Adding and completing cash payments

You can add and edit cash payments in the Payment tab of a grant request. Depending on whether you have enabled Benevity Grants disbursements, you can process a payment using our platform or your own accounts payable. 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, select a currency before creating the payments. After you approve the request, the applicant will see the payment amounts in the currency they are receiving.

You can only have one currency per grant request. 

Adding cash payments

To add a cash payment: 

1. Open a request.
2. Go to Payment > Cash.
3. Select Add payment.

Payment Details:

• Payment method: choose to either disburse with Benevity Grants or manually pay using your company's accounts payable department.
• Payment status: Select a payment status.
  • You cannot select Paid status if disbursing via Benevity Grants. The status is automatically updated as part of the disbursement process. 
• Vendor number: This field is displayed if your payment method is Accounts payable and you have chosen to include this data in your program.
  • If you edit the number, it will automatically update across all requests made by that cause in Benevity Grants. Not all users will have access to edit the number.
• Payment amount.
• Budget: Select a budget the payment will draw down from.
• Tangible benefit amount: Declare if a tangible benefit is not being received.
  • Any payment returning a tangible benefit is not tax eligible. A tangible benefit 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).
• Tax eligibility: Declare if the payment is tax eligible. 
• Payment tracking: choose if you want to add tracking information to a Paid payment. When enabled, you will get access to detailed disbursement statuses that accurately capture where the funds are at in the process and whether a cause has received payment. 

Adding cash payments from an existing request

To create a payment that automatically includes the applicant’s requested cash amount: 

1. Open a request.
2. Go to Payment > Cash.
3. Select Add payment from request and confirm. 
4. Complete the other payment form details. 
5. Select Save.

Duplicate an existing payment 

To duplicate an existing payment:

1. Open a request and go to Payment.
2. Select the checkbox next to the payment you want to duplicate.
3. Select the Actions dropdown menu > Duplicate.
   • When you duplicate this payment, all fields will copy over except Payment status, Date added, and Payment tracking.
     
     
4. Update fields in the duplicate payment.
5. Once you’ve updated all the necessary fields, select Save.

Completing cash payments with Benevity disbursements

A request must be approved to complete a payment. You can check if an organization is disbursable by going to the Cause tab and looking for the Disburseable label and green checkmark.

To complete a payment:

1. Open an approved request.
2. Go to Payment > Cash.
3. Open the payment you want to complete. 
4. Change the Payment status to Processing and update the required fields.
5. Select Save. The payment status will update to Processing. Changes cannot be made to payments in this status without Benevity processing a reversal for a fee. 
6. The payment status is automatically updated to Paid once it is complete. Learn more about payment disbursement statuses. 

When will the cause receive the funds?

The cause will receive funds in the month 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

A request must be approved to complete a payment. To complete a payment with your accounts payable:

1. Open an approved request.
2. Go to Payment > Cash.
3. Open the payment you want to complete. 
4. Change the Payment status to Processing or Paid and update the required fields.
5. Review the details and select Save. 

Once your accounts payable team has made the payment, you may need to reopen the payment and update payment tracking information. 

Completing multiple cash payments at the same time

You can update multiple payment statuses at the same time. 

1. Open a request and go to Payment.
2. Select the checkbox next to multiple payments. 
3. Select Actions > Change status.  
4. Select the appropriate payment status. 
5. Select Change status to complete the change.