ACCOUNTS RECEIVABLE AND FEES POLICY

Kaupapa: The Stratford Community Childcare Centre understands the importance of having clarity around the fees applicable to the service and a process in place that gives guidance if parents fail to meet their obligations.

Tikanga: The Stratford Community Childcare Centre will ensure there is a fee structure in place and that clear steps are applied if parents fail to meet their obligation under our Fee policy.

The Following Policy links to the Financial, Fraud and Payroll Policies. the regulations that guide this policy is REG. 47, ECE 2008, the licensing criteria that guide this policy is GMA 3 and this policy links the NELP priorities - Objective1, Priority 1 and Objective 2, Priority 3.

FEES:

Administration Fee:

A one-off administration fee $15.00 administration fee will be applied to each child’s account upon enrolment

Centre Fee Deals:

From time-to-time SCCC will establish individualised deals for families who access the service. If families accept SCCC deals, fees should be paid according to what is prescribed with the deal. If there are any changes to deals, families who have committed to the centre will give notice of these changes.

Families who are eligible for WINZ/ELP subsidies and/or Oranga Tamariki payments may be offered am individualised fee deal if they fit the criteria. Families who are ineligible for WINZ/ELP and/or Oranga Tamariki payments are offered the set deals being offered at the time of enrolment.

Late Pick-up Fee:

Late pickups may compromise our staff ratios and ministry regulations. Fees are charged on a ¼ hourly basis. If the parent is running late and does not let the centre know, a late fee of $15 for every 15 minutes (or part thereof) that you are late will be charged.

Our centre is only licensed between the hours of 7.30am to 5.15pm where the late fee will also apply, so it is imperative that children are picked up by 5.15pm.

‘As per Pick up and drop off for parents policy’

If a pickup runs outside the normal pick-up hours of the child or outside our operating hours the person responsible will take the following steps:

● The amount of time considered before ringing is 10 mins after the enrolled pick-up time, this is to ensure we are informed of the time a parent may come so that ratios can be planned accordingly.

● We will try to contact the Parents, guardians, whānau parents who are on the enrolment form. A phone call is the first port of call, and we will leave a message if they have not picked up. Another option is to use the centre phone and text parent.

● If unsuccessful, we will try to contact the emergency contacts and communicate with them about the need to pick up the child and will leave a message if they have not picked up.

● If both attempts are unsuccessful and we are over our operating hours, the person responsible will contact the manager where the manager will support the kaiako to follow through with the process where a phone call to the local Police station or taking the child to the local police station to wait for the parent will be required.

● If the final step is taken kaiako must follow procedures set out in HS34 (informing ministry of education)

Unpaid Fees - Bad Debt:

Due to the requirement that fees are to be paid weekly, it is envisioned that bad debts will be avoided.

The administrator or manager will ensure parents/guardians receive accounts weekly via email or notice pockets for any fees owing.

If your account becomes overdue and there has not been any response or action towards paying fees, the manager will plan a time to meet and make a payment plan or an adjustment in hours to ensure that the account does not get too high.

If no action has taken place after two weeks of an agreement being made a reminder email will be sent with the policy to remind of the steps that will be taken after all avenues have been actioned.

After this time and if no action has taken place, we will not be able to guarantee that hours required can be offered if the account is more than $500.00. Failure to pay at this point will result in the account going to debt collection

Please talk with the Center Manager as soon as possible if obligations cannot be met under this fees policy. We are more than happy to discuss any situation should they arise.

Parents who enrol tamariki at Stratford Community Childcare Centre will have up to date information on the fees charged at the centre. Parents will be well informed about any necessary changes. Parents will have a clear understanding about the consequences of not paying fees charged on time.

● On enrolment parents are required to sign the childcare fees section in the enrolments.

● Fees are charged at a ¼ hourly basis and need to be paid weekly unless prior arrangements are made with the center manager.

● Accounts must be paid in full on the last day of attendance.

● Failure to keep fees up to date may result in a child’s enrolment being forfeited and the debt being passed onto a debt collection agency, for which the parent will be responsible for any associated costs incurred. Please refer to our Accounts Receivable Policy.

● Preferred payment options as listed on enrolment form are internet banking, or cash. Payments can be made to:

Stratford Community Childcare Centre 15-3947-0182680-00

CHILDCARE FEES

I have agreed to pay the following fees:

● Fees $7.00 per hour or current deals if applicable.

● Fees $7.00 per hour for over 3-year-olds, for any hours over their 20 hours ECE (if ineligible for fee deals)

● Late fee $15.00 for every 15 minutes (or part thereof)

● One off $15.00 Administration Fee upon enrolment

If a child is absent for 21 consecutive calendar days [this includes weekends] and you still require the place, a holding fee of $7.00 per hour will be charged.

Accounts must be paid weekly.

We agree to pay the fees based on the current fee schedule

We agree to accept responsibility for any legal costs incurred in the process of collection of unpaid fees

If you are eligible for a childcare subsidy, you are responsible for the entire fee until such time we receive verification from W.I.N.Z. (Invoices are emailed or placed in pockets weekly)

Fees may be paid by: Cash, or Internet Banking to 15-3947-0182680-00