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Disburse a loan

Record that an approved staff loan has been paid out, once the employee has accepted the offer, so repayments can start.

For hr and finance administratorsUpdated 4 Nov 2026

Before you start

In this article
  1. Steps
  2. What the employee sees
  3. If something goes wrong

Disbursements lists loans the employee has accepted and that are ready to be paid. You pay the money through your bank as usual, then record it here. Recording it starts the repayments: payroll deducts the monthly instalment from the month of the disbursement date.

A loan appears here only after both approvals (Approve loan applications) and after the employee accepts the offer (Accept a loan offer).

Steps

  1. Open HR › Loan › Disbursements

    In the menu on the left, select HR, then Loan, then Disbursements. With the Finance-Admin role it's Loan Disbursements. The page is called Loan Disbursements.

    1. Disbursements in the Loan menu.
    2. Ready to Disburse, Total to Disburse, and Awaiting Employee Acceptance (approved, but the employee hasn't accepted yet).
    3. Offer accepted: this loan can be paid out. Loans still waiting show Waiting on employee instead of a button. Tick Show … awaiting acceptance to list them too.
    4. Disbursement date: the day the money left your bank. Required.
    5. Reference / Transaction ID: your bank's reference, for example TXN123456.
    6. Method: Bank Transfer, Cheque or Cash.
    7. Disburse Loan.

  2. Pay the employee

    Pay the Approved Amount to the employee through your bank, by cheque or in cash. Note the date and the bank's reference.

  3. Record the disbursement

    On the loan's row, select Disburse. Fill in Disbursement date, Reference / Transaction ID and Method, then select Disburse Loan.

    You'll see Loan disbursed successfully. The loan leaves this list, its status becomes Disbursed, and the employee gets an email and a notification.

What the employee sees

The employee's loan shows Disbursed, with the payout date, method and reference, and the Outstanding balance. Each month payroll takes the instalment from their pay. See Accept a loan offer.

If something goes wrong

MessageWhat to do
Disbursement date is requiredEnter the Disbursement date.
Employee must accept the loan offer before disbursementWait until the employee accepts the offer.
This loan has already been disbursed, or is not ready for disbursement.Select Refresh. Someone has already recorded it.
No loans awaiting disbursement.No accepted loans are waiting.