Prepare payments

When an engagement is approved, department submitter is able to prepare hourly payment transactions for the work of casual helpers. Payments can be released by periods within engagement period or when completion of work.

Lump sum payment is not supported.

To release payment

Step 1: Click "Engagements" at the left menu and choose the desired engagement for releasing payment

Step 2: Click "Payment" tab

Step 3: Enter the no. of hours to be paid in "Release Payment Hours" field, end date of payment period in "Payment End Date" field, and then press "Save" button at the top menu

Step 4: Press "Release Payment" button at the top menu

Some restrictions on the input value of Release Payment Hours apply:

  • Release Payment Hours <= Remain Hours to be Claimed

  • Remain Hours to be Claimed + Pending Payment Hours + Approved Payment Hours <= Maximum Working Hours for Entire Period of engagement

Payment start date of first payment transaction will be set to be start date of engagement automatically

Payment start date of subsequent transaction will be set to be one day after the payment end date of previous payment transaction.

i.e. no overlapping of payment period allowed.

Step 5: A payment transaction is created. Click the payment ID in the "Payment ID" column to review the details of payment transactions and continue the preparation

Step 6: Enter "Charging Account Code", "Department Reference 1", "Department Reference 2" as appropriate and press "Save" to validate the input

Step 7: Press "Submit for Approval" button for department approver's approval

You may repeat Step 1-7 to release payments for subsequent payment periods within the engagement period of an engagement.

You may consider to release payments with different payment periods and enter different charging account codes to the payment transactions for cost sharing if you deemed appropriate.

Payment transactions generated by the system

Please refer to Automation on payments > Payment generation for details

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