Phase 5: Payments

After you approve a Request for funding, it is important to plan how and when the grant payments are made. Do you want to pay the grant with a single payment or schedule a series of payments with periodic reviews to ensure that the project is meeting its goals?

In either case, you want a record of the payment that includes the payee organization, the amount paid, the date it was paid, and other information about the payment. The Request’s Payment Schedule can help you to manage individual payments and track their progress through your work flow. You can generate the Payment Schedule automatically when you approve the grant or manually create a Payment record for each scheduled payment, either before or after you approve the Request.

Payments are added to a Request that has a Pending or Approved disposition.

In Grantmaking, search for and find the Request you want to add a Payment to. From its menu , select View record.

On the Request form, select Create/edit payments. Enter the relevant Payment data, including Number of payments, Frequency, Start date, Date (if required), and Adjust for weekends.

If the number of payments is more than 1, select Generate schedule. When the Payment schedule generates for a single Request, the Amount and percent of total are displayed based on the Recommended, Requested, or Grant Amount, depending on the disposition. You can then adjust the Scheduled Date, Amount, Percentage, Type, and G/L Account on the individual payments.

When you create a Payment, it has a status of Scheduled, meaning that it is waiting to be paid. When you pay it, change the Payment Status to Paid and record the Paid Date, check number, and other accounting information.

A Request's Balance is its amount (Request Amount for pending, Grant Amount for approved) minus the sum of all Payments. If you add a Payment which is greater than its Request's balance, the system requires you to reconcile this difference.

• If the Request is pending, you are permitted to add a Payment greater than the Request's balance. However, when and if you try to approve the Request, you are unable to do so:

  • You must either edit the Grant Amount to at least match the sum of all scheduled Payments or cancel the approval process and change the Payment Amount(s).

• If the Request is approved, the system asks you to amend the grant or cancel the new Payment.

If you have permissions to modify or add Payments, you can create Payments in batch. Creating Payments in batch are done on a single or batch of Requests.

Note: Users can only modify a batch of payments related to a single request.

Search for Requests you want to add a Payment to and select them in the Workspace. From the Actions bar at the bottom of the screen, select Create, Create payments.

Enter payment details and select Generate schedule. When the Schedule is generated for a batch of Requests, you'll see the payment information based on your selections. You can adjust the percentage of the individual payments, as well as the Type and the G/L Account(s).

When a grant payment is made, you can mark the Payment record Paid. You can pay any Scheduled Payment for Approved Requests. You can't, however, pay Payments with a Status of Contingent, Canceled, Void, Hold, or for any Request with a Disposition of Pending or Declined.

To pay a Contingent or on Hold Payment, you first need to mark the contingency (i.e., the Requirement) done or Activate the hold. If you want to pay a Payment that has been voided or canceled, you must reissue it.

Once the Payment is Paid, the Payment amount and Payment schedule date are locked and can't be modified. Make sure the information in these fields is accurate before you pay the Payment.

To pay a Payment, select a link to the Payment anywhere in Grantmaking to open the Payment edit form.

Confirm that the Amount, Schedule date, and Fiscal year are correct.

Note: If they aren't correct, edit and save the Payment before paying it.

Select Pay to open the Pay Payment form, then enter the Payment date (required) and other Payment data.

Select OK.

Budget appropriation is required now if:

• Your Grantmaking system includes the optional Budget Module;

• There is an open Annual Budget for the Payment Fiscal Year, and;

• Funds from the budget have not been previously appropriated for the Payment.

You might want to void a Payment that is inadvertently marked as Paid or when a payment check is lost.

After you void a Payment, you can reissue it or amend the total Grant amount.

When you select Void on the Payment edit form, choose whether or nor to reissue the Payment. Creating a reissued Payment enables you to inherit the data fields and Requirements from the original Payment without having to reenter them.

If you choose not to reissue the Payment right away, the following occurs:

• A new voided Payment record is created, and a new Activity record is created for the void.

• You are automatically sent to the standard Payment edit form for the voided Payment record. Use the edit form to make any appropriate changes.

• All open Requirements associated with the Payment are deleted.

If you choose to reissue the Payment at the same time you are voiding it, the following occurs:

• A new voided Payment record is created, and a new Activity record is created for the void.

• You are automatically sent to the standard Payment edit form to create a new reissued Payment record. Use the edit form to make any appropriate changes.

• A new Activity record is created for the reissue, if completed.

When you cancel a Payment, the Payment record is not deleted, but its status is changed to Canceled. The difference between canceling and voiding is that Payments are canceled up until the time when they are paid, after which they must be voided.

When you select Cancel payment on the Payment edit form, if the associated Request has a Declined disposition, the Payment is canceled immediately.

Otherwise, choose whether or not to reissue the Payment. If the Request is Declined or you choose not to reissue the Payment right away, the following occurs:

• The Payment record is updated to reflect a Canceled status, and an Activity record is created for the cancellation.

• All open Requirements associated with the Payment are deleted.

If you choose to reissue the Payment at the same time you are canceling it, the following occurs:

• The Payment record is updated to reflect a Canceled status, and an Activity record is created for the cancellation.

• You are automatically sent to the standard Payment edit form to create a new reissued Payment record. Use the edit form to make any appropriate changes.

• A new Activity record is created for the reissue, if completed.

You may reissue a Payment when you initially void or cancel the Payment, or you may choose to do so later. However you initiate the reissue process, you are taken to the standard Payment edit form to create a reissued Payment record.

When you finish making changes and select Save, the system checks for any open Requirements associated with the original Payment. If any are found, choose whether or not to transfer these Requirements to the reissued Payment or delete them.

Note: When you finish reissuing a Payment, the original Payment record is updated to reflect the new Payment ID of the reissued Payment. A new Activity record is created for the reissue.