CASHLESS CATERING FOR SCHOOLS
A Complete Guide for Barking & Dagenham CMIS Schools
Contents Accounts Overview .................................................................................... 3 Pupil Data Uploads to Parentpay ............................................................... 4 Staff Data Uploads to Parentpay ............................................................... 6 Taking Cash Payments From Parents ..................................................... 11 Taking Manual Card Payments. ............................................................... 14 Taking Cash Payments From Temporary Staff or Adult Visitors. ............. 15 Data Upload Problems and Resolutions .................................................. 16 Free School Meals â€“ Adding and Removing ............................................ 17 Paypoint Cards Ordering ......................................................................... 18 Primary visits to Secondary schools ........................................................ 20 Refunds and Till Corrections.................................................................... 21 Refunding a Paypoint Payment ............................................................... 23 Credit/Debit Facility.................................................................................. 24 Recommended Best Practice School Meals Debt Policy ......................... 26 Standard Pupil Activation Letter ............................................................... 31 Standard Staff Activation Letter ............................................................... 32 London Borough of Barking & Dagenham Cashless Catering
Accounts Overview Pupil accounts Accounts that Parents top up for their children within the school. These accounts are updated using the ‘Pupil Data Uploads to Parentpay’ method
Staff accounts All staff have an account and must also top up their accounts if they wish to use the catering service within the school. These accounts are updated using the ‘Staff Data Uploads’ method.
Visitor Accounts Accounts that are owned by the school and to be used for hospitality, these are Vat able accounts and should only be used for feeding adults. Default Account set up is called ‘VISITOR’ and will appear on the till with this name.
Other Accounts Accounts that are owned by the school and to be used for hospitality, these are Non- Vat able accounts and should only be used for feeding children under 16. Default Account set up is called ‘PUPIL’ and will appear on the till with this name.
Pupil Data Uploads to Parentpay When to do an upload? 1. Data upload should be done as soon as a new pupil has been added to your MIS system. 2. Data upload should be done after entering a new FSM entitlement. 3. Data upload should be done after making a change to a class name or after moving a child from one class to another. (After an upload, Canteen staff should be made aware so that they can update the till ASAP)
How to do an upload? Prepare an upload file in CMIS containing all pupils, this should be as a CSV file.
Click on this Icon on your Desktop
You will be asked to log in with your Parentpay login details. Username Password
School-1-999999 (replace 999999 with your DFES school number) Select â€˜Otherâ€™ Continue
Click Pupils Click Manual update
Click on folder icon Find the CSV file you have just created from CMIS. Select Mapping Click on Import
Click on Upload
When you see this error message
Click on Messages
You should have a ‘Success’ or ‘Failed’ Message here. If it is Success then your data has been uploaded successfully.
If you receive a ‘Failed’ message Contact Parentpay on 08445 678988 5
Staff Data Uploads to Parentpay To add a member of staff called Gary Barrell. Click on this Icon on your Desktop
You should now be seeing this screen.
You will be asked to log in with your Parentpay login details. Username Password
School-1-999999 (replace 999999 with your DFES school number) Select ‘Other’ Continue
Click on Staff Click on Manage Data
You should now be seeing this screen.
Click on Import
Click on OK
Click on UID â€“ this will put all staff in numerical order.
To add your new member of staff e.g. Gary Barrell to your staff list, he will need a UID of ST144 which is the highest number on the list + 1.
Click on Add
A Blank line will appear at the bottom of the table, you may need to use the slider bar at the side of the table to find it.
Type in the new staff details as follows.
UID next number on list in this example ST144, then surname, first name and then type ‘Staff’ in ‘Group’ and ‘Staff’ in ‘Sub Group’.
You should see a pop up screen after a few seconds with the word Succeeded on it. If not Export again or contact Parentpay. Check you email account for a message from Parentpay telling you that your upload has been successful. Log into www.parentpay.com
Click on Services
Click on Search
Click on ‘Add/remove users to this service’
Click on Group 1 Select Staff Click on Search pupils
Click on Assign
This will add all new staff to the assignment of the service; this will set up a barcode for the new member of staff on the letter.
