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”.

• 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.