Gloucestershire Christmas 2014
Contents
1. ParentPay Procedures For Schools GLOUCESTERSHIRE EDWARDS amp WARD CATERED SCHOOLS Procedure for the payment of school 2014 Christmas lunches Contents GLOUCESTERSHIRE EDWARDS amp WARD CATERED SCHOOLS ccceeescceesesceeceeeeeeeeaeeeeeaaeeeeseeeeeneeees 1 Procedure for the payment of school 2014 Christmas luncheS cccccccceccceccesseneeeseeneeeseeaaeessaeaaeaaeees 1 1 DOCUMENT PULP OSC sa cesicc sscccategecckesaieaeissaasaceqed teed ssassdvegadadgeeeieesacssanadadeeigdagacwehsiaecasdeeaeadehenasdieadieies sas 2 2 Payment mechanisms and related Procedures cccccccccsssssesececceecsneeeecceceseeeeeececseeeeeeeaeeeceneeeeeeaeeees 2 3 Preparing for one off payments in ParentPay cccccccccccssssnccecesessseeecceecseeeeeeceeesseseeeaeeecesseeeenaaeess 3 A Appendix Az Pay Pointe eeann e EEE ENEN NEEE ENN 3 5 Appendix B Manual Recording of Cash or Cheque PayMenttS ccsccccccceesseeeccceeeseseeeeceeesseseeneeeees 3 6 Appendix C Paying IM Slip reconsidere EE EEA 4 ParentPay 2014 Page 1 ParentPay Procedures For Schools 1 Document purpose The guidance contained within this document will help you efficiently collect bank and record additional payments you will need to collect for one off Christmas lunches 2 Payment mechanisms and related procedures To ensure your school office isn t burdened with numerous one off cash Christmas lunch payments payers should2. be encouraged to pay for these meals on ParentPay or at a local PayPoint store We suggest you communicate this payment preference at the same time you promote the availability of your Christmas lunch You should also offer to provide ParentPay activation codes for payers who are yet to activate their account enabling them to not only pay for the Christmas lunch but also for other school items via ParentPay in future helping your school move towards a totally cashless environment There are two ways payers can pay for a Christmas lunch 1 Preferred Payment method ONLINE OR THROUGH PAYPOINT Pay online using their ParentPay account or through PayPoint Please see Appendix A for further guidance 2 Alternative Payment method CASH CHEQUES Cash cheques payments can be taken to the school if the school still accepts these payments methods The school must manually enter the payment on to each pupil s ParentPay account using the Credit debit screens These should not be entered as Visitors Please see Appendix B for further guidance Procedures for Central Schools accepting one off cash payments Cashless Central Schools that take cash as a one off payment must complete the paying in slip exactly as the example for banking it with GCC Please Note Academy and Voluntary aided schools should bank as normal Please Note Adult Meals should be recorded on ParentPay under the individual or a visitor account Under the Ca
3. s To record cash and or cheque payments please go to the Finance section of ParentPay and click on Cash and cheques Please refer to the ParentPay Complete User Manual for assistance on how to record cash received and then bank the money to complete the process From the homepage of your ParentPay site once logged in click on Help and then select ParentPay support website A link to the user manual can them be found on the support homepage Alternatively please follow this link to the same site ParentPay Support Site ParentPay 2014 Page 3 Procedures For Schools If you require any further help please telephone 02476 994820 6 Appendix C Paying In Slip COMMMONITY Streets xname Paine IW SUP POR scoor WeALs Stew 3 DIGIT We CEST PUD Nave of eT Cimacan ep Toff 1 E PE peee S A MUST AGREE WITH AND WITH TOTAL OVERLEAI PLEASE D NOT WRITE BELOW THISIINE o o Tax COve COST CENT ee PES ZIPTIen GL ParentPay 2014 ParentPay Page 4
4. tering Contract adult meals are not to be paid to GCC but the money is to go directly to Edwards amp Ward so no adult payments should be paid into GCC Central Schools bank account ParentPay 2014 Page 2 ParentPay Procedures For Schools 3 Preparing for one off payments in ParentPay For parents wishing to pay for Christmas lunches online on ParentPay we suggest you reduce the minimum payment amount for the month of December to the cost of your school meal ensuring you can cater for one off payments for Christmas lunches Please note Please ensure you increase the minimum payment amount again after the Christmas meal date To reduce the minimum payment on the dinner money service please 1 Log into ParentPay 2 Go to Payment items gt View or edit existing payment item and locate the dinner money payment item 3 From the Actions menu select Edit payment item 4 Edit the minimum amount payment and save your changes 4 Appendix A PayPoint PAYPOINT Parents can pay at their local PayPoint store using a unique barcoded letter or existing PayPoint card provided by your school If parents are unable to pay for their child using PayPoint or ParentPay then they can pay 2 20 in cash or cheque to the school You need to record these payments in ParentPay to ensure Edwards and Ward will not raise invoices to schools See Appendix B 5 Appendix B Manual Recording of Cash or Cheque Payment
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