Click on Save Settings
Issue the member of staff with a Staff Activation Letter.
Taking Cash Payments From Parents Cash should never be taken as a permanent option; however there are instances that you may wish to take cash from a Parent or Member of Staff to pay for a meal. The only way is to transfer the debt to your school but the school keeps the cash. In the example below Lee Baggots parent owes the school £2.00, the account is in debt by this amount. The admin staff have taken £2.00 cash from the parent. Here is how the transaction must be shown on Parentpay.
Log into www.Parentpay.com Click on ‘Payments’
Click on ‘Credit/Debit’
Select service. Method should be ‘Credit’ Reason should be ‘Other’
Find the account. If Leaver? click here. Click ‘Search’ As we are paying £2.00 onto this account to clear the debt, enter the number 2 or 2.00 into the ‘Amount’ box do not use £2.
Enter a comment into ‘Internal Comment’ and ‘Notes to Payer’ Click ‘Credit’ 11
Now you have credited the cash you need to debit the schools account.
Select service Method should be ‘Debit’ Reason should be ‘Other’ Select Group ‘Other’ .Other Select Group 2 ‘All’ Click ‘Search’ You should now see this screen and your ‘PUPIL’ hospitality account.
Enter the number 2 or 2.00 into the ‘Amount’ box do not use £2. Click ‘Debit’
Enter a comment into ‘Internal Comment’ and ‘Notes to Payer’.
The Schools own account will now be in debt by £2.00 which will be included in your July Invoice. Keep the £2.00 cash.
Taking Manual Card Payments. If you find yourself with a situation where a Parent is unable to go online to make a payment, if you feel the circumstances warrant it, you can take the credit card details and make a payment for them. It is recommended that you do not write these details down but to only do this in the presence of the Parent.
Log into www.Parentpay.com. Click on Payments Tab. Click on ‘Manual payment by pupil’. Search for the Account you wish to make a payment on.
Click on Make payment Icon.
Tick the correct service box, and enter the ‘Amount’ of money into the dinner money service. Click ‘Continue’. Tick the ‘Pay by Credit’ or ‘debit card’ option. Continue and enter the credit card details.
Taking Cash Payments From Temporary Staff or Adult Visitors. Cash should never be taken as a permanent option; however there are instances that you may wish to take cash from Temporary Staff or Visitors to pay for a meal. If you have an adult guest or visitor who would like to eat at the school but unlikely to use the facility again, you can use this method. Step 1. Take cash payment from Visitor. Step 2. Inform the Canteen that the Visitor has authorisation to eat in the canteen and the meal should be put onto your Adult Hospitality Account. This account should be named ‘VISITOR’ on your till. Step 3. You can either keep the cash and bank it into the schools own bank account, with this method the debt will remain on your Visitor account until you clear that debt with a credit card payment or until you receive your July invoice clearing all debts on your system. Step 4. Alternatively you can take the cash with you ‘VISITOR’ Paypoint Card to the nearest Paypoint store to clear the debt. If you don’t have one you can see the section on how to order a Paypoint Card.
Data Upload Problems and Resolutions The most common problems with Pupil Data Uploads are listed below and a solution. 1. There is a ‘Comma’ in your data. (See Step 1b.) 2. Data file exported from Integris saved in wrong location. (See Step 1c.) Steps to follow if your data upload Fails. Step 1. Open your data file found in your Parentpay folder usually in My Documents and check the following.
a. If you find that one particular pupils’ data has moved across to the next column, i.e. the postcode has moved across, that means that you have a comma in the data on Integris for that pupil, you will need to remove the comma in Integris. b. Generate the report again in Integris and ensure that you save the file into My Documents/Parentpay folder.
Step 2. Upload the Data File again using the MIS sync software. Step 3. Check your email account for an email from Parentpay to say whether your upload has succeeded or failed. Step 4. If it has failed contact Parentpay on 08445 678988 or email support@Parentpay.com.
