How does the disbursement process work?
- Disbursements should be submitted through the SEE portal.
- All disbursements should include a disbursement form signed by the Project Director or Deputy Director and documentation of the disbursement such as a copy of the receipt or invoice.
- Disbursements are due Wednesdays at 4pm PT.
- Disbursements are reviewed on Thursdays and the SEE team will contact you if they have any questions or need additional information.
- Completed disbursements are processed and paid that same week on Fridays.
When is the disbursement deadline?
When are payments processed?
Who authorizes project disbursements?
The Project Director (PD) and/or Deputy Director (DD) is responsible for:
- Reviewing all accompanying documents pertaining to the payment. This may include verifying the receipts provided are legible, the total of receipts matches the total amount requested on the form and are detailed enough to describe the purchase.
- Reviewing the invoices from vendors to ensure the services were actually performed before payment is issued.
- Ensuring that the amount requested for services from vendors is a reasonable, fair market value price and adheres to the payment terms agreed upon by both parties.
- Authorizing each disbursement request by signing the bottom of each disbursement form. Disbursement requests will not be paid until the PD's or DD's signature is received on the form.
Where do I send disbursement requests?
Attach scanned copies of receipts to the Disbursement for Goods Online Form and submit to the Disbursement Portal.
Do I need to provide documentation such as a receipt or invoice?
All disbursements should include a disbursement form signed by the Project Director or Deputy Director and documentation of the disbursement. Documentation can be a copy of the receipt for project-related expenses, an invoice for work performed by a consultant or a bill you’d like us to pay on behalf of your project. Disbursements are reviewed on Thursdays and the SEE team will contact you if they have any questions or need additional information. SEE needs all receipts and invoices for project work. In the event that SEE is ever audited or investigated, we need to have these records available.
Can I have funds electronically transferred into an account (for purposes other than payroll)?
Disbursement payments can be made via electronic fund transfer (or EFT), rather than sent by check. This is not the same as SEE’s Direct Deposit Form, which is for payroll only. To set up EFT, submit the EFT Form and indicate on the Disbursement Form that you would like payment via EFT. Additionally, SEE can send payments via wire transfer for international recipients. Please note that SEE’s bank charges an outgoing wire fee of $25 which will be passed on to the project. Recipients may also incur an incoming wire fee as well. To set up a wire transfer, submit the Wire Form and indicate on the Disbursement Form that you would like payment via wire.
How do I pay an independent contractor or consultant?
Below are the steps to take to pay an independent contractor.
- The PD or designated staff person should have already submitted a Work Description form to SEE prior to any work being performed. The review process can take up to three business days.
- If the individual qualifies as independent contractor SEE will create and distribute a service agreement, W-9 and optional electronic funds transfer form through DocuSign for secure and safe execution between the contractor and SEE. The PD and/or designated staff person will receive a copy of the agreement.
- Contracts must be fully executed and work must be performed before payments can be submitted through the disbursement process. In some cases, SEE can pay a deposit to secure the contractor to perform work at a later date.
I need to request a payment for a contractor or vendor.
To request payment for a contractor or vendor, submit the Disbursement for Services Form in the Disbursement Portal.
Please note all contractors must be set up with a service agreement prior to any work commencing. If the invoice is SEE’s first notification of a contractor, the service agreement process will start from the beginning with a Work Description Form. An invoice submitted without an agreement will not be paid until the proper paperwork is completed and the agreement is signed.
I need to request funds for an advance or submit receipts from an advance.
There are times when a project may need to access funds prior to being able to obtain an invoice or receipt. In these rare instances, projects can request funds be advanced by submitting a budget for how the funds will be used and then submitting receipts for the advance after the funds are spent. You can request the advance in the Disbursement Portal by selecting Advance.
Please note that SEE limits advances up to $5,000 at a time, or based on the project available balance if it is less than $5,000. No further disbursements will be issued to the recipient of the advance until the receipts are received by SEE and reconciled. Receipts can be submitted using the form below and sent to firstname.lastname@example.org.
Advances may not be used to pay independent contractors or consultants, as those payments must be set up directly with SEE to ensure a contract is in place and reporting requirements are met by SEE for those who qualify for a Form 1099. SEE reserves the right to reject any receipt that does not align with the project mission and charitable purpose. Due to reporting requirements at the close of the fiscal year, SEE does limit advances issued in December.