EZSchoolPay FAQ - Spoon River Valley CUSD #4
Contents
1. 0 00 Athletic Fees 0 00 Enrollment Fee 0 00 Bus Pass Annual 225 00 Bus Route 11 Bus Pass Fall 2007 0 00 Bus Ride Tickets 0 00 Athletic Fees Please specify the Basketball or football Enrollment Fee Please indicate the student s school and home room Bus Pass Annual Please provide bus route number Bus Pass Fall 2007 Please provide bus route Bus Ride Tickets Please provide bus route number How can we view reports of activity for each payment type There are two ways 1 an online report generator allows you to produce detailed activity reports for any period in history and 2 a statement that is generated on the 1st and 16th of each month statements display all online payment activity and match the wire transfer deposit to your bank account All Payment Types a Both reports will allow you to itemize the reports for each specific aa payment type OA E BVE UDES Bus Ride Tickets Meal Account Credit Enrollment Fee Bus Pass Fall 2007 Athletic Fees Bus Pass Annual2. ecurity of a school s network Not at all If the Point of Sale computer can get to www EZSchoolPay com using Internet Explorer 5 5 or newer then the EZSchoolPay import export will probably work without any special considerations If not outgoing access to www EZSchoolPay com should be permitted by the school s firewall Rest assured each school s Meal Tracker Point of Sale software initiates the synchronization with the EZSchoolPay com site the server never contacts your schools Proxies are okay too Best of all confidential information Such as parent email addresses and credit card numbers is never transmitted between EZSchoolPay com and the school How do parents get started By visiting www EZSchoolPay com parents can quickly create an account Then they simply link their children to the account To link a parent must provide the zip code of their child s school their child s ID number and their child s last name After linking all children parents are ready to enter a new payment Parents may also begin using EZSchoolPay com by simply monitoring their child s meal account balance zO zO zO zO Should we wait until the beginning of next school year to begin using EZSchoolPay com Since getting started with EZSchoolPay is so easy even a few days of use will benefit your school Plus getting set up now means you re ready to go NOW There are many online payment services how is EZSchoolPay com bett
3. ents You will be surprised at how many parents will view the fee as a small investment for the tremendous convenience EZSchoolPay com offers them Will these online credits mess up our cash reconciliation and daily deposit at each cafeteria Definitely not Online meal credits are received directly into the Meal Tracker or eTrition Point of Service system at the school site but will not affect cash reconciliation These transactions are noted on your reports as imported credits Can debit cards be used Yes if they carry the VISA or MasterCard logo How long has EZSchoolPay com been in existence EZSchoolPay com was launched in March 2005 as LunchBucks com Only the name changed to better reflect the website s ability to receive all types of school payments Since that time millions of dollars have been received and distributed to schools and school districts Is the parent s bankcard information safe Yes absolutely Parent registration and credit card information is protected by the most sophisticated internet security available secure socket layer with 128 bit digital encryption We use YourPay a FirstData company and a leader in secure web commerce to process payments We also use a Comodo security certificate that guarantees the transactions for up to 10 000 On the EZSchoolPay com site you can click the TrustLogo to verify that you are using the authentic EZSchoolPay web site Does EZSchoolPay com affect the s
4. er EZSchoolPay com offers at least seven advantages 1 EZSchoolPay com is FREE to the school or district Other services charge a monthly usage fee 2 Other online services will limit you to pre defined credit amounts EZSchoolPay com allows parents the flexibility to enter any credit amount of 5 00 or more 3 EZSchoolPay com credits are automatically received into Meal Tracker Point of Sale within 15 minutes Other online services require you to wait up to three business days before the credit is received into the meal account With others online credits mean that meal account balances must be manually adjusted an additional burden on the cafeteria staff 4 Other services only allow you to enter credits With EZSchoolPay parents are also able to view their child s meal account balance which is updated as often as every ten minutes 5 The average online meal credit amount is 20 25 For this others charge up to a 12 service fee their fee is higher on smaller credits With EZSchoolPay com a flat fee of 6 is added to the credit amount 6 With EZSchoolPay com parents link their children to the account once After that the only data entry required is for the credit amount With other online services each credit requires the re entry of first and last name address city state zip phone e mail and student ID number If the parent tasks are too tedious they will not use the service 7 EZSchoolPay com allows each t
