Add and complete cash payments

Add and complete cash payments in the Payment tab of a grant request. After you complete the payment, the cause will receive their funds at the end of the next month. For example, if you finalize the payment in September, the cause will receive the money near the end of October.

In this article:

• Payment currencies
• Adding cash payments
• Adding cash payments from an existing request
• Completing cash payments with Benevity Disbursement
• Completing cash payments with your accounts payable
• Completing multiple payments at the same time

Payment currencies

If your program uses multiple currencies, you will select your currency before creating the payments. You can only have one currency per grant request. 

After you approve the request, the applicant will see the payment amounts in the currency they are receiving.

Adding cash payments

1. Open the request.
2. Go to Payment > Cash.
   
   
   
   
3. Scroll down to the Payment lines section and select Add new payment.
   
   
   
   
4. Fill in the form.
5. Add a tangible benefit amount, if applicable. The tangible benefit amount that you enter does not restrict or change the type of disbursement options available to you. Any payment returning a benefit is not tax eligible. This includes any gift in return for a grant that has a dollar value greater than a few dollars (e.g. event tickets, meals, clothing, marketing opportunities).
6. Select Add payment at the bottom of the form.
7. The payment is added. The payment status will change to Unprocessed.
   
   

Adding cash payments from an existing request

When you want to create a payment that automatically includes the applicant’s requested cash amount. 

1. Open the request.
2. Go to Payment > Cash.
   
   
   
   
3. Scroll down to the Payment lines section and select Create payments from request. 
   
   
   
   
4. Confirm that you want to create a new payment based on the applicant's request.
5. Select Actions > Edit on the payment.
   
   
   
   
6. Fill in the form (payment amount and date will autofill).
7. Add a tangible benefit amount, if applicable. The tangible benefit amount that you enter does not restrict or change the type of disbursement options available to you. Any payment returning a benefit is not tax eligible. This includes any gift in return for a grant that has a dollar value greater than a few dollars (e.g. event tickets, meals, clothing, marketing opportunities).
8. Select Save.
9. The payment is added. The payment status will change to Unprocessed.

Completing cash payments with Benevity Disbursement

Before you start:

• Check that the request status is Approved.
• Check tax eligibility. Go to the Cause tab. You'll see the Tax eligible status label and the checkmark if the organization is eligible. Tax eligibility may vary depending on your program configuration.
  
  
  

Steps to complete the payment:

1. Open the request.
2. Go to Payment > Cash.
   
   
   
   
3. Under the Payment lines section, double click to open the payment. 
4. To edit a field, select Actions > Edit, make the changes, and click Save.
5. Select Actions > Pay now.
   
   
   
   
6. Review the details and select Submit payment. The payment status will change to Processing. Once the payment is marked as Processing, any changes cannot be made without Benevity doing a reversal (takes time and costs money). For a breakdown of all payment statuses, go to the disbursement statuses article. 
   
   

When will the cause receive the funds?

The cause will receive the funds in the month that comes after your payment—usually near the end of the month. For example, if you finalize the payment in September, the cause will receive the money near the end of October.

Completing cash payments with your accounts payable

Before you start:

• To complete the payment, request status must be Approved.
• To edit the payment, request status must be Unprocessed or Processing. You cannot edit an accounts payable payment when request status is Paid. 

Steps to complete the payment:

1. Open the request.
2. Go to Payment > Cash.
   
   
   
   
3. Under the Payment lines section, double click to open the payment.
4. To edit a field, select Actions > Edit, make the changes, and click Save.
5. Select Actions > Pay now.
   
   
   
   
6. Review the details and select Submit payment. The payment status will change to Processing. 
7. After Accounts Payable team has made the payment, select Actions > Edit.
8. Complete the following fields under the Payment Tracking section:
   • Payment mailed date
   • Reference #
   • Receipt received
9. Select Save.
10. You're now ready to complete the payment! Select Actions > Complete payment.
11. Review the details and select Submit payment. The payment status will change to Paid.

Completing multiple cash payments at the same time

1. Check the box beside each payment line.
2. Select Actions > Pay now.
3. Select Actions > Complete.