West Island School epayment Information Booklet August 2016

Transcription

1 West Island School epayment Information Booklet August 2016

2 CONTENTS 1. How epayment will work How to view your child s epayment Account Making Payment How to pay via internet banking How to pay via PPS Who do you pay for what? Other Questions Answered General Internet Banking Service PPS Service Appendix A Appendix B We apologise in advance for the lengthy nature of this booklet, but it is important that you are fully informed.

3 1. How epayment will work Each student will have a unique 10-digit epayment account number student number. When your son/daughter undertakes an activity or incurs other expenses for which payment is required, the school will issue an invoice and to parents. Parents can then make payment by one of three ways: via internet banking service of your own account, via PPS by phone (18031), or via PPS by the internet ( As with any payment, there may be a time lag between parents making payment and the school receiving the payment owing to bank processing. The school receives the money and information from PPS daily and so once the payment has been received in the school bank account we will be informed in a timely manner. When the school receives the payment we will offset payment received against the next due item outstanding on account. The student s epayment account will be updated accordingly and a receipt will be ed to parents. The school will update the epayment system daily (Monday to Friday) during term time with the information received. 1

4 Sample invoice Sample Receipt 2. How to view your child s epayment Account You can view your child s epayment account any time by logging in to your family Gateway account via and using your username and password. If you forget your Gateway login and/or password, you may retrieve them by clicking the button of "Yes, help me log in" and entering your address. The information will be ed to you. Once in Gateway click on << Click picture to view more details located on lower-right of Student Profile picture. 2

5 This will open up shortcut menu. Click on epayment. You will then be directed to the transaction page for your child. All transactions will be listed and a summary of any balance and outstanding amount will be recorded. There is a separate record for each student so if you have more than one child at West Island then you need to select which child s record you want to view from the drop down menu. 3

6 3. Making Payment To pay by internet banking go to section 3.1 To pay by PPS go to section How to pay via internet banking If you are a registered user of a participating bank*, you may make payment through your bank s e- banking service provided. When making payment you will need the following information: the school s merchant code number 6259 the school s merchant name - West Island School student s number (i.e. the unique epayment reference number) 10-digit number When making payment please go to Bank Bill Payment and select / key in: Category Education Institutions Payee West Island School Bill Account No student s10-digit unique epayment reference number *Participating banks and the support they provide are listed in Appendix A. 4

7 3.2 How to pay via PPS If you have a PPS account, payment can be made by funds transfer from any designated bank account in Hong Kong using a touch-tone phone or via the PPS website. When making payment please key in the school s PPS merchant code 6259 the school s merchant name West Island School student s number (i.e. the unique epayment reference number) 10-digit number The first time you go to pay via PPS you will need to register each child s student s epayment reference number bill registration. 3.2a PPS by Phone Step 1 Register Bill Tel: Bill Step 2 - Pay Bill Tel: Key in "1" 2. Key in your PPS Account Number 3. Key in Merchant Code (West Island School = 6259) 4. Key in Bill Account Number (Student s epayment Number : 10-digit number, also known as PPS Account No) 5. Select to register other bill (if any)* 6. End *If you have more than one child at the school, you will need to register each child separately. 1. Key in your PPS Phone Password 2. Key in Merchant Code (West Island School = 6259) 3. Key in Bill Account Number (Student's epayment Number : 10-digit number, also known as PPS Account No) 4. Key in Payment Amount 5. Wait for Payment Ref Number to confirm 6. Select to pay other bill (if any) 7. End 3.2b PPS by Internet Step 1 Register Bill Bill Step 2 - Pay Bill 1. Key in your account Number, name and password 2. Select "Add Bill" 3. Select Merchant Code (West Island School = 6259) 4. Key in Bill Account Number (Student's epayment Number : 10-digit number, also known as PPS Account No) 5. Select to register other bill (if any)* 6. End *If you have more than one child at the school, you will need to register each child separately. 1. Key in your account number, name and password 2. Select "Pay Bill" 3. Select Merchant code (West Island School = 6259) 4. Click "Pay" button to start the bill payment process 5. Key in Bill Account Number (Student's epayment Number : 10-digit number, also known as PPS Account No) 6. Key in Payment Amount and Date 7. Click "Proceed" to finish 8. Save payment details for future reference 9. Select to pay other bill (if any) 10. End 5

