Documents your school needs for a payment gateway

Use this checklist to prepare the documents for the body that runs your school before applying for a payment gateway. KYC means the gateway's identity and organisation checks. Keep your trust deed or registration papers, bank proof and board affiliation certificate together. The gateway checks the application and decides which documents it needs.

Before you start#

• Confirm whether the school is run by a trust, society, company or government body.
• Choose the authorised signatory who will complete the application and any video KYC.
• Use the legal name of the body that runs the school consistently across the application, PAN and bank proof.
• Read Choose a payment gateway if you have not chosen one yet.

Prepare the application#

1. Collect the documents under Every school below.
2. Add the registration papers for the body that runs your school.
3. Add the education proof and ask the gateway to consider its education category.
4. Check the school's public website and policy pages.
5. Compare your folder with the gateway's own current list, then submit through the gateway's application process.

Every school#

• Organisation PAN: the PAN of the trust, society or company that runs the school, not the principal's personal PAN.
• Bank proof: a cancelled cheque or recent bank statement in that body's own name. Fee settlements must go to that body's bank account.
• Authorised signatory's identity: PAN and Aadhaar, voter ID or passport, as the gateway requests.
• Signatory authorisation: a managing-committee or board resolution, or a Power of Attorney, showing who may act for the school.
• Beneficial-owner declaration: details of the trustees, members or directors, with PAN and Aadhaar as requested. The gateway decides the applicable ownership or share threshold.
• School address proof: the document the gateway accepts for the school's address.
• GST certificate: include it only if the body is registered for GST.
• Video KYC: keep the authorised signatory available to complete it when the gateway asks.

Papers for the body that runs the school#

Education proof and affiliation#

Provide the school's board affiliation certificate from CBSE, CISCE or the state board. For a state-board school, keep the state recognition letter ready. Colleges should keep the applicable UGC or AICTE recognition or approval ready.

Ask the gateway to consider this proof for its education-category pricing. Pricing is agreed with the gateway and is not set by JPRAXC. Submitting education proof does not guarantee approval or particular terms.

Check the school's website#

Gateways check for a public page with the school's fees and contact information, along with Terms, Privacy, and Refund/Cancellation policies. The wording should describe the school's own collection and refund arrangements.

For a JPRAXC school website, follow Update your website to provide approved content for these public pages. Web+ERP Cloud explains how the school website and ERP work together.

The Parent portal provides enrolled families with their fee details and online payment journey; see What parents see when they pay online. Keep the public information and policy pages available for the gateway's review as well; a sign-in-only fee screen does not replace them.

Each gateway's own list#

Each gateway may ask for additional documents and has the final say on its requirements and approval. Check its current list before applying. These links open in a new tab.

• Razorpay: Business types and KYC documents (opens in a new tab).
• Cashfree: Onboarding FAQs (opens in a new tab) and Documents required for a payment gateway in India (opens in a new tab).
• PhonePe: Payment gateway registration guide (opens in a new tab) and Merchant Profiling Guidelines (opens in a new tab).
• Easebuzz: visit Easebuzz (opens in a new tab) and ask Easebuzz support or your Easebuzz contact for the current list.

Printable checklist#

Use your browser's Print command to print this page. Tick each box when the document is ready. Mark items that do not apply to your school before checking the final list with the gateway.

• ☐ Legal name and type of the body that runs the school confirmed.
• ☐ Organisation PAN ready.
• ☐ Cancelled cheque or recent statement in that body's own name ready.
• ☐ Authorised signatory's PAN and requested identity proof ready.
• ☐ Managing-committee or board resolution, or Power of Attorney, ready.
• ☐ Beneficial-owner declaration and requested trustee, member or director identity documents ready.
• ☐ School address proof ready.
• ☐ GST certificate ready, if registered.
• ☐ Trust deed and registration certificate; requested 12A/80G or 10AC, if applicable.
• ☐ Society registration certificate, bye-laws and members' list, if applicable.
• ☐ Company incorporation certificate, MOA and AOA, if applicable.
• ☐ Government gazette notification and Power of Attorney, if applicable.
• ☐ Board affiliation or state recognition proof; UGC or AICTE proof for a college, as applicable.
• ☐ Public fee/contact page and Terms, Privacy and Refund/Cancellation pages checked.
• ☐ Authorised signatory available for video KYC.
• ☐ Gateway's current list checked and any additional documents collected.

Good to know#

• Keep a copy of what the school submits and the gateway's response.
• The school remains the merchant, whether it connects its own account directly or uses the supported through-JPRAXC arrangement. See Your own account or through JPRAXC.
• After the gateway approves the account, follow Set up a gateway in Payment Configuration.

Troubleshooting#