Free School Meals â€“ Adding and Removing Adding FSM allowance should be input onto your Integris system as normal, this will automatically be uploaded to Parentpay by your exporter software. Dates should start from the date of the Free School meal entitlement as provided on the entitlement letter. No end date is needed unless it is a temporary entitlement.
Removing Ending a FSM allowance should be input onto your Integris system as normal, this will automatically be uploaded to Parentpay by your exporter software. An end date will be provided to you which should be used to end the entitlement.
Paypoint Cards Ordering Paypoint Cards should only be ordered for parents and staff who need them, you should not order them for every parent or member of staff. Log into www.parentpay.com Click on ‘Services’
Click on ‘Search’ Click on ‘Add and remove users icon’
Select which category of card you wish to order, shown below we are ordering a card for a pupil.
Click on ‘Search pupils’
Find the name of the account that you want to order a card for. You will find a square tick box as per below. Tick this box next to the chosen account.
Click on ‘Save settings’
Click on ‘Card Orders’
Click on ‘Send order’ The school will receive the card within 7-10 days.
Primary visits to Secondary schools Procedures Primary schools who plan visits to Secondary schools, who wish to ensure that primary pupils can enjoy a school lunch during their visit must follow this process. By following this process, we can keep administration to a minimum for both schools and kitchen teams, pupil accounts will reflect the meals taken (paid and free) and catering receives payment in the normal way. The need for cash handling is eliminated as are adjustment to ParentPay records by the school. It would be appreciated if you could follow this process, if you have any questions please do not hesitate to contact catering on 020 8227 5095, speaking either to your Area Manager in the first instance or Rachel Horton in the catering office.
Actions for School / Kitchen The primary school office must provide a list of the paid and free school meal pupils to the primary kitchen were they are based, giving details of which secondary school they will be visiting and when. 1. From this list we (the primary kitchen) will put the meals through the till on the visit day; so they appear on the primary pupil accounts. 2. The value of meals to be provided by the secondary school will equal primary school meal value. 3. The primary kitchen must fax the list across to the secondary kitchen so they know how many pupils they will be feeding. 4. Any discrepancy in numbers must be picked up on the day, only pupils on the list will be fed. The exceptions to above would be: 1. Where a school has agreed to meet the cost of the primary pupils meals, in which case the primary school kitchen must put all meals through on the schools â€˜Pupil Pupilâ€™ Account, which will then be invoiced to you. (To be agreed in advance). Please contact catering on 020 8227 5095. A list of pupils will still need to be provided to the kitchen and faxed to the secondary school to ensure only agreed pupils are fed. 2. We would need to know about any pupils visiting who are not eating during their visit or taking packed lunch, our cooks and the catering office would need to be advised of their names.
Refunds and Till Corrections To avoid any confusion here is a guide on how refunds and corrections are made. TILL CORRECTION – Is a correction on the till in the case of an error that has occurred due to a meal being incorrectly processed through the till in the canteen. A REFUND – Is a refund back to a parents credit card which should only be done in the event of a parent error or if a pupil is leaving the school. TILL CORRECTIONS In the event that a pupil has been charged for a meal that it is believed they have not had, you must inform the canteen staff and they will look into this for you. Admin staff should not make any alterations to the Parentpay account online. REFUNDS If a Parent has asked for a refund on their Parentpay account, you will need to follow these instructions.
Refunds should only be issued if a pupil is leaving the school or a parent has make a mistake whilst topping up the account online. Currently the only way to refund a Paypoint Payment is for the school to refund the money to the parent and transfer the credit into the schools hospitality account.
For Credit Card Refunds log into www.parentpay.com Click on the ‘Pupils’
Locate the Account you wish to refund.
Click on the statement icon.
Check the balance at the bottom of the statement and make sure you do not refund more than the existing balance or this will put the account into arrears.