8 3.2c How to open a PPS Account PPS General Information, details can be found in PPS website: PPS is a convenient and simple phone and online bill payment solution that enables you to pay your bills anytime and anywhere. Payments can now be made to an ever-increasing number of companies and organisations through any touch-tone phone via the internet, from your preregistered bank accounts of 20 different banks, around the clock. PPS is provided jointly by EPS Company (Hong Kong) Limited and PCCW's subsidiary Hong Kong Telecommunications (HKT) Limited. You can open a PPS account at one of the hundreds PPS Registration Terminals located all over Hong Kong, including most Circle K Convenience Stores, PCCW Shops, AEON branches and some major banks*. To open a PPS account you will need to produce your ATM card or a credit card with ATM function. A demonstration on how to open an account is available at * A full list of Registration Terminal locations is available at: The Member Bank List is available at Appendix B. 4. Who do you pay for what? There is no change to who you pay for what. The only change with epayment is the method by which you pay West Island School. Below is a summary of the common things you pay for and who you should pay. ESF WIS (via epayment) PTA (via cheque) Deposit (cheque) RCL (cheque) ESF School Fees (direct debit) Parent Funded EAs CAS Fee & Activities Horizons Week School Trips Subject specific equipment and some text books Examination Fees School Concerts Year Book PTA Membership Fee School Buses School Uniform PE kit Stationery and Books 6

9 5. Other Questions Answered 5.1 General 1. How many business days will it take for Gateway to show the payment after the payment is made? During term time, the school will update epayment and Gateway daily (Monday to Friday) with the payment information provided from PPS. It may be less frequent during school holidays. However, different banks have different clearing processes and cut off points and so the number of days it takes for the payment to register with PPS will differ depending upon how the payment is made, where it is made and when it is made. Payments made via PPS before 7:00pm Monday to Friday (except public holidays) will be registered in that day s transactions. Therefore the school will receive the information and reflect it in Gateway the following working day. Payments made by internet banking bill payment will take longer to register with PPS. Typically if you choose bill payment via your credit card payment account, it can take the bank 36 hours to clear the payment before it is registered with PPS (provided the instruction was made before 4:00pm on a working weekday otherwise it will be longer). If PPS receives this information before 7:00pm on a working weekday, the school will receive the information and reflect it in Gateway the following working day. Therefore it could take approximately 3 days for the credit card payment to be reflected in Gateway. It could be longer subject to weekends, public holidays and the time instructions are made. 2. What address will invoices and receipts be sent to? Invoices and receipts will be sent to the addresses provided for the Contacts as set up in Gateway. You can check this by checking in Gateway under Admin/Student Demographics. 3. Can different invoices be sent to different addresses? Unfortunately not. Invoices are generated automatically from the epayment system which is linked directly to Gateway. We cannot specify different addresses for different invoices, nor can we specify addresses different to those in Gateway. 4. What if I pay the wrong epayment account? As with any payment, it is important that the payer checks all details are accurate before completing the transaction. West Island School cannot be held responsible for any errors made when paying. The payment transaction should not complete without a valid epayment account number the 10-digit student number. In the unlikely event that you mis-key the epayment account number but what you enter happens to be another valid reference and the transaction completes, please inform us immediately at epayments@wis.edu.hk We must receive notification by 08:00am following the day the transaction was made. Please note that if notification is made after we have processed the receipt, we will not be able to reverse it. 7

10 5. Can I pay by cash or cheque? You will not be able to pay by cash or cheque. We will not be able to run multiple systems. All parents will be required to pay via epayment. 6. What if I pay the wrong amount? If you paid too little you can make another payment to top up the balance. If you paid too much, the balance can remain on your account and future invoices will be offset against it. 7. What if I am owed a refund? Should you be owed a refund, we will credit your epayment account with the relevant amount. Future invoices can be offset against the balance. If there is still a credit on a student s account when they come to leave the school, the credit will be transferred to a sibling at the school. If there is no sibling, then parents will be given the option to have the money refunded by cheque. 8. How will the school and I know which invoice I have paid? The school will not know which individual invoice you have paid, just that a certain amount has been received for and credited to the respective student s account. The school will use the credit on a student s account to settle the first due invoice(s) that remain(s) unsettled on the student s account. In instances when there is not sufficient credit in the epayment account and the total balance cannot be settled, we will prioritise the payment against invoices in the following order: 1. Exam Fees*,Textbooks, Curriculum based field trips, Annual Software Licence Fee 2. CAS Annual Fee and CAS activity Fees 3. Horizons Week trips 4. Optional curriculum based field trip (eg annual Spanish trip) 5. Other School trips and events (eg Ski Trip, Diwali ball) For example, if the following are all outstanding on a student s account Item Due Amount Outstanding Textbook 25 August 2016 $700 CAS Activity: Sailing Horizons Week Balance Payment 30 September $1, August 2016 $4,500 and the parent pays $4,500 on the 15 August 2016, the school will allocate the payment to the first due items as follows: Item Due Amount Paid Textbook 25 August 2016 $700 CAS Activity: Sailing 30 September $1,150 Horizons Week Balance Payment October 2016 Amount Outstanding $4,500

