Appendix A outlines what Bankline can offer to schools, in terms of online payments.

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1 Access fr Schls t Make Online Payments by Bankline A number f maintained schls have requested that the LA makes a prcess fr undertaking nline payments available t them (currently they undertake payments via cheque). The nline banking facility will be made available t maintained schls wh bank within the LA s banking arrangements (i.e. Schls within the Cuncil s Schls Grup ). 1. Bankline - Online Payments Appendix A utlines what Bankline can ffer t schls, in terms f nline payments. There are three types f Bankline payments as utlined in the table belw: Table One: Type f Payment Details Cst Faster / Standard Same day r can select a later payment date within a 31 day cycle Max amunt 100k 20p per payment next day r later Same day 3 BACS CHAPS Once entered n the system and authrised, funds will transfer in three wrking days. Separate items can be batched up in a file and sent n the same day. Same day telegraphic transfer fr items ver 100k 23p per payment plus 3.50 per file + 1.6p per item therein. 5 per item. Initially schls will nly be permitted t make use f Faster / Standard payments r CHAPS where necessary. 2. Prpsed Prcess 2.1 Access Fur individuals shuld be identified within each schl, the individuals shuld all be full Cuncil emplyees (i.e. nt a gvernr, unless a staff gvernr and nt agency staff) and at least tw f these individuals shuld be in a senir psitin (ie Bursar / Finance Manager / Headteacher/). Ideally, these fur individuals shuld already be n the Schl s bank mandate as signatures. All fur will be allwed input access fr the Faster / Standard and Chaps types f payments fr their wn schl bank accunt nly. All fur emplyees can be set up as an authriser access but they will nly be able t authrise transactins input by thers. (The bankline system will be set up t ensure they are nt able t input and authrise a particular transactin).

2 2.2 Payment Prcess 1. Invices requiring nline payment shuld be input int bankline by a staff member with input access. 2. A staff member with authrisatin access shuld then authrise the payments by checking that the backing paperwrk agrees with the infrmatin entered n the bankline system and entering their apprval int the system. (The authriser is ultimately respnsible fr the payments that they authrise.) 3. Thse with ability t authrise will each require a Smart Card, unique t them, and card reader. A PIN will be sent separately. Using that PIN they can then select their wn passwrds. Smart cards, readers and PINs will be rdered by Head f Treasury Derick Fernandes an administratr fr Bankline. The smart cards will be handed ut during training prvided by the Treasury Team as detailed in sectin 3; hwever, the respective PINs will be sent directly t smart cards users. 4. A reprt summarising all payments input nt the bankline system shuld be run. This shuld be checked against the backing invices by a third member f the fur identified individuals at each schl. The reprt shuld be signed by the persn undertaking the check t cnfirm that it is crrect and it shuld be filed with the batch f paid invices. 5. Schls will be expected t build a template n Bankline fr regular suppliers t standardise prcesses and minimise errrs. The use f templates will als speed up the payment prcess nce they are created. These can be edited by adding r deleting beneficiaries. 6. Imprt directly frm a schl s ledger system int bankline is nt permitted as such imprts can be manipulated, undertaking such activity wuld increase the schl s risk f fraud t an unacceptable level. 7. Bankline will nt accept an invalid bank accunt, therefre invalid bank accunt details can nt be prcessed. 8. Where a payment is prcessed but later rejected, this will be credited back t the schls bank accunt and will appear n their bank statement. This shuld be dealt with as fllws: This shuld be captured as part f the bank recnciliatin as an utstanding item - the bank balance will differ t that f t the bank balance n the ledger The payment shuld be reversed thrugh the ledger t bring the bank and ledger int balance, and re-instating the creditr The bank shuld be cntacted t find ut why the payment was rejected The Supplier shuld be cntacted A new payment shuld be prcessed, with details updated frm discussins and cnfirmatin f changes by bth the bank and the supplier. 2.3 Recrds Schls will be expected t keep a full audit trail f dcuments relating t each transactin.

