Disburse Allowance

This function allows the users to select all students who are eligible for allowance payment. For each student, the process calculates the allowance amount based on the student's attendance.

Roles Involved: School Welfare Officer (MOE_SCHL_WELFARE_OFFCR)

• Calculate Disbursement Amount
• Route Allowance Amount for Approval

Calculate Disbursement Amount

1. Navigate to Main Menu > Student Financials > Student Allowances > Allowance Disbursement

2. In the Add a New Value tab, enter any value (e.g. DISB or 2 etc) in the Run Control ID fields.

Note: Any value can be entered as the Run Control ID and retrieved later.

3. Click on the Add button.

4. You will be directed to the Disburse Allowance page.

5. In the Parameters scroll, enter values in the Business Unit, School, Bank Name, Disbursement Amount, Disbursement Year, Allowance Amount and Allowance Type fields.

Note: Allowance amount should be the amount that will be given to the students with full attendance for that month.

6. Click on the Run button to start the process.

Note: Clicking on the Run button saves the Run Control ID so that it can be retrieved again.

Fields in the page are as follows;

• Business Unit: unique code of the organization for the system, eg. MOE01
• School: enter school code here, e.g. 5005 for Maktab Science.
• Bank Name: a dropdown options, select the bank name for this disbursement.
• Disbursement Month: a dropdown option to select which month for disbursement process.
• Disbursement Year: enter the year which this disbursement is applied.
• Allowance Amount: the allowance amount to be granted to the approved applicants.
• Allowance Type: the type of allowance this disbursement is being distributed to.

7. In the Process Scheduler Request page, select the Disburse Allowance checkbox.

8. Click on the OK button.

9. You will be directed back to the Disburse Allowance page. Take note of the Process Instance number.

10. Click on the Process Monitor link to check the status of the process.

11. Refer to the process with the Process Instance Number from #9, then periodically click on the Refresh button until the Run Status and Distribution Status are set to Success and Posted accordingly.

12. Click on the Details link and it will direct you to Process Detail page.

13. In the Action section of the Process Detail page, click on the View Log/Trace link and it will direct you to the View Log/Trace page.

14. In the File List section of the View Log/Trace page, click on the log file to check for the students who are picked up during the disbursement process.

15. Take note of the Batch ID, it will be used in the next step, setting up the process for Approval .

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Route Allowance Amount for Approval

1. Navigate to Main Menu > Student Financials > Student Allowances > Allowance Disbursement Amount.

2. In the Find an Existing Value section, enter the Batch ID obtained from the process above in the Batch ID field.

3. Click on the Search button.

4. You will be directed to the Allowance Disbursement Amount page.

5. All students selected for disbursement will be displayed. Verify the list of students as well as the disbursement amount. Student Welfare Officer can modify the disbursement amounts or remove students from the list if required. No of days absent can be set to adjust the allowance due to the number absent days the student have made over that month, Allowance Amount should be the same amount posted on the previous process and this can be change if needed. The “-” button at the end of each student line can be clicked in order to remove said student, click only if needed to remove.

6. After the information is verified, click on the Submit button.

7. Application will be routed for approval.

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