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Manage payees

Admin Coordinator

A payee is any vendor, school, studio, or individual your organization writes a check to — typically for a scholarship disbursement. Payees are first-class records with contact info, payment defaults, a logo, and (for admins only) a tax ID.

This guide covers admin-side payee management from the Manage Payees drawer. For the family-side path where a family lead creates a private payee tied to their own scholarship request, see Family private payees.

Permissions​

ActionRequired permission
See the Manage Payees buttonpayees.manage
Create, edit, deactivate, reactivatepayees.manage
Edit or view admin notespayees.manage
See the unmasked tax IDpayees.view_tax_id

payees.manage and payees.view_tax_id are granted to Org Admin and Operator Admin roles by default. Coordinators and Family Leads do not see admin-only fields.

Open Manage Payees​

  1. Navigate to any scholarship request or the Scholarships page.
  2. Click Manage Payees in the top-right (visible only with payees.manage).
  3. The Manage Payees drawer opens with every payee in your org — active at the top, inactive below.
info

System payees (for example Self-Reimbursement) show in the list with disabled edit controls and a tooltip — they cannot be modified or deactivated.

Create a Payee​

  1. In the Manage Payees drawer, click + Add Payee. (The same modal is reachable from the Payee dropdown in the scholarship flow.)
  2. Fill in the fields:
    • Name (required) — how the payee shows up in scholarship requests and check memos.
    • Type — category tag (Vendor, School, Studio, Individual, Other) for reporting.
    • Email, Phone, Website — contact info.
    • Addresses — add one or more. Mark one as primary for default check mailing.
    • Default payment method — the most common method for this payee (Check, ACH, Card, Manual, etc.). Scholarship requests pre-fill with this value and can be overridden per request.
    • Payment instructions — free text, such as a memo line requirement or a branch reference.
    • Logo — PNG, JPEG, or WebP up to 2 MB. Shown next to the payee name on confirmations and check stubs.
    • Tax ID — for 1099 tracking. Requires payees.manage to edit; unmasking the value on read requires payees.view_tax_id.
    • Admin notes — internal notes about the payee; not shown to families.
  3. Click Save.

The new payee appears in the drawer and is immediately available in the Payee dropdown on new scholarship requests.

Edit a Payee​

  1. In the Manage Payees drawer, click the payee row.
  2. Update fields as needed.
  3. Click Save.

Existing scholarship requests keep their original payee snapshot — edits do not rewrite history.

Deactivate and Reactivate​

Deactivating a payee hides it from new scholarship requests without deleting historical data.

  1. In the drawer, find the payee.
  2. Click Deactivate on an active payee, or Reactivate on an inactive one.
  3. Confirm.

Scholarship requests already pointing at a deactivated payee still display and process correctly — the record is preserved, it just stops appearing in the dropdown.

warning

The Self-Reimbursement and any other system payee cannot be deactivated. Their buttons are disabled with an explanatory tooltip.

The Reimburse Me Shortcut​

When a family lead submits a scholarship request to be paid back to themselves, the Payee dropdown's first option is Reimburse Me. Under the hood this resolves to the org's system self_reimbursement payee. It is visually separated from the rest of the list so families always see it first.

Admins cannot rename or deactivate this payee — it is required for the family reimbursement flow.

Tax ID Handling​

  • Tax IDs are masked in the UI (for example ****1234) for anyone without payees.view_tax_id.
  • Saving or updating the tax ID requires payees.manage.
  • The full value is never logged to the audit trail — only the fact that it changed, with a timestamp.

Next Steps​