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Gadsden ISD continues shift to cashless student-activity payments, finance staff outline tradeoffs
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Summary
District finance staff updated the board on two approved cashless platforms, MySchoolBucks and GoFan, sharing fees, availability, and usage rates; staff said most schools now receive a majority of activity receipts online and that cash will remain an exception.
GADSDEN INDEPENDENT SCHOOL DISTRICT — Finance staff briefed the school board on Oct. 16 about the district’s continuing move toward cashless payments for student activity funds, comparing the platforms MySchoolBucks and GoFan and reporting that 73% of activity receipts are now processed online.
The district’s finance presenter, Yolanda Rivera, told the board that MySchoolBucks and GoFan are the two approved online platforms for student activity fundraisers, including concessions and ticket sales, and that the platforms were selected after comparing proposals and implementation costs. Rivera said the district initially selected MySchoolBucks because it required no vendor implementation fee and could be managed by the finance office.
The report said fee structures differ and affect who pays: in-person card-reader payments through MySchoolBucks incur a fee the district absorbs when processed in person; GoFan’s card-reader fees are typically paid by the user. Rivera and a second presenter, identified in the meeting as Mr. Snody, showed examples: a $10 in-person payment processed through MySchoolBucks could leave the club with $9.10 after fees, while the same transaction through GoFan could be cheaper on fees but the parent would pay the convenience charge.
Why it matters: District staff said online payments reduce cash handling, security risk, and reconciliation workload at schools, while offering 24/7 reporting for sponsors and the finance office. Rivera told board members that elementary schools use the platforms most often (about 94% of receipts), middle schools 72% and high schools 59%, yielding an overall online usage rate of 73%.
Board members and the student representative raised questions about parents and students who still rely on cash. Rivera said cash will remain an exception; schools may accept cash for families unable to use the platforms, but staff encouraged broader adoption while offering training and support. The district also purchased iPads and card readers to support in-person cashless payments.
Rivera said MySchoolBucks deposits funds to the district within two business days; GoFan provides deposits on a schedule that can result in a longer delay (receipts provided the following Thursday). She also said some sponsor notifications differ between platforms and that finance continues to support schools by creating QR codes and assisting with refunds or troubleshooting.
Board members expressed interest in ways to accommodate students who carry small amounts of cash. The student representative and board members suggested that ticket punch cards or prepaid tickets be explored to avoid excluding students who bring cash. Rivera said the district will continue to provide support and training to schools and parents.
No formal policy change or vote was taken; the briefing was informational and staff asked to continue outreach and training ahead of the next finance committee meeting.