3 Schls will be expected t perfrm a regular bank recnciliatin (mnthly as a minimum), which shuld be signed in accrdance with the scheme fr finance. Schls that implement the use f bankline t make nline payments shuld update their Schl s financial regulatins and prcedures t reflect the prcess utlined in sectin tw f this dcument. 3. Training Training will be prvided by the LA Head f Treasury. The Bankline helpdesk can be accessed during wrking hurs, cntact details will be prvided in the training sessins. 4. Rll-ut Schls that wish t have access t make nline payments n Bankline shuld schls.finance@crydn.gv.uk by 11 th December The prcess will be pilted with three schls during December 2015 and January Training will then be rlled ut t remaining schls wh have expressed an interest during the perid January t March Training will be limited t three schls at a time during this time perid.

4 Appendix A Abut Bankline With Bankline, payments and mney transfers are simple t manage and quick t prcess Payments and transfers can be entered any time and prcessed whenever suits yuimmediately, the next business day, r n the date yu chse. Yu can als view all payments and inter-accunt transfers that have been cnfirmed, with a real-time status f the transactin prgress. The mst cst effective payment channel fr a schl wuld be fr a Next Day r Future Dated Faster Payment t me made. This will be via the Standard Payment methd. The current charge fr a Next Day r Future Dated Payment via Bankline fr a LB Crydn schl is 0.20 s yu will see an immediate cst saving against the cst f statinery and stamps fr psting invice payments t supplies. As a self serve system, the administratin f Bankline is cntrlled centrally by the Lcal Authrity. Users will be granted access t their schl s wn accunts nly. In additin the prfile can be set up t ensure that the required authrisatin limits are in place and that individuals have the crrect level f access t enable them t undertake their day t day duties. Smartcards and smartcard readers give yu an extra layer f security. The system is simple and extremely effective. Smartcard authenticatin allws yur team t cntrl the mvement f funds frm yur accunts - and alter the administratin f thse functins. Each authrised user has their wn smartcard, which is used in cnjunctin with a smartcard reader. Withut the smartcard, the transactin r change can't be made. Lgging n t Bankline requires a cmbinatin f unique passwrds, PINs and user IDs t access the services. Yu can even decide hw ften users must change their passwrds. This level f prtectin means that yur infrmatin is kept private. It als means that users nly have access t the functinality they are assigned t. We recmmend yur rganisatin maintains anti-virus sftware n all cmputers, t ensure yu are prtected frm new threats as they emerge. Bankline will never ask users fr a cmplete set f security details n any web page. We wuld als never send an asking fr these details r linking t a web page asking fr such. We have designed the technlgy behind Bankline t be as rbust as pssible. The infrastructure is fully mirrred acrss tw data centres. Shuld a cmpnent failure ccur, a backup cmpnent wuld take ver prcessing.

5 We als have a number f backup measures designed t prtect the cntinuity f the Bankline service. Safeguard yur business - use Rapprt, antivirus and a firewall Rapprt adds the prtectin yur business needs. It helps t stp criminals using sphisticated methds t steal yur lgin details and ther data. Rapprt cnceals yur lgin details and ther infrmatin by frming an additinal security layer between yur cmputer and Bankline. Rapprt als makes sure that yu really are cnnected t ur site ensuring yur data is being transferred t Bankline, nt a fraudster. Hwever, yur cmpany still needs antivirus sftware and firewalls. Rapprt cmplements these security measures, but des nt replace them. Effective, secure and easy t install A few secnds is all it takes t dwnlad Rapprt frm ur website. If yur rganisatin has a plicy n dwnlading and using sftware, cntact yur IT department befre yu dwnlad Rapprt. This link takes yu t the site Rapprt is easy t use, and des nt interfere with day-t-day brwsing. It als updates autmatically t prtect yu frm new threats. Our existing security Bankline is extremely secure. Hwever, Rapprt is a crucial layer f additinal security that can t be met by yur antivirus sftware and firewalls alne.