School Payments

This page explains how payments work at Heolddu Comprehensive School. It includes information on cashless payments, canteen top-ups, and school trip payments, with instructions for each system and links to relevant apps or websites.

Important: You must inform the school of any changes to your email address or mobile number. If contact details are not up to date, you may experience difficulties accessing online payment systems or receiving notifications.

If you have any questions about payments, need help accessing an online system, or would like to check the contact details the school holds for you, please get in touch.

HeoldduComprehensive@sch.caerphilly.gov.uk | 01443 875 531

Education Maintenance Allowance

Education Maintenance Allowance (EMA) is a weekly payment of £40 to help students aged 16 to 18 with the costs of further education. Payments are made every two weeks directly to the student’s bank account, as long as attendance, performance, and behaviour requirements are met.

Who Can Apply

• Students aged 16 to 18 on 31 August of the academic year.
• UK nationals, Irish citizens, or those with settled status living in Wales.
• Students studying an eligible course at a school or college participating in the EMA scheme.

Eligibility is income-assessed. Household income must be below set thresholds for the student to receive EMA.

Applying for EMA

Applications for the 2026 to 2027 academic year open on the 27th of April 2026. Applying online is recommended, as this allows applications to be processed quickly.

Paper forms are limited. If required, they can be downloaded and printed from the Student Finance Wales website.

For full information on eligibility and how to apply, visit the EMA page.

• Education Maintenance Allowance Information
  20th Mar 2026
  download_for_offline
  download_for_offlineEducation Maintenance Allowance Information

Cashless Payments

What a Cashless School Means

Being a cashless school means that pupils do not normally use cash during the school day.

Instead:

• Payments are made online, through approved school systems
• Money for food is stored electronically on a pupil’s account
• This helps improve the safety, speed, and accuracy of payments
• Cash is not carried around by pupils during the day, which reduces the risk of loss.

Using Cash at a Cashless School

Although we are a cashless school, cash payments are still accepted. Cash is not paid directly to the school but can be used through PayPoint vouchers, which allow you to pay securely at local PayPoint shops.

PayPoint Vouchers

What is PayPoint?

PayPoint is a service that allows you to pay with cash at local shops such as:

• Convenience stores
• Newsagents
• Some supermarkets

Each shop will display a PayPoint sign similar to the one below.

How PayPoint Vouchers Work

• The school provides a PayPoint voucher
• Take the voucher to a shop with a PayPoint terminal
• Hand the voucher to the cashier and pay in cash
• The payment is sent electronically to the school

This is useful for families who prefer paying with cash or do not have access to online payment methods

Canteen Payments with Upay

Pupils use fobs to pay for food and drinks in the canteen. Fobs can be topped up in advance or at the canteen.

Canteen Top-Ups Using uPay

Pupils are welcome to bring their own lunch to eat in the canteen. If they wish to buy food or drinks from the school canteen, they must use their fob. The fob is linked to their account and can be pre-loaded with money using uPay. When a purchase is made, the cost is deducted automatically from the balance. The account must be in credit to make a purchase.

What uPay Is and How to Use it

Upay is an online top-up system used to add money to a pupil’s canteen account. The added money is then used by the pupil when they pay for food with their canteen fob.

How to Get Started:

1. Download the UPAY app:

🔗 Google Play Store

🔗 Apple App Store

2. Create an account using:

Affiliate ID: CBCS
Your child’s unique ID: (Pupil's ID will be here)

3. Top up your child’s account using a debit or credit card.

Your child will receive their first catering fob on their first day at school. This fob will allow them to purchase food at the counter. Please note that while the first fob is free, replacements will cost £4 each.

Need Help?

For setup instructions, please see the Upay User Guide.

For more information about the cashless catering system, visit the Caerphilly County Borough Council website or contact them on 01443 864055 or at Catering@caerphilly.gov.uk.

Other Ways to Top Up

Pupils can also use cash to top up their canteen account by giving it directly to a member of catering staff, who will add the money to their account. Cash is not normally used at tills; however, there is one designated till that can accept cash if needed.

School Trips and Educational Visits

School Trip Payments

Payments for school trips and educational visits are made using School Gateway. School Gateway is the online payment system we use for paying for school trips and educational visits. It allows parents and carers to make payments securely online.

Some trips require:

• A deposit to secure a place
• One or more instalment payments
• A final balance payment

When to Use School Gateway

School Gateway is used to pay for:

1. School trips and visits
2. Trip deposits
3. Instalment payments
4. Final balances

Some trips may allow payments to be spread over time.

Accessing School Gateway

You can access School Gateway by downloading the app from the Google Play Store, or the Apple App Store.

Visit the website at schoolgateway.co.uk

Setting Up an Account

When setting up your account, please use:

1. The email address we hold for you
2. The phone number we hold for you

Once logged in, your child’s details should appear automatically.

Making Trip Payments

1. Select your child
2. Go to Payments
3. Choose the trip or visit
4. Make a payment (deposit or instalment)

Payments can be made using a debit or credit card.

Exam Resit Payments

Students who wish to resit an examination must pay the exam entry fee before the entry can be made. The cost is based on the official fees set each year by the exam board used by the school (WJEC).

You can view official information about entries and fees here:

🔗 WJEC entries and fees information

Payments for exam resits must be made in cash and handed directly to Mrs S Evans (Exams Manager) at school. The school will confirm the exact amount that needs to be paid before the entry deadline.

If you are unsure whether you need to pay for a resit or need help with the process, please contact the school before making any payment.