2019/2020 Service Definition

ParentPay (Online Payments and Income Management)

About the Service

ParentPay® is a web based service for schools which enables parents to make secure online payments by credit and debit card, or pay cash at local stores through the PayPoint network. 

Schools can take payments for any items including dinner money, trips, activities or school uniform. It enables income management, reducing cash handling and improving cash flow. Over 8,000 schools and almost three million parents now use ParentPay for electronic payments. In Lancashire nearly 200 schools have adopted ParentPay for taking e-payments.

What are the benefits?

The service provides:

  • One place for parents to pay for all of their school expenses.
  • Reduction in cash handling, allowing your school to accept electronic payments from parents, including payment via Visa Checkout.
  • Improved debt management and cash flow for your school.
  • The ability to manage dinner money and school meals in Primary schools.
  • Ability to take payments for different items such as trips, uniforms and other income.
  • The ability to integrate with Cashless Catering systems and SIMS.
  • For Lancashire maintained schools, ParentPay integrates with the central schools bank account and was implemented with the support of the Lancashire Schools Finance Team.
  • Training is provided by ParentPay during the implementation process and includes access to a specialist adviser and online training.
  • Ongoing support is provided by ParentPay.
  • The service is hosted in the United Kingdom.

What's Included?

Service Features

Feature Description

ParentPay®

Provision to be able to use the ParentPay® service via the web and enable the connection of ParentPay® to other BT Lancashire Services’ supported services such as SIMS.

The following features are also included in the service:

Feature Details
E-Payments and Income Management

ParentPay® system provides a total income management solution for schools. 

With ParentPay®, schools can:

  • Collect all school payments: trips, visits, music lessons, clubs and uniform.
  • Record all school payments: credit/debit cards, PayPoint, cash and cheques.
  • Manage all school payments: reporting, banking, reconciliation and auditing.
Web Based Service ParentPay® is only available through the web and accessed via a web browser such as Internet Explorer. The application is therefore not installed onto individual desktop PCs or accessed remotely via an Application Server.

Online Reports

  • Schools can keep track of what parents pay and outstanding amounts. Real-time reports can be viewed on screen, printed or exported into Excel to import data into your school finance system.
  • Income reports for schools will help the school keep control of its income collection and create detailed reports for school staff, governors and external auditors.
  • Online reports ensure schools will save time and ensure accurate records of school payments are always available with a complete audit trail of all payments made.
  • Your school can create detailed reports to show individual school payments for any pupil, income type or date range. They can be split by bank account or cost centre to make bank reconciliation easier.

Multiple Bank Accounts

  • ParentPay® supports payments into multiple bank accounts.
  • For Lancashire schools who bank through the Local Authority, ParentPay has been pre-configured with Lancashire County Council banking details.
  • Back office integration with Oracle Financials has been enabled for Lancashire County Council School Finance Team.

Integration with Cashless Catering Services

ParentPay® integrates with most Cashless Catering systems, allowing parents to view meal choices and menu options (additional integration charges may apply from Cashless Catering companies).

Integration with SIMS

This service integrates with SIMS by importing pupil data directly into ParentPay®.

ParentPay Communications

ParentPay® has integrated emailing capabilities to email messages to parents or schools can purchase texts to use the in-built texting service.

Security

The ParentPay® Collection Service is designed to ensure that schools do not require their own Merchant account for online sales. ParentPay® is certified PCI-DSS Level 1 compliant by Trustwave and sponsored by Lloyds Bank Cardnet. All data is hosted in the United Kingdom.