Objective
This SOP explains how to create and submit a new payment request in the Givinga Foundation Fiscal Sponsorship Platform. It covers selecting the correct request type, adding or choosing a vendor/recipient, uploading required documentation, and submitting the request for review.
Key Steps
1. Navigate to the Expenses section and start a new request 0:00
- From the home screen, open the menu on the left.
- Click Expenses.
- In the upper-right corner, select New Expense Request.
- This begins the payment request workflow.
2. Choose the correct payment request type 0:16
- Select the type of request that matches the transaction:
- Pay a Bill: Use when paying a vendor or service provider invoice.
- Reimbursement: Use when repaying someone who paid out-of-pocket for a project expense.
- Confirm the selection before moving to the next step.
3. Select or create the recipient/vendor 0:32
- Choose the appropriate recipient from the list.
- If the vendor or recipient is not already available:
- Open the drop-down menu.
- Select Create a New Vendor.
- Enter the required vendor details:
- Vendor name
- Email address
- Street address
- City
- State
- ZIP code
- Click Add Vendor to save the new vendor.
- The vendor will then be available for future payment requests.
4. Complete the payment request details and upload documentation 0:53
- After selecting the recipient, fill in all required fields:
- Date the bill was received
- Amount
- Brief description of the expense
- Appropriate expense category
- Upload supporting documentation before submitting.
- Use the correct document type based on the request:
- Bill payments: Upload the vendor invoice.
- Reimbursements: Upload the receipt showing the out-of-pocket expense.
5. Submit the payment request 1:57
- Review all entered information for accuracy.
- Confirm that the required documentation is attached.
- Click Submit Payment Request.
- The request will be sent for review after submission.
6. Notify vendors about the new payment process 2:14
- Be aware that the platform now uses Bill.com for vendor payments.
- Consider sending vendors a quick heads-up so they know to expect a payment setup email.
- From that email, vendors can securely choose how they want to receive payments.
7. Encourage electronic payment when possible 2:32
- Recommend electronic payment as the preferred option.
- Explain that electronic payment is the fastest and most secure method.
- Vendors may also choose to receive a paper check if they prefer.
8. Track the request status after submission 2:41
- After submission, monitor the request in the Expenses section.
- Use the platform to track the status of the payment request.
- Follow up if the request is delayed or requires additional information.
Cautionary Notes
- Ensure the correct request type is selected: Pay a Bill for invoices and Reimbursement for out-of-pocket expenses.
- Do not submit the request without the required supporting documentation.
- Verify vendor details carefully when creating a new vendor to avoid payment delays.
- Remember that vendor payments process through Bill.com
- Vendors should be informed that they may receive an email to select their payment method.
Tips for Efficiency
- Create new vendors as soon as they are needed so future requests are faster.
- Keep invoices and receipts organized and ready before starting the request.
- Use clear, concise expense descriptions to speed up review.
- Encourage vendors to choose electronic payment to reduce processing time.
- Check the request status regularly in the Expenses section to catch issues early.