Frequently Asked Questions (FAQ) by Administrators

1. FeePay is Retiring what does that mean?

May 2, 2020 – Alerts and low balance are turned off

June 1, 2020 – Sourcewell will release the vendors awarded the Online Payment System, from their RFP process

August 1, 2020 – Last time to process payments

August 3, 2020 - Parent access is turned off

August 30, 2020 – Last reconciliation run

October 1, 2020 – District Administration access is turned off

October 15, 2020 - FeePay Data is deleted

 

 2. When is the last time parents can use the Parent Portal?

August 3, 2020. It is advised that you communicate to the parents to run a payment report.

 

 3. When is the last time Administrators can use FeePay?

October 1, 2020.

 

4. What reports should I run for historical purposes and when should I run them?

This differs based on your individual needs, but we recommend that each school district run a final report for each year for the past 7 years. The Fee Pay Transition Reports recommends that you run these reports:

  • Activity Enrollment Report
  • Configured Activities Report
  • Fees Report
  • Forms Report

 

5. If FeePay is retiring, what product should I migrate to?

Due to legal constraints Sourcewell Technology is unable to recommend a specific replacement. On June 1, 2020 Sourcewell will release the vendors awarded the Online Payment System, from their RFP process. 

 

6. What happens to the registration information in FeePay after I migrate to a new Online Payment System?

When FeePay is retired one last data migration is needed. Your new vendor should assist in inputting the FeePay data into the new software, so all past and future registration and payment information will be in one place.

 

7. What do I do to prepare for parent access being removed?

a. Go to the Activities page and be sure that all activities have an End Date prior to the last day that you want parents in the system. To illustrate this, if the district is “turning off” parent access on August 1, be sure that ALL activities have a last day to register date on July 31. This way, you can be assured that there will not be any accidental registrations and payments after the end date.

b. Next, from the Reports page, Fees/Activities > Fee & Activity Reports > Student Fees Report. Select the Fee Status (All, Unpaid, Paid) and download using the Excel icon.   You will likely want this for your new system. Once you get that list, you can then archive ALL fees.  To archive, from the Dashboard select Fees, Status of Unpaid, then Search.  Now select all and archive all unpaid fees.   This will be another safeguard to prevent parents from making a payment in FeePay after the date you want. This will also provide you a full list of all Fees for your historical data. 

 

8. What happens to my data once FeePay is retired?

Sourcewell Technology has a legal obligation to permanently dispose or delete the data that you have provided to us in connection with FeePay when it is discontinued.  At that time, Sourcewell Technology will no longer have a business need to retain your data and we are required to dispose of it in a timely manner.  In order to minimize any disruption to your operations, we will communicate with you on a frequent basis to ensure that you have obtained the data you will need in the future by running reports, etc.   Please follow the FeePay Migration Guide to be sure you receive you data for future use. 

 

9. What if I need FeePay information next year or want a download of data next year?

Sourcewell Technology will not be able to provide you with FeePay information or data next year. Legally, Sourcewell Technology is only allowed to retain your data for the time necessary to destroy it after FeePay is discontinued. The data will be purged from the FeePay system on the destruction date.

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