On the statement you are looking for a payment made by by credit card, this will be shown by the word ‘Parentpay’ on the statement. Click on the word ‘Parentpay’ this will then show you the transaction details. You can then click on ‘Refund Payment’ at the bottom of the screen. Type in the amount you wish to refund, this amount can be no more than the original transaction. In the case shown below you can refund no more than £10.00. If you want to refund more, you would need to do more than one refund or find a payment in the statement that is higher than the value you are trying to refund. Type in the amount you wish to refund then click ‘Confirm Refund’
Refunding a Paypoint Payment If a pupil has a credit on their account due to leaving the school, or more commonly a parent has being paying for their meals but the school has received a back dated FSM allocation letter. As you can see here, this parent has been paying at Paypoint and is now receiving FSM allowance.
The only way to refund this money is as follows. Step 1. School would issue a cheque to the Parent for the balance on their account. Step 2. School then needs to use the Credit/Debit facility on Parentpay to transfer the credit from the Parent into the School’s ‘Visitor’ or ‘Other’ account. (See section on Credit/Debit)
Credit/Debit Facility There are times when you need to move money around the system. For instance a pupil may have money on their account and the parent has asked for money to be transferred to a siblings account or you may wish to refund a paypoint payment. The correct procedure for using this facility is as follows;
Go to ‘Payments’ then ‘Credit/debit’ tabs.
Choose Service – money can only be transferred between accounts using money that has been paid for the same service. i.e ‘Dinner Money’ must only be transferred to use as dinner money and not to a school trip. Choose method – should be ‘Credit’. Choose reason – should be ‘Other’. Search for Account – Use these search fields to find the ‘Staff, Pupil, Visitor or Other’ account. If the Accountee has left the school, the click on the ‘Include leavers’ tick box to find the account. Click ‘Search’. Type into the ‘Amount’ box how much you wish to transfer, and type a brief explanation of why you are doing this into ‘Internal Comment’ and ‘Notes to Payer’ 24
Click ‘Credit’ Click ‘OK’
Once you have completed the Credit, repeat this process for the ‘Debit’. You must always debit and credit the same amount of funds. If you are unsure how to complete this process, please contact Parentpay.
Recommended Best Practice School Meals Debt Policy Overview This policy has been written to help schools to adopt a consistent approach to debt. It provides clarity and consistency in managing debt and will also help parents clearly understand what is expected of them. You may use it as it is, adapt it or write your own, but whatever you decide, it would be imprudent not to have a school meals debt policy agreed by the governors and known to your parents. The flexibility should lie within the manner you make it work for your school, not in the way your parents want it to work.
Should we feed children in debt? There have been many discussions regarding whether a child should be refused a meal in school if their parents have not paid. It must be remembered that the school meals service is no different than any other business and the meals must be paid for by someone. Parents can easily relate to the situation that they cannot take their child to McDonalds and expect them to be given food without paying, yet a minority of parents expect free food in school. The Free School Meals system is there for parents who cannot afford school meals, there should be no excuses.
Zero debt tolerance The system that works best is a ‘zero tolerance’ approach. It may seem a very hard stance in a school where there is a culture of debt tolerance. Although this will be tough to implement it will become easy to maintain once parents realise schools can only offer free meals to children whose parents qualify for FSM entitlement. Every other meal must be paid for. Your Parentpay system highlights debt immediately so keeping track will be easy. At the end of each academic year all debts will be cleared and schools will be asked to cover the shortfall from their budget. Some schools may feel ‘zero debt policy’ is too harsh, if this is the case you must make provision in your budget to pay for the meals taken by these children.
Establishing a debt policy Schools should first discuss this policy internally and agree its debt policy with the governing body. Once agreed, schools should make parents aware of this policy. This could be by including it in one or more of the following: A letter to parents The school’s newsletter The school brochure The school website This will ensure that all parents get the same message in a consistent way and should be sent at least once each year, more often when it is first introduced. All parents should be provided with a copy of the policy when their child joins the school. An example policy is attached as Appendix 1.
