# 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.

{% hint style="warning" %}
Lump sum payment is not supported.
{% endhint %}

## To release payment

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

**Step 2:**  Click "Payment" tab

<figure><img src="https://content.gitbook.com/content/LUbLbigsodZH0cvB5EBh/blobs/VOLMA5soeGJUtBacDUkh/image.png" alt=""><figcaption></figcaption></figure>

**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

<figure><img src="https://content.gitbook.com/content/LUbLbigsodZH0cvB5EBh/blobs/JR2lWfRmPw3Z0mvMAwUJ/image.png" alt=""><figcaption></figcaption></figure>

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

<figure><img src="https://content.gitbook.com/content/LUbLbigsodZH0cvB5EBh/blobs/ecYzVnkY2vGEioPjnDmX/image.png" alt=""><figcaption></figcaption></figure>

{% hint style="info" %}
Some restrictions on the input value of Release Payment Hours apply:&#x20;

* 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
  {% endhint %}

{% hint style="info" %}
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.
{% endhint %}

**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

<figure><img src="https://content.gitbook.com/content/LUbLbigsodZH0cvB5EBh/blobs/TOqcMS3Ohfn7hz6eqL20/image.png" alt=""><figcaption></figcaption></figure>

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

<figure><img src="https://content.gitbook.com/content/LUbLbigsodZH0cvB5EBh/blobs/bBrBK75VpAPJcq9DvPNo/image.png" alt=""><figcaption></figcaption></figure>

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

<figure><img src="https://content.gitbook.com/content/LUbLbigsodZH0cvB5EBh/blobs/cQYgQTeGSWzg62QpTVBk/image.png" alt=""><figcaption></figcaption></figure>

<figure><img src="https://content.gitbook.com/content/LUbLbigsodZH0cvB5EBh/blobs/VNUMv6NcrKnKtQQi2ZyO/image.png" alt=""><figcaption></figcaption></figure>

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

{% hint style="info" %}
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.
{% endhint %}

## Payment transactions generated by the system

> Please refer to [Automation on payments > Payment generation](https://userguide.hku.hk/engagement-and-payment-system-for-casual-helpers/general-features/automation-on-payments#payment-generation) for details


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