Fund Expenditure

Fund Expenditures record expenses paid directly from a fund that are not grants. These transactions reduce the fund balance and update accounting records.

Below are instructions for grant 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”.

Use Fund Expenditures for payments such as fees, program costs, or expenses charged to a fund.Do not use for grant awards to recipients — those follow the grant approval process.

Use a List View, filtered to included only Disbursements that are approved and ready to pay (look for list views 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

Why didn’t the fund balance change? The expenditure has not been posted.

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

Is this a grant payment? No — grants must go through the grant approval process.