Accounting Personnel Duties

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To learn more about how Tipalti can transform your business with a single automated AP solution, book a free demo today. A disbursement fee is an additional charge from a vendor to cover payments made on behalf of their clients. For example, a courier service may pay the duty and taxes for a package on behalf of a customer, then charge a disbursement fee to cover those payments. In comparison, reimbursement refers to the actual payment to cover the original disbursement.


In business, the regular recording of all disbursements of cash is a crucial method of keeping tabs on the expenditures of the business. Properly documenting these costs is crucial in a legal case in order to make an accurate determination of the client’s losses and create an understanding of claimed damages. The attorney must notify the client and the insurance company before incurring high disbursement costs, and the client must reimburse the attorney.

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Types of Cash Disbursements

Managers use the ledgers to determine how much cash has been disbursed and to track it. For example, management can see how much cash is being spent on inventory compared to other costs. Since the ledger records the numbers of the checks issued, the managers also can see whether any checks are missing or wrongly recorded. If cash flow is negative, meaning that disbursements are higher than revenues, it can be an early warning of insolvency.

The timing of money received depends on the payment method. With digital disbursements, receipt of the disbursement can vary from instant payment with eWallets, to the same/next business day with ACH or domestic wire transfer, to several days for an international wire transfer. An entry to record the payment is included in the cash disbursement journal when the disbursement or cash payment is made. The cash disbursement journal is posted to the general ledger every month. A controlled disbursement enables a company to review and structure payments while maximizing earned interest. Companies can leave assets in high-interest accounts to keep on generating profit, while lower interest-earning assets are used to make immediate or short-term payments.

What is a Disbursement Fee?

Steve also turned his tennis hobby into a career, cobookkeeping bostoning, writing, running nonprofits and conducting workshops around the globe. If you book a ​$1,000​ sale and your cost to deliver your product is ​$600​, you’ve made a ​$400​ profit. While that looks good on paper, that doesn’t mean you have the ​$400​ to pay your bills. Maybe you bought ​$300​ worth of supplies and paid workers ​$200​ to make the product. If you offer your customer 45-day terms, you won’t have the money to pay your supplier or employees unless you keep enough cash on hand or have enough credit available.

Cash disbursements are made by a business during a specific period . It’s the cash outflow from a company to settle obligations like operating expenses, interest payments, and accounts receivables. In a business sense, the term “disbursement” refers to a method of payment for many types of transactions. When writing a check from a business account, referring to the payment as a disbursement check is usually appropriate. Additionally, a digital disbursement via ACH can include one-time or recurring ACH transfer payments between bank accounts and direct deposit into a bank account.

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An Event and Cash Flow Approach for a Financial Account

It’s only a few days but is necessary due to mail and processing float. The cash disbursement journal is also known as the cash payment journal. It records the payments of cash or cash equivalents in detail. Examples include repayments to creditors, payments of rents and salaries, cash refunds for the return of goods, and so on. The cash disbursement journal records payments of cash and cash equivalents, for which each entry contains a credit to cash. In bookkeeping, a disbursement is a payment made by the company in cash or cash equivalents during a set time period, such as a quarter or a year.

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Brianna Blaney began her career in Boston as a fintech writer for a major corporation. She later progressed to digital media marketing with various finance platforms in San Francisco. The client knew the goods/services were from another supplier—not from you. It should be noted that if an organization is trading close to the VAT registration threshold, the wrong classification of expenses might lead to the VAT registration gateway being breached. In general, a drawdown is a measure of a decline from a historical peak. A 10% reduction in the size of a military force might be described as a 10% drawdown of forces.


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Payments are typically released within five business days of submission of a fully approved and complete payment request. Vendor payments are paid within the vendor payment terms. Companies record noncash expenses in their income statement, but there’s no cash transaction attached.

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If the loan amount exceeds the actual costs of tuition and fees, a refund of the excess is paid directly to the student. Federal and private student loans are generally disbursed two or more times during the academic year. The student receives a credit to pay tuition and fees and will receive any remaining balance by check or direct deposit. An entry for a disbursement includes the date, the payee name, the amount debited or credited, the payment method, and the purpose of the payment.

  • A disbursement is an act of paying out money – especially from a public or dedicated fund.
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My Accounting Course is a world-class educational resource developed by experts to simplify accounting, finance, & investment analysis topics, so students and professionals can learn and propel their careers. In general, the main difference between reimbursement and disbursement is that one is the instance or process of disbursing while the other is the act of paying. From the VAT point of view, the two systems are significantly different. That’s because reimbursements are subject to VAT, while disbursements are not. Barbara is currently a financial writer working with successful B2B businesses, including SaaS companies. She is a former CFO for fast-growing tech companies and has Deloitte audit experience.

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  • Let’s say a payee invoices for an entire year at $1,600, with equal payment disbursements due quarterly.
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Controlled disbursements let companies maximize the interest they generate on their accounts by delaying payments. On May 18, the company paid $5,000 salaries to Employee B through a check. On the cash disbursement journal, a credit to cash and a debit to other accounts are recorded. You should use particular caution when accessing your account from a public or shared computer so that others are not able to view or record your password or other personal information.

An oil company that exploits 3% of its proven oil reserves will record a 3% drawdown of its supply. The widespread acceptance of an electronic copy of a check in lieu of the original paper check has made this tactic hard to pull off.

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A shocking 61% of business leaders say they lose sleep over cash flow struggles. Poor cash flow leads to missed business opportunities, lost revenue, damaged relationships with employees and vendors, and can even lead to closing shop. Your actual cash disbursements for insurance would be ​$600​ in January, April, July and October. You need to make sure you have enough cash on hand during these months to make those payments.

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