How to setup UFSM

Universal Free School Meals (UFSM) is set up for each school at national or local government values during implementation.

INFO

For more information on what UFSM is, see article Universal Free School Meals (UFSM)

Schools should check the settings that have been applied to their site to ensure they are correct.  Any changes required can be made using the information below.

UFSM setup

Depending on your solution, there may be several systems that need to be considered when setting up UFSM.  For through schools (those that deal with all year groups), more than one solution may be required.

Cashless till integrations

All configuration is managed by the till system and any changes will need to be made within the till system itself.  Meals that are sent into ParentPay for payment will be sent with a zero (£0.00) value for qualifying children.

Please contact your cashless till provider for guidance on how this is set up or altered.

Cypad Meal Manager

The UFSM configuration is managed directly from within the meal application.  After setting it up, all meals that meat the allowance requirements are automatically processed within ParentPay at zero (£0.00) cost.

Full details on how to set up this solution can be found in article https://support.parentpaygroup.com/hc/en-gb/sections/6215402601489-FAQs.

All other customers

How to change the default price

To change the allowance value you should contact the ParentPay support team with the new value you wish to set your UFSM value to.  You will need to be a ParentPay manager or Group manager with overall access at the school to be able to authorise this request.

IMPORTANT

Changing the default UFSM value for your school will not change the fund provided by the government.  Any shortfall in the cost of the meal minus the allowance provided will need to be covered by the school.

How to change the effective year groups

Welsh schools only

This option is only available to school in Wales.

Schools outside of the Welsh region have nationally defined year group allocations that are automatically configured within your site. It is not possible for non-Welsh schools to manually over-ride them.

To change the year groups that receive the allowance

  1. Navigate to Attendance, Meals & Events > Settings.
  2. From the side menu, select UPFSM allowance.
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  3. For each year that is to receive the allowance tick the Turn on UPFSM checkbox and enter the Start date as per the image above (this must be a date in the future).
  4. Select Save.

NOTE

While Nursery year groups are enabled, pupils need to attend for the whole day to qualify for the allowance, and need to be individually configured. This is covered in the section below.

How to enable a pupil to qualify for the nursery year group UPFSM allowance

Welsh schools only

This option is only available to school in Wales.

Nursery pupils must be individually enabled to qualify for the nursery year group allowance. This is due to the Welsh requirement that they must attend for a full day session to qualify. Each pupil is allocated a pattern that defines the days they attend their nursery for whole days.

To enable the allowance for each qualifying nursery pupil:

  1. Navigate to People > Pupils and Staff.
  2. Use the selection criteria to find the appropriate pupil.
  3. In the Nursery enrollment pattern section, tick the days that the pupil attends for the whole day.
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  4. Select Save.

How to manage exceptions

Welsh schools only

This option is only available to school in Wales.

Once UPFSM entitlement has been placed for a year group, you may find some pupils are not entitled or choose to opt-out of the entitlement. 

To make changes to an individual child's entitlement:

  1. Navigate to People > Pupils and Staff.
  2. Use the selection criteria to find the appropriate pupil.
  3. Select Edit UPFSM entitlement.
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  4.  Tick the Exclude from UPFSM checkbox.
    Entitlement_opt_out_screen_2.png
  5. Select Save.