5. ey be available in the child s meal balance The frequency of importing the new credit information depends upon the school or school district but can be as frequent as every 15 minutes with the Meal Tracker or eTrition Point of Service systems These preferences can be set by school administrators When does the school or district receive the funds Funds are paid to the school district twice per month via electronic funds transfer or check Can each type of fee payment have a unique bank account for receiving the electronic transfer Yes Are there fees to use EZSchoolPay com There are no fees to the school or school district A service fee of no more than 6 will be added to the parent s online credit amount and will be included in the credit amount on their credit card statement Is it legal to collect service fees for receiving payments on meal accounts Yes eTritionWare as a third party service provider is collecting the fees not the school or school district Is there any flexibility on the fee structure for parents Yes If the school or district is willing it may absorb any or all of the 6 fee zO 2O LO rO zO zO zO Won t some parents balk at the Service fee Some may for those you simply encourage them to continue to send a check or cash to pay for meals But they are welcome to create an account for the purpose of monitoring their student s meal account balance online this ability is free to par
6. ific fee that payment has been received This notification will include the credit date parent s name student s name amount and short comment regarding the purpose of the payment Each payment type can have unique rules minimum and maximum credit amount and a unique message at the parent credit screen Up to 10 payment types may be identified and used Are the deposits for each payment type mixed together No Each payment type can have its own unique bank deposit The funds will be wired directly to each bank account Reporting is also itemized by payment type so its easy to get totals for each How are we notified when a payment is made For each payment type a notification email address is established Once a payment is approved online the administrator for the specific payment is immediately notified via a detailed email Is there a comment or memo field for a parent to provide additional information while making an online payment Yes Parents are provided a space to add a comment Let s suppose you are accepting online payments for transportation and you need to have the bus route number with each payment You can add a direction to the parents and a space is provided for them to include this information see example below This comment becomes part of the transaction record and is included on the receipt the email notification and the reports Matson Kyle Thurman Middle School Note Comment to School Meal Account Credit
7. ype of payment meals enrollment books etc to have a unique bank deposit to receive the electronic transfer Other services will wire the money and expect YOU to sort out the amounts that go to each department How does our school school district get started To use EZSchoolPay com a school must For meal credits have Meal Tracker Site Point of Sale version 4 805 08 or later Have unique Account ID numbers for each student in their Meal Tracker Point of Sale system Be able to access www EZSchoolPay com on the main unit cafeteria computer Sign and return a Participation Agreement Complete a Sign up Form all forms can be faxed to 316 262 1095 or sent to sales e IritionWare net To request a Participation Agreement and Sign up Form please call 877 eTrition ext 138 or 127 or e mail sales eTritionWare net eTritionWare will do all the necessary setup tasks online to get you started Are there tools for school administrators Yes we will create your administrator user this user can add edit and maintain schools and other Users An illustrated District amp School User Manual for EZSchoolPay com is available upon request to sales eTritionWare net zO 2 zO zO How are non meal payments handled For parents payments for enrollment books library etc are done in exactly the same way as meal credits Within minutes of a credit an email notification will be sent to alert the administrator of a spec
8. zO zO zO 2O FO 2O FO FO EZSchoolPay PAQ ecom How does EZSchoolPay com work EZSchoolPay com is a service provided by eTritionWare On a secure website parents may establish a free account and enter payments to their child s school meal account using a VISA or MasterCard Payments are received directly into the school s Meal Tracker Point of Sale system EZSchoolPay com also accepts payments for all other school payments such as enrollment library books etc The payment types descriptions and payment rules for these are completely up to you How do parents benefit from EZSchoolPay com EZSchoo Pay eo Parents won t be left to wonder if the check or cash they eee ee ae ae enc od 6 ph lal sent to school actually made it to school or perhaps was left in a book bag for two weeks Online payments may Aon amantar dated be done anytime from any internet computer The funds oe are automatically deposited into the child s Meal Tracker Ses account at the school giving parents peace of mind determined by your childs sca knowing that their child will get the school meals he she wees needs Can parents also use EZSchoolPay com to check their child s meal account balance Yes balances are updated often the frequency at which account balances are updated at the EZSchoolPay com website is up to each school but ten minutes is typical How soon after making an online credit will the mon
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