Disbursement and Fund Expenditure records are created through the Start Scheduler button. The instructions following will walk grant staff through creating these records.

• Scheduler

From the Funding Request, click the Disbursement tab. The Scheduler is visible here and is used to schedule the Disbursements to the Grantee. The Fund Expenditure record is also created with the Scheduler and indicates the Fund paying the Disbursement. After clicking Save, the Payment Schedule shows the user a combined view of both Disbursement and Fund Expenditure records. NOTE: Automation may exist in your org to create these, especially when there is just one Fund paying the grants.

• Click the Funding Request to be awarded
• Click Disbursement tab
• Click Start Scheduler button
  • Note fields with a red “*” are required. Total Amount to Disburse is equal to the Awarded Amount on the Funding Request.
  • Number of Disbursements is how may payments will be made to the Grantee
  • First Date is the date of the first Disbursement
  • Interval & Period work together to determine how frequently Disbursements are made
  • Disbursement Method is how the Disbursement will be paid
  • Fund is the fund used to pay the Disbursement
  • Click Calculate

Based on the information entered, user will see 1 or more entries under the Calculate button. The screenshot below shows a $500 Total Amount to Disburse, divided into 4 quarterly payments. Each Disbursement is scheduled to come from the same fund, but this could be adjusted to different funds.

If the Schedule isn't correct either Cancel and re-click the Start Scheduler button again or manually adjust the dates, amounts and Fund.

If a Disbursement record already exists, users can Edit the existing record. Users with permission to Delete Disbursement and Fund Expenditure records can delete from the Payment Schedule.

Users can also delete the existing records and start again with the Start Scheduler button. This is the recommended method when there's several changes to make as it's quite simple to create a new schedule.

The screen shot below shows a Payment Schedule and how to access the Disbursement records. The Fund Expenditure is a child record of Disbursement so those are available in each Disbursement.