Debt policy implementation Key Information All parents are provided with a copy of the debt policy when their child joins the school. All school lunches must be paid for in advance No child should be sent to school with no money in their account and expect to be given a meal Parents who don’t want their child to have a school lunch, should provide a healthy packed lunch or arrange to take them home for lunch Level 1 Indicator: A child’s account goes into debt Check 1 is this a FSM child, are dates correct? Check 2 is there a possibility that payments have not been credited? Check 3 does this parent normally pay on time, is this just a one off? Action 1: send a ‘Gentle debt reminder’ Appendix 2 This letter is already set up for you to use in Parentpay. Level 2 Indicator: A child comes to school again without the debt being paid or a packed lunch Check 1 is this a FSM child, are dates correct? Check 2 is there a possibility that payments have not been credited? Check 3 has this parent made contact? Action 2: Personal contact Before lunchtime a call is made to the parent to ask them to make a payment immediately or bring sandwiches to school or arrange to take their child home at lunchtime. Level 3 Indicator: The parent does not comply with any of the above options, Check 1 is this a FSM child, are dates correct? Check 2 is there a possibility that payments have not been credited? Check 3 has this parent made contact? Action 3: send Strong debt letter Appendix 3 The head teacher will send a final letter and further contact is made. This too is setup in Parentpay. Level 4 Indicator: The parent consistently does not comply with any of the above options, Check 1 is this a FSM child, are dates correct? Check 2 is there a possibility that payments have not been credited? Check 3 has this parent made contact? Action 4: bring in outside agencies LEA to advise, small claims court, social services,
APPENDIX 1 School Meals Debt Policy for Parents As from [date] [School] has adopted a strict NO DEBT policy relating to the school meal service. If debts are incurred, then the school budget has to pay for them. This means that money which should be spent on the children’s education is used to pay for school meals debts incurred by inconsiderate parents. Every parent will agree that this is unacceptable and we request that all parents give this policy their full support. No parent would take their child to McDonalds and expect them to be given food without paying; the same applies at school. If parents believe that their children may qualify for entitlement to Free School Meals please contact the office for more details. This allowance is a statutory right and it is important that you use it if you qualify. We will help you all we can with your application. Parent/s must pay in advance for the school lunch using any of the methods of payment outlined below: Online using Parentpay THIS IS OUR PREFERRED METHOD Ask in the office about PayPoint payments Children will not be provided with a school lunch unless it is paid for, except those that are entitled to free school meals. If a parent genuinely forgets to pay in advance, the school may grant a debt allowance of 1 meal. However this debt must be paid next day and future meals must be paid in advanced before any meal is provided. If the debt is not cleared, parents must either provide a packed lunch or take the child home for lunch. In the event a debt payment is not received nor a packed lunch provided, the head teacher will phone the parent to ask them to come to school with the money or ask them to pay online immediately. Otherwise they must provide sandwiches before lunch time or arrange to take their child home for lunch. If payment of a debt is not received within 2 days, the Headteacher reserves the right to begin legal proceedings against parents to recover the debt. Social services may also be informed that these parents are not carrying out their responsibility of care by not providing food for their children at lunchtime. We hope that by implementing this debt policy we are able to help parents manage school dinner money better and at the same time ensure that all school budget funding is used for children’s learning. If you have any concerns please don’t hesitate in contacting me. Yours sincerely Head Teacher
Green Park Primary School Parent or carer of Mark Smith 1 The Court Green Lane Newtown Newshire [date] Our records show that you have not paid dinner money for your child Mark Smith Class: 5G As at [date] your account is showing a debt of £-2.00 Please arrange for this money to be paid immediately. Once the debt is cleared please ensure the account is always in credit. You have 2 ways to pay: 1. In the secure online payment system Parentpay, using the login already provided, go to www.Parentpay.com NB THIS IS OUR PREFERRED PAYMENT METHOD Your username and password are: Username: xxxxxx
