Disbursements

Disbursements Overview

The disbursements section lists a summary of disbursement transactions entered by date. Disbursements are filtered by the approval stage they are in under the following tabs:

• All Disbursements tab lists all disbursement transactions entered regardless of what status each transaction is in.

• Pending Approvals tab lists all the disbursements that are submitted and not yet approved.

• Pending Finance tab lists all the disbursements that are approved by the cost center manager but not yet processed by the Finance Department.

• Processed tab lists all the disbursements that are approved and processed by the Finance Department.

Adding a Disbursement

Step 1: Add a Disbursement

Select Finance from the main menu, then go to the Disbursement tab on the top of the screen. On the Disbursement section, select Add Disbursement on the top right-hand side of the screen.

A user can also add a disbursement by going to the Quick Actions card on the Finance overview tab and selecting Add New Disbursements.

Step 2: Complete the Disbursement Form

The following information will be required in order to save a disbursement:

• Date - When selecting a disbursement date, remember that disbursements are sent out on Fridays. HopeWorks allows you to enter any date for the disbursement date, but you should select a Friday date to match our Finance department guidelines. Please be aware of international bank wire processing times (2-3+ days) in order to select the appropriate day that will provide enough time for our Finance department to process the request and for the receiving bank to make the funds available.

• Amount - The date that the disbursement is sent. 

• Cost Center - Select the department cost center from where budgeted funds are being requested.

• Ministry Strategy - Select the Vision 2033 Ministry Strategy, if displayed.

• Budget/Project - Select the Budget or Project from where budgeted funds are being requested.

• Level - Select the Level appropriate for where budgeted funds are being requested, if displayed.

• Location - Select the location (country) where the disbursed funds will be used.

• Language - Select the language associated with the product. This field will only be required for certain Cost Centers selected.

• Funding - Select the grant code associated with the product or project. This field will only be required for certain cost centers selected.

• Beneficiary  - Select the beneficiary (bank account) that will receive the disbursed funds.

• Disbursement Mode - This field shows the manner in which the funds will be sent. It is automatically populated once a beneficiary is selected.

• Disbursement Amount - Enter the total amount of money that has been approved to be disbursed. Make sure that you include an amount to cover any bank wire fees that the recipient’s bank might charge them.     

• Comments/Notes - Add detailed notes to help identify the purpose of the disbursement.

Step 3: Submit Disbursement

Select Submit to request the disbursement or Submit & New to request the disbursement and open a new disbursement form.

Submitted disbursements will be reviewed and approved by the Ministry Operations Manager and processed by the Finance department according to the OneHope finance schedule.

Change a Pending Disbursement

Step 1: Select the Disbursement

Select Finance from the main menu, then go to the Disbursement tab on the top of the screen. Select the Pending Approval tab and search for the submitted disbursement that needs updating. 

A user can also get to the disbursement list by going to the Quick Actions card on the Finance overview tab and selecting the View All button to the right of Add New Disbursement.

Step 2: Update the Disbursement

Review all fields and make the necessary updates to the disbursement. It is helpful to review the tips for completing a disbursement before updates are made.

If a user needs to delete a pending disbursement, they will find a delete icon on the top right-hand side of the form to use. This option will only appear to users that have account permissions to delete the disbursement form.

Step 3: Save & Submit

Select Save Changes or Save & New to submit changes and open a new disbursement form.

A user can also add a new disbursement form by selecting the Add New button at the top right-hand side of the screen.

The user may provide information in the Comments/Notes section concerning the disbursement and the reason for the necessary changes.

Approving a Disbursement

Important!

This is a restricted feature that is not part of the main content

Step 1: Open the submitted Disbursement

Select Finance from the main menu, then go to the Disbursement tab on the top of the screen. On the Disbursement section, go to the Pending Approval tab and select the disbursement that needs approval.

OR

A user can also find a disbursement by going to the Quick Actions card on the Finance overview tab and selecting View All on the right-hand side of the Add New Disbursement tab.

Step 2: Review the Disbursement Submitted

Once you have selected the disbursement that you would like to approve, be sure to thoroughly review the following:

• The disbursement has been coded correctly

• The disbursement date is correct

• The financial metrics at the top right-hand side of the form to make sure the approval can proceed.

• Comments/Notes are clear and detailed.

Step 3: Approve or Edit Disbursement

After reviewing the disbursement, you can select the Approve button at the bottom of the screen.

Alternate actions that can be taken: 

Select Save Changes to make updates to the disbursement before approval.

The user may provide information in the Comments/Notes section concerning the disbursement and the reason for the necessary changes.

The approver may delete a pending disbursement by using the Delete icon at the top right-hand side of the form. This option will only appear to users that have the appropriate account permissions.