This onboarding guide helps you transition smoothly to our new payment processor, which supports upcoming innovations in the SchoolCash suite. It outlines key setup details, feature access, reconciliation processes, and where to get help if needed.

If you have questions not covered in this article, contact us at [email protected].

New Processor Support & Communication

By transitioning to the new payment processor, the KEV support team becomes your single point of contact for all support inquiries, including payments. All communications related to payment processing now come directly from KEV.

Banking Details

ACH/EFT IDs & Debit Blocks

To automatically withdraw monthly processing fees or handle refunds, Nuvei must be able to debit your merchant settlement account. One of the following must be true:

  • The account does not have a debit block, or
  • You must contact your bank to add the following ACH/EFT IDs:
    US: 2026372290 / Canada: 98000-0012

Change or Add Bank Accounts

To change or add a merchant deposit account for processing fee withdrawals or food services, complete the following form and submit it to Nuvei’s ACH Department as outlined in the document.

Enabling New SchoolCash Features

No action is required from the district. Once activated on the new processor, KEV will automatically enable all new SchoolCash features for your district.

You can find a complete list of Fall 2023 Release Features, along with training and enablement material.

End Terms With Previous Processor

Do not terminate your existing processor until the end of the school year. KEV will notify you when it is appropriate to end your previous terms. Refunds, recurring payments, and chargebacks from the prior processor continue through the end of the 2023/24 school year.

Monthly Statements: Transactional Customers (KEV Automatically Collects Processing Fees)

How can I access my statements?

Use the new merchant reconciliation tool in SchoolCash to view transactions and complete your reconciliation. All data is pulled from the processor’s dashboard via API. Monthly statements will no longer be mailed.

What about refunds for payments processed using my previous processor?

You will continue to receive statements from your prior processor for those refunds. These appear as debits on your merchant bank account and as negative credits in the reconciliation tool.

What about scheduled payments set up before the migration?

Scheduled payments initiated before the migration show as credits on your merchant statement and in the reconciliation tool under your previous processor.

What happens with Clover processing?

Clover dashboard access remains unchanged. Deposits from Clover appear in both your merchant bank account and reconciliation tool, and continue through your former processor.

If you did not use the SchoolCash Merchant Reconciliation Tool with your previous processor, those older refunds and scheduled payments will not appear in the tool.

Monthly Statements: Non-Transactional Customers (Clients Directly Pay the Processor)

How can I access my statements?

Contact your Customer Success Manager (CSM) for assistance.

What about refunds from my previous processor?

You will continue to receive statements for those refunds, which appear as debits on your bank account and as negative credits in the merchant tool.

What about scheduled payments set up prior to migration?

These payments will still be shown on your previous processor’s statements and as credits in the reconciliation tool.

What happens with Clover processing?

Clover deposits continue as usual. You can still access the Clover dashboard and see those deposits in both the merchant bank account and reconciliation tool.

Refunds or scheduled payments processed via your previous processor won’t appear in the SchoolCash tool if you did not have prior access.

Payment Processor (Merchant) Reconciliation & Chargebacks

The new payment processor significantly improves reconciliation and chargeback visibility. The updated reconciliation tool now shows both chargebacks and receipts within SchoolCash, and backend changes help reduce discrepancies. Funds are reimbursed to the district automatically when needed.

Resources available to help you get started:

Point of Sale (POS) Devices

The new payment processor enables next-generation POS solutions. New devices launching in Spring 2024 can be used with the Register or in standalone mode. Payments are automatically posted to the correct G/L and deposited in the proper account for seamless reconciliation.

To learn more about these devices, contact your Customer Success Manager (CSM).

What happens to my Clover devices?

Clover devices remain active and require no changes. If you need additional devices, reach out to your CSM. Both Clover and new devices work together seamlessly.

How do I order new devices?

Contact your CSM and they will guide you through the ordering process.