TIPWeb Payments

THE FOLLOWING SCREENSHOTS WERE TAKEN FROM THE GCCISD TIPWEB TRAINING SITE TO KEEP STUDENT DATA CONFIDENTIAL.

Below are instructions on how to receive payments and issue refunds for students in the inventory system. Click on each picture to view the full screenshot.

• Charges should be mainly issued by the CTS, Office Staff has the ability to add/edit charges
  
• Students who have turned in items they were charged for and have not made a payment can have their charge voided by the CTS and/or Office Staff
  
• All payments should be received by the front office staff or someone that has been trained in taking money for the campus.

Once you login to TipWeb you will see your site information. From the menu at the top of the screen select Students.

• Search for the student by typing their ID number in the white box under Student ID.
• Click Enter to view Student Profile.
• Select the Charges tab.
• To the far right under Actions, select New Charge Payment. (Stack of green money)

Once you select New Charge Payment a window will open.

• Enter the amount that is being paid with payments note stating if they paid with cash or check. (Include check # - All checks should have DL# of the person issuing the check)
• Check the Satisfied box if the amount being paid equals the total amount due
• Click the green Save button.

Be sure to print a receipt after recording the payment information. One copy to send home with the student and one copy for the campus deposit record. See instructions at the bottom.

If a student cannot pay the payment in full, they can make payments towards their charge. These charges can be paid of over any time span. All charges will follow the student throughout their time with GCCISD and will need to be paid off by the time they graduate.

Once you select New Charge Payment a window will open.

• Enter the amount that is being paid with payments note stating if they paid with cash or check. (Include check # - All checks should have DL# of the person issuing the check)
• Since the amount being paid does not equal the amount due, we will NOT check the satisfied box
• Click the green Save button
• Repeat this process each time a payment is made until the charge has been paid in full

Be sure to print a receipt after recording the payment information each time. One copy to send home with the student and one copy for the campus deposit record. See instructions at the bottom.

This is done on a case-by-case base. If a student/family cannot afford to pay the charge issued, a CAMPUS ADMINISTRATOR can adjust the charge fee amount. The campus will oversee making this decision, not the Technology Dept. The CTS and/or Office staff have ability to add notes to edit adjusted charge price once approved by a campus administrator.

Campus Administrators include: Principal, AP, SSA, Counselor, and CSSS.

This is a two step process.

Once you search the student that needs the charge adjusted.

• Click the green Edit Accessed Charge pencil
• In the Charge Notes section, enter the date of the change, which administrator approved the adjustment, the new charge amount, and your initials
• Click the green Save button

Be sure to print a receipt after recording the charge adjustment. Send the new charge receipt home with the student. See instructions at the bottom.

Once you select New Charge Payment a window will open.

Notice, the Charge Notes have the notes for the adjustment.

• Enter the amount that is being paid with payments note stating if they paid with cash or check. (Include check # - All checks should have DL# of the person issuing the check)
• If the amount being paid does not equal the adjusted amount, we will NOT check the satisfied box
• If the amount being paid does equal the adjusted amount, check the satisfied box
• Click the green Save button
• Repeat this process each time a payment is made until the charge has been paid in full

Be sure to print a receipt after recording the payment information each time. One copy to send home with the student and one copy for the campus deposit record. See instructions at the bottom.

This is only done if the CTS is not available to issue the charge in TIPWeb for some reason. If a student were to come to the front office to pay a charge that is not listed in TIPWeb, please accept the payment and either follow the steps below to issue the charge and satisfy the payment at the same time OR issue a written receipt to the student and IMMEDIATELY email the CTS or any inventory admin to issue the charge in TIPWeb so you can then enter the payment information.

• Search for the student in TIPWeb
• On the Inventory tab
• Click the gold Access Charge coin under the Actions section next to the associated tag
• Choose the Charge Type
• In the Charge Notes section, enter the date of the change, details of the charge (ex. if the device is broken and where, who is reporting the device is lost or stolen, location of where the device was returned), and your initials
• Enter the amount that is being paid with payments note stating if they paid with cash or check. (Include check # - All checks should have DL# of the person issuing the check)
• If the amount being paid does not equal the adjusted amount, we will NOT check the satisfied box
• If the amount being paid does equal the adjusted amount, check the satisfied box
• Click the green Save button

Email the CTS or Inventory Admins to make the appropriate changes in TIPWeb if needed.

Be sure to print a receipt after recording the payment information each time. One copy to send home with the student and one copy for the campus deposit record. See instructions at the bottom.

If a student has found the item they were charged for and have satisfied the payment, they can be issued a refund.

• Search for the student by typing their ID number in the white box under Student ID
  
• Click Enter to view Student Profile.
  
• Select the Charges tab.
  
• To the far right under Actions, select Refund. (Stack of green money with red arrow)
  

Once you select Refund a window will open.

• Enter the amount that is being refunded
• In Payment Notes, enter the days date and that a refund will be issued through Non-Employee Reimbursement in TEAMS. Campus Secretary/Bookkeeper will contact you to see how refund should be received.
• Download a copy of the receipt and send it to your campus secretary/bookkeeper so they can then process the refund in TEAMS. They will need a copy of the receipt to upload to process the refund.

Be sure to print a receipt for the student after recording the payment information. See instructions at the bottom.

Once you have received a payment or issued a refund. Print a Receipt under the actions section for the student keep for their records.

See below for different examples of receipts.

If a student has multiple unpaid charges, you can print a Full Charges Receipt by selecting the Full Charges Receipt Charge report above the action section.

Since payments are made separately, you will need to print payment receipts individually.

Primary Contact: Vanessa Arredondo ext. 73338

Secondary Contact: DeeAnne Fagala ext. 73367

Email: helpdesk@gccisd.net
Website: www.gccisd.net/tms
Location: 5950 North Main Street, Baytown, TX, USA
Phone: (281) 420-4633