to the recipient details.