Cash vs. cashless: Embracing efficient and secure school payments

June 20th 2024

Schools in the UK have gradually been moving away from cash for a number of years now, although this process has been slower compared to most businesses and other kinds of organisations. Schools are increasingly adopting cashless methods to streamline administrative processes and enhance security, although there are factors to consider regarding inclusivity when it comes to cash payments.

Let’s explore the key benefits of cashless school payment platforms and how they work in practice.

Enhanced Efficiency and Convenience

One major benefit of cashless methods is improved efficiency. Handling cash involves manual counting and reconciliation, which is time-consuming and inevitably needs to allow some margin for human error. Cashless systems automate financial transactions, reducing the administrative burden and allowing school staff to focus on educational priorities.

Parents can pay for school meals, clubs, trips, and fees online or via mobile apps. This convenience eliminates the need for physical visits to school or sending cash with students. Cashless systems also simplify record-keeping and financial reporting. Schools can generate detailed transaction logs easily, ensuring transparent financial management. Parents can also track their children’s expenditures and school payments in real-time, fostering trust.

Safety and Security

Cashless platforms like SchoolMoney enhance safety by reducing the need to handle cash on school premises. This minimises the risk of theft, loss, or misuse of funds, protecting both school finances and student safety.

Digital transactions leave a clear trail, increasing accountability and reducing fraud. Schools can implement strong security measures, such as encrypted payment gateways and authentication protocols, to protect sensitive financial information.

Top Tip: When choosing a school payment provider, ask about PCI compliance. PCI DSS (Payment Card Industry Data Security Standards) sets guidelines for handling card information securely, reducing the risk of data breaches.

Promoting Inclusivity

Going cashless doesn’t mean excluding those who prefer to use cash for any reason. Schools can accommodate different financial circumstances and preferences without having to compromise on the efficiency of their internal processes. For example, families without access to traditional banking can use alternative options like PayPoint, which allows people to make cash payments in any one of over 28,000 PayPoint locations in the UK.

Environmental and Hygienic Benefits

Reducing reliance on cash supports sustainability. Cashless transactions cut down on paper use and the resources needed for printing and distributing currency. Handling cash also involves physical contact, which notably accelerated the move away from cash for schools and businesses alike during the COVID-19 pandemic. Cashless methods help to reduce health risks by minimising direct contact during transactions.

Discover SchoolMoney

Transitioning to cashless methods enhances efficiency, security, and inclusivity in schools. Digital payment technologies streamline administrative processes, improve financial transparency, and create a safer learning environment.

By embracing these advancements, you modernise your school’s operations and empower students and families to navigate digital transactions confidently. Find out more about SchoolMoney and book a free demo to see how our PCI compliant payments platform can help you achieve these goals.

How can we help you?

Whether you work in a school or trust of any size, a local authority or a technology provider for education, our friendly team are waiting to hear from you.

We’d love to chat about your goals and how we can support you.