2. Pay at the local PayPoint store No matter how you pay you can check the account balance anytime by logging into your Parentpay account at www.Parentpay.com. You can see what meals have been taken and when. The cost of a school meal is £2.00 per day - £10 per week. If you have any queries regarding these arrears, please contact the school office immediately. Yours sincerely Headteacher
Green Park Primary School Parent or carer of Mark Smith 1 The Court Green Lane Newtown Newshire [date] Our records show that you have not paid dinner money for your child Mark Smith Class: 5G despite a previous written reminder and a telephone call As at [date] your account is showing a debt of £-6.00 Please arrange for this money to be paid immediately. You have 2 ways to pay: 1. In the secure online payment system Parentpay, using the login already provided, go to www.Parentpay.com NB THIS IS OUR PREFERRED PAYMENT METHOD Your username and password are: Username: xxxxxx
2. Pay at the local PayPoint store No matter how you pay you can check the account balance anytime by logging into your Parentpay account at www.Parentpay.com. You can see what meals have been taken and when. The cost of a school meal is £2.00 per day - £10 per week. Since non-payment for school meals affects the quality of service we offer to the children, we need to ensure that all payments are up-to-date and I am afraid that if the debt is not cleared by the end of this week it will not be possible to provide your child with a school meal. You will need to make your own arrangements for your child’s lunch. The school reserves the right to begin legal proceeding to recover the debt and to inform social services of our concerns that you are not providing a meal for your child at lunch time. If you have any queries regarding these arrears, please contact the school office immediately. Yours sincerely Headteacher
Standard Pupil Activation Letter <b><suppliername/></b>
Parent or carer of <consumerforename/> <consumersurname/>, Class <class/> <consumeraddress/> Dear Parent/carer <b>Pupil: <consumerforename/> <consumersurname/>
We have installed a new automated catering system. We no longer accept cash payments in school. Payments must then be made online using a secure website called ParentPay or through local stores where you see the PayPoint logo. ParentPay offers you the freedom to make payments whenever and wherever you like, 24 hours a day, 7 days a week safe in the knowledge that the technology used is of the highest internet security available. You have a secure online account, activated by using your username and password set out below. You will be prompted to change these and create your own secure Username and Password for future logins. Here are your ParentPay account details. <b>User Name <loginname/> Password <password/></b> www.parentpay.com Making a payment is straightforward and ParentPay holds an electronic record of your payments to view at a later date; no card details are stored in any part of the system. Once youâ€™ve activated your account you can make online payments straight away. Those parents choosing to pay cash should take this letter and their payment to their local PayPoint store; please hand this letter and your payment to the till operator who will scan the bar code. A payment card will be ordered for future use which may take 2 or 3 weeks. Please keep this letter to make future payments until you have received your card. If you are receiving Free School Meals then you do not need to do anything with this letter. Yours sincerely Headteacher<paypointbarcode/>
Standard Staff Activation Letter <b><suppliername/></b>
Dear <consumerforename/> <consumersurname/> We have installed a new automated catering system. Payments must now be made online using a secure website called ParentPay or through local stores where you see the PayPoint logo. ParentPay offers you the freedom to make payments whenever and wherever you like, 24 hours a day, 7 days a week - safe in the knowledge that the technology used is of the highest internet security available. You have a secure online account, activated by using your username and password set out below. You will be prompted to change these and create your own secure Username and Password for future logins. Here are your ParentPay account details. <b>User Name <loginname/> Password <password/></b> www.parentpay.com Making a payment is straightforward and ParentPay holds an electronic record of your payments to view at a later date, no card details are stored in any part of the system. Once youâ€™ve activated your account you can make online payments straight away. Staff choosing to pay cash should take this letter and their payment to their local PayPoint store, please hand this letter and your payment to the till operator who will scan the bar code. A payment card will be ordered for future use which may take 2 or 3 weeks. Please keep this letter to make future payments until you have received your card. Yours sincerely Headteacher<paypointbarcode/>
2012 London Borough of Barking & Dagenham. All rights reserved. In conjunction with Parentpay and Nationwide Retail Systems. For information on this document. Please contact Gary Barrell Project Support Officer Room 117 Town Hall Barking IG11 7LU 07812 999636