The Cashless University

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• The Cashless University
• Peter Noble

April 2009
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UWS

• 35,000 students
• 2400 staff (FTE)
• 6 campuses
• 382m turnover

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The Issues

• Reluctance to work with cash
• Location difficult
• Cashier leave coverage
• Difficulty in maintaining high service levels

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The Issues

• Costly
• Armoured car cash collection
• Security systems
• Six cash offices
• Five cashiers
• Cash goes missing too often
• Cashier errors
• Petty cash floats disappear
• 65,000 from security firm the last straw!

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Cashless UWS Project

• Objective To become a cashless University
• Timeframe 12 months (07 08)
• Out of scope
• UWS Connect (cafeterias shops)
• Podiatry clinic

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What we did

• Undertook a transaction analysis
• Set up a consultation process
• Developed a communication plan
• Around UWS magazine
• Web site
• E-update
• Posters
• Student Portal
• Payment response emails
• Targeted emails

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What we did

• Closed all cashier offices
• Created a new position for handling staff claims
  and back office transactions such as cheques
  via mail
• Redeployed or offered redundancies to cashiers

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What we did

• Payments
• Recalled 30 petty cash floats
• Abolished petty cash payments
• Issued more corporate cards
• Paid staff claims via AP weekly

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What we did

• Invoice Receipts
• Signed up with Australia Post Billpay to allow
  cash payment at any PO
• Configured Oracle Callista to accept Billpay
  payments

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What we did

• Miscellaneous Receipts
• Replaced cash machines with PC EFTPOS in
  libraries labs
• Enhanced IPAY to allow choice of payment methods,
  including Billpay
• Put everything on IPAY

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IPAY Internet Payments

• Shopping Cart structure
• Add one or more products
• Provide contact details
• Elect to pay now or later
• Receive tax invoice on-line
• Receive E-mail confirmation
• Back office Reporting, GL, Tax BAS

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Pay now - Credit Card

• After completing order details customer card
  details are submitted to eWay for transaction
  approval
• No card details stored by UWS
• eway sends confirmation email to both UWS and
  customer

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Pay Later Options

• POST Billpay
• Eftpos, Cheque and Cash over the counter at any
  Post Office
• Phone or internet from a bank a/c
• Cheque by mail
• BPAY
• Phone or internet from a bank a/c

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Typical Uses

• Graduation charges
• Parking stickers
• Conferences
• Student tours
• Books CDs
• Payment of fees
• Accommodation
• Library fines, review of grade, ID card

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Pay Later Option
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Residual issues

• Five departments could not live without their
  petty cash
• Established cheque cashing agreement with UWS
  Connect
• Completeness of Revenue test
• See Ray