Restricted allocations

A restricted allocation links the case and organization and records the proposed program, allocated USD amount and donor restriction. Its status distinguishes draft, submitted, approved, rejected and completed work. The allocation decision and approval dates remain available with the record.

• Working record. Finance Officer compares the proposal with confirmed receipt events for the case. A pledge alone does not make funds available. The Allocation Reviewer checks the remaining eligible receipt balance, the case restriction and the proposed use before deciding. A review decisions record can retain the reviewer and reason on the parent case; the allocation keeps its own status and decision dates.
• Decision point. The responsible reviewer checks the linked case, current status and supporting records before recording a decision or allowing the next step.
• Evidence. Keep the source reference, reason or attachment beside the case so another team member can retrace the result.

Agree how to interpret donor restrictions, who may prepare an allocation, and who makes the independent decision. Decide how Finance Officer reconciles refunds or disbursements against the same case. Rehearse an amount that would exceed the confirmed eligible balance.

A case has a confirmed restricted receipt and the Program Lead wants part of it for a named activity. Finance Officer confirms the eligible balance, prepares the allocation and submits it. The Allocation Reviewer checks the receipt reference, already approved allocations and donor restriction. If a request exceeds the eligible balance, Finance Officer stops before recording an allocation row and sends the discrepancy to the Allocation Reviewer for a case-linked reason. Once accepted, staff can see the approved amount and date on the allocation.

Open the same case from the next role’s view. Check that the organization and program still match, that the amount and restriction are understood, and that the next person can find the relevant decision or receipt. If a detail changes, keep the earlier source revision and decision history readable before acting on the revised case.

The allocation carries its own revision, decision date and approval date. Those details matter when a reviewer sees a later edit: the amount currently displayed may differ from the amount previously considered. Keep the case link and organization visible in the review queue. After approval, Finance Officer should compare the allocated amount with receipt and disbursement events so a completed allocation reflects actual use. A rejected proposal remains useful context when staff prepare a corrected request with a different amount or program.

• Submitted Allocations — Review requested amounts and restrictions against received funds.
• Allocation Board — Follow draft, submitted and decided uses on the same case.

Start with funding case intake, then follow review and award and restricted use. The data model shows how the records connect.