Benefit Disbursements

An eligible assessment captured through the intake action produces a Planned benefit. Its due date is set 30 days after the assessment date, and its amount is left empty. Benefits Officer inspects that record and prepares the amount through the organization’s authorized process before deciding whether the benefit is ready for approval.

The benefit progression follows Planned, Approved, Sent and Confirmed. Approval requires the linked assessment to be Eligible. Sent and Confirmed require a nonempty payment reference. The progression action preserves the amount, writes no monetary actuals and deletes no records, so the external payment process remains responsible for the evidence of money movement.

• Prepared benefit. Inspect the assessment reference, due date and amount before authorization. The empty amount produced at intake is a preparation task for the responsible person.
• Eligibility check. Benefits Officer approves the Planned record only when its linked assessment is Eligible. The benefit must remain attached to the assessment that supports the decision.
• Referenced progress. Record the payment reference supplied by the agreed payment process before moving to Sent or Confirmed. Inspect the external result according to the organization’s payment-confirmation procedure.

Agree how the benefit amount is determined and who may enter or correct it. Define the monetary convention before comparing benefit amounts across programs. The status progression must not silently supply an amount or replace an existing one during a payment-state update.

Establish the payment provider or treasury handoff separately. Decide what its reference identifies, how Benefits Officer inspects the result and what external evidence supports choosing Confirmed. Also agree who investigates a Failed record using the external payment evidence. A due date should focus attention while leaving eligibility and reference requirements intact.

Start with a Planned benefit created for an Eligible assessment. Benefits Officer checks the assessment and due date, prepares the authorized amount and approves the benefit. Attempt to record Sent without a payment reference and confirm that the progression cannot proceed under that condition.

Supply the reference from the separate payment process, inspect its result and follow the permitted progression. Check that the status action has left the amount unchanged throughout. Repeat with an assessment that is not Eligible and verify that benefit approval is not accepted. Finally, inspect Failed Benefits with Finance Officer and compare the record with external payment evidence before deciding on follow-up.

• Benefit Approval Queue — Planned benefit records whose eligibility and amount preparation need attention.
• Approved Benefit Work — Approved and Sent records with their payment-reference context.
• Failed Benefits — Recorded failures requiring investigation through the agreed recovery process.

Follow benefit approval and payment tracking. Configure the external payment handoff through connections before relying on its references.