11 There will a credit balance on account of $2,700 but the Horizons Week payment of $4,500 will still be registered as outstanding. We will of course settle as many invoices as possible but our system does not allow part payment of invoices therefore we will not settle a lower ranking invoice if there would still remain an outstanding higher ranked item. Parents will receive receipts for every invoice that is settled plus there is the full record in Gateway, therefore it is clear what items have been paid for and what items remain outstanding. For example, continuing the earlier example, if an invoice is raised for $150 for a Drama Field Trip in December, the invoice will be raised and sent to parents. The school will settle the invoice from the credit on the account and parents will be sent a receipt confirming this. Item Due Amount Paid Amount Outstanding Textbook 25 August 2016 $700 CAS Activity: Sailing 30 September 2016 $1,150 Horizons Week Balance 19 August 2016 $4,500 Payment Credit on account $2,700 Drama Field Trip 5 December 2016 $150 Credit on account $2,550 There will be a credit balance of $2,550 recorded in Gateway with an outstanding amount due of $4,500. The parents need to pay $1,950 ($4,500 - $2,550) to settle the Horizons Week Balance Payment. 9. What if I owe the school money at the end of the school year? All invoices should be settled in a timely manner. Any amounts outstanding at the end of the year will be carried forward. Outstanding payments can jeopardise your child s ability to participate in certain activities such as CAS, school trips and Horizons Week. Please note that it is school policy that Examination Certificates are not released until all debt to the school is settled in full. 5.2 Internet Banking Service 1. Where should I make payment? You should go to Bill Payment. 2. What is the Bill Payee Account Number? The Bill Payee Account Number is the 10-digit unique epayment student number (PPS No. at the left-hand side on the invoice). 3. What is the possible reason that the Merchant of West Island School cannot be found? You may not have a valid Credit Card Account for your bank or may not use your Personal Banking. 9

12 4. What are Remarks? Remarks are the reference parents may choose to use for easy identification e.g. the invoice number, payment description, etc. Thus, if you have 2 or more bills from the same merchant, the assigned Remarks will help you to differentiate the bills easily. 10

13 5.3 PPS Service 1. What is the Merchant code of West Island School if using PPS? The Merchant code is Can I apply to be a PPS Account holder by Internet? No, you have to apply to be a PPS Account holder at a PPS Registration Terminal located throughout Hong Kong. Please take your ATM card or a credit card with ATM function to a nearby PPS Registration Terminal to open a PPS account. A full list of Registration Terminal locations is available at: Please note that if you have not used PPS for or over 18 months, your PPS Account will be deleted automatically. 3. Can I pay bill at the PPS Registration Terminal? Sorry, the PPS Registration Terminal does not process payment transactions. 4. What is the possible reason that the bill (i.e. student s 10-digit number) cannot be registered for PPS account? If your bill has already been registered by a PPS Account, it cannot be registered again. For details, please call PPS Hotline at What is Bill Nickname? Facilitating you to identify bill account, you can define a Bill Nickname when you register bills. Thus, if you have 2 or more bills from the same merchant, the assigned Bill Nickname will help you to differentiate the bills easily. Bill Nickname is only applicable for PPS by Internet. 6. Can I use PPS outside Hong Kong? As long as you have a valid PPS Account holder and have access to IDD or Internet, you can access PPS by a tone phone or Internet wherever you are. 7. What can I do if I forgot my PPS Account Number? Please take your ATM card to any PPS Registration Terminal to retrieve your PPS Account Number by using the 'Enquire Account' function. 8. What can I do if I forgot my PPS Phone Password or Internet Password? Please take your ATM card to any PPS Registration Terminal to change the PPS Phone Password or Internet Password by using 'Setup/ Change Password' function. 9. Can I select same set of password for using PPS by Internet and PPS by Phone? PPS by Internet requires an 8-digit Internet Password whereas PPS by Phone needs a 5-digit Phone Password. Please note that when you register for the PPS service at the PPS Registration Terminal, you must first set up a PPS Phone Password before choosing a PPS Internet Password. 11

14 Appendix A Participating banks and the support they provide Please note banks may change their information without notifying us. 12

15 Appendix B Member Bank List: Bank of China (Hong Kong) Limited Bank of Communications, HK Branch China Construction Bank (Asia) Corporation Limited China Merchants Bank Company Limited Chiyu Banking Corporation Limited Chong Hing Bank Limited Citibank (Hong Kong) Limited China Citic Bank International Dah Sing Bank Limited Fubon Bank (Hong Kong) Limited Hang Seng Bank Limited HSBC Industrial and Commercial Bank of China (Asia) Limited Nanyang Commercial Bank Limited Shanghai Commercial Bank Limited Standard Chartered Bank (Hong Kong) Limited The Bank of East Asia Limited Wing Hang Bank Limited Wing Lung Bank Limited 13

16 West Island School 250 Victoria Road, Pokfulam, Hong Kong Tel: Fax: