Disbursements

Disbursements issue payments for approved transactions such as grants or payables. This process generates the actual payment and updates financial records.

In this section, users create Disbursements and Fund Expenditure records on a Funding Request. Then, once ready to process, instructions are written for accounting staff to pay Funding Request Disbursements that have been Approval Posted. Instructions also include how to Rescind/Cancel batch or single record that has been “Pay Batch”.

1. Approved items are selected for payment
2. A payment record is created
3. The payment is posted
4. Accounting and balances update

• Create Disbursements and Fund Expenditures
• Disbursement Pay Batch or Disbursement Pay Individual Record
• Disbursement Journal Entry
• Cash Disbursement Batch - Batch Post
• Cash Disbursement Batch - Journal Entry
• Disbursement Rescind/Cancel
• Disbursement Rescind/Cancel Journal Entry

On a Funding Request, when a record has an Awarded Amount and Status=Awarded, create the Disbursement and Fund Expenditure record(s) using the Payment Schedule.

• Click Disbursement tab, and in the Payment Schedule section, click New Record button
• Enter Number of Disbursements, First Date, Interval, Period, Disbursement Method, Fund Intention and Fund
• Click Calculate, Click Save

This screenshot shows the details for two Disbursements from the same Fund

The Payment Scheduler after Save

In order to process a record or collection of records for Pay Batch, the records must meet the following:

• Funding Request Approval Posted=True and Approval Posted Date<>Blank for the Disbursement being processed
• Disbursement record Scheduled Date falls within the dates to be paid, Status=Approved and Asset Transfer Complete=False. These are auto-updated when the Approval Posted is completed

Use a List View, filtered to included only Disbursements that are approved and ready to pay (look for a list view named “Approved, Ready to Pay” or “Ready to Pay”

• Use checkboxes along far left to click records for processing
• Click Pay Batch button
• Enter Payment Date
• Verify Cash Disbursement Batch Name and Transfer Date
• Starting Check Number is entered the first time checks are run then auto-populates on subsequent batches
  • Note: If all records are EFT, no Starting Check Number is listed
• Click Create and Post button

When Disbursement records are run through the Pay Batch process, Cash Disbursement and Journal Entry records are created.

• From Disbursement record, Click Cash Disbursement to view the record

• From Disbursement record, Click Journal Entry to view the record

• Below is the Journal Entry and Journal Entry Lines for three Disbursements that were posted in a Pay Batch

• From Disbursement, Click Cash Disbursement, then Cash Disbursement Batch

• View Details of the Cash Disbursement Batch
  • Note: EFT records are grouped together into a batch and check records are grouped together into a separate batch. The batch pictured below does not contain check numbers.

• Note: This batch below does contain a starting check number

• Cash Disbursement records are under the Cash Disbursement Tab

• Journal Entries are labeled for the type of records that were approved; Grant Disbursements are labeled “Grant Disbursements: YYYY-MM-DD”
• A Journal Entry and Journal Entry Lines are created for the Grant Disbursements

MOVE TO CASH DISBURSEMENT BATCH PAY === Batch Post === Cash Disbursement Batches are posted using the Batch Post button * From Cash Disbursement Batches list view, click the batch to be posted * Click Cash Disbursements tab to review the Cash Disbursement records in the batch * Click Batch Post button * Click Post button

If there's a record or group of records that need to be rescinded or cancelled after the Pay Batch process has been completed, follow the process below:

• Open the Funding Request, then Disbursement to be Refunded
• Click Refund button
• Populate Refund Amount
• Populate Refund Date
• Select Reschedule if the payment is to be reissued; select Rescind/Cancel if the full amount of the Disbursement is to be rescinded
• Select Deposit Bank GL Account
• Click Create and Post button

• This Funding Request has been Refunded

• The record below is a Disbursement that has been Refunded. The screenshots show the Journal Entry and Journal Entry Lines.

Did approval send the money? No — payment occurs during disbursement.

Can I edit after posting? Posted disbursements should be reversed rather than edited.

Why didn’t balances change? The disbursement has not been posted.

Does this affect accounting? Yes — when posted.