/
Department for Education South Australia - EdSmart Payments

Department for Education South Australia - EdSmart Payments

Overview

EdSmart Payments is a simple, tailor-made solution for collecting payments from families, powered by School EasyPay. Trusted by leading schools across Australia, it allows schools to request payments through a Parent Slip and track payment status directly within EdSmart.

There are no setup or ongoing fees outside of your upgrade subscription and no need for a separate merchant account—everything is handled seamlessly through EdSmart Payments.

 EdSmart Payments

Contents

Benefits of EdSmart Payments

For Schools:

  • Increased efficiency – Collect form submissions and payments in one step.

  • Less admin & payment chasing – Easily track payments within EdSmart.

  • Clear reporting – View payment status and receive funds via EFT with seamless reconciliation.

  • Better service for families – A streamlined and hassle-free payment process.

  • Easy setup – No need for separate merchant accounts or bank merchant fees.

For Families:

  • Convenient – Complete forms and payments in one go.

  • Easy tracking – Access a consolidated report of form responses and payments.

  • No separate payments – No need for offline or multiple transactions.

  • No cost – The school covers the payment processing fee.

  • Secure transactions – Powered by a PCI DSS Level 1 solution.

  • Flexible payment options – Pay with any credit or debit card.

EdSmart Payments – Setup Process

An overview of the EdSmart Payments setup journey from initial request to setup completion.

To request EdSmart Payments for your school, go to:

https://edsmart.atlassian.net/servicedesk/customer/portal/3/create/191?customize=true

  1. Complete the EdSmart for EMS – Subscription Upgrade Form

    • Select ‘Yes’ to EdSmart Payments.

  2. EdSmart will send you the EdSmart Payments Activation Form.

  3. School completes the EdSmart Payments Activation Form.

    • Be sure to select ‘School’ for Card Payment Processing Fees Paid by (this is a requirement from the Department for Education | South Australia.

  4. School EasyPay will request the following documentation:

    • A current (within 3 months) colour copy of a relevant bank statement to confirm BSB and account details (you can redact sensitive info).

    • Identity verification of the signatory.

      • If the signatory’s identity cannot be confirmed via the school website, LinkedIn, or a Google search, a written confirmation from the school will be required.

  5. Once verified, School EasyPay will send the necessary details to EdSmart to finalise the setup.

  6. EdSmart will confirm that setup is complete and EdSmart Payments are ready to use.

    • You can now configure payments using the EdSmart Payments tab when creating a Slip.

EdSmart Payments in Slips – How It Works

An overview of the EdSmart Payments journey from Slip initiation to payments received.

  1. The school sends a Slip with the EdSmart Payments option enabled.

  2. The parent/caregiver completes the Slip and is prompted to make a payment.

  3. Parents/caregivers pay online using a Credit or Debit Card.

  4. The school accesses a consolidated report in EdSmart.

  5. The school receives funds via EFT along with a reconciliation file within three banking days.

EdSmart Payments – Slip Configuration

An overview of the available settings and how they function within each Slip.

  • Payment Requested: Set this to ‘Yes’ to enable EdSmart Payments for parents. By default, this is set to ‘No’ for all Slips.

  • Payment Amount: Specify the default amount parents need to pay.

  • Allow Edit of Amount?: Choose whether parents can edit the amount they wish to pay. By default, this is set to ‘No’ for all new Slips.

  • Payment Required?: Decide if payment is mandatory for parents to complete the Slip.

    • A recommended option is ‘Only for Positive Responses’, allowing parents who select Permission Not Given to submit their response without making a payment.

  • Additional Reference: Schools can add a reference number and select ‘Debtor ID’, which can later be used for reporting, reconciliation reports, and more.

Note:
The Mandatory Contact Response field in the Parents Section determines the ‘Only for Positive Responses’ option under Payment Required.

If parents select options such as confirm, consent, or permission given, these are considered positive responses.

EdSmart Payments - The Parent/Caregiver Experience

An overview of what Parents/Caregivers will see when filling out a Slip with EdSmart Payments

  1. Parents/caregivers receive the Slip via email and click the link to complete it.

  2. At the base of the Slip, just above ‘Submit Response’, a payment section will allow parents/caregivers to select ‘Pay via EdSmart Payments’

    1. The payment amount field is only editable if this option was enabled during the Slip setup.

  3. When ‘Pay via EdSmart Payments’ is selected, a pop-up window will display the payment details configured by the school.

  4. After clicking ‘Proceed’, parents may be prompted to enter a 2-factor authentication code, depending on their bank and account settings.

  5. Once the payment is successful, a confirmation message will appear.

  6. The parent/caregiver must then click ‘Submit Response’ to complete the Slip.

Monitoring Payment Status and Generating Reports

You can check the status of payments by selecting the Responses tab. The EdSmart Payments column displays both the payment confirmation and the amount paid by the parent/caregiver.

Schools can also export responses using the ‘Export/Print' drop-down menu by selecting ‘Export List’ which includes payment details.

Additionally, the ‘Export EasyPay for Civica Finance’ option generates a report formatted for direct upload into Civica Finance.

Note:
The ‘Export EasyPay for Civica Finance’ option will only be available for Slips with EdSmart Payments configured. If a Slip does not request or require a payment, this option will not appear in the ‘Export/Print' drop-down menu.