This fees policy forms part of the contract with the parent/carers and Earlybirds

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1 Fees and Debt Policy This fees policy forms part of the contract with the parent/carers and Earlybirds Earlybirds is a registered charity run by a committee of parents. Earlybirds operates a service which is fair and competitively priced. We aim to offer a high quality, safe and stimulating environment that provides a service that is good value for money. We are open 9am 3.30pm Monday to Friday, term time only. Session cost and times Morning session = Morning & Lunch = Lunch & afternoon = Afternoon session = All day session = We do not charge for bank holidays or inset days during the term. These will be blocked off of the invoices. We invoice on a termly basis and the invoice will show the days and sessions the child attends over the term with any inset days, bank holidays and half terms blocked out. The invoice will show the total amount of Early Years Entitlement allowance and any hours over will be shown by hours chargeable for the term. This also applies to any non-grant invoicing. The EYE (and if applicable funding for 2 year olds) can be accessed at Earlybirds by a variety of combinations of sessions. Fees are payable when children are on holiday or absent due to sickness but are not payable if the child is absent due to long term sickness. If Earlybirds has to close in an emergency due to circumstances beyond their control for example, extreme weather then parents will be charged.

2 A retainer fee of 10 is required to secure a child s place if booked in advance of them starting. This fee is then refunded via their first invoice. The booking fee is not required for those children accessing only EYE and 2 year funding. Invoices are given to the parents by hand by the administrator; they are given out in the first two weeks of term. The invoice is calculated by any hours over their Early Years Allowance, or by their total hours if a non-grant invoice and charged at a rate of 3.80 per hour. A parent can change hours verbally, by writing or to either Suzie Bethell, administrator or Dawn Drake-Brockman, Manager and an allocation form will need to be completed and signed to confirm the changes. No notice is required to reduce hours, (this does not include a total reduction or cancellation of sessions, please see below for cancellation notice period) and no notice is required for additional hours or to swap hours to a different day, but this is subject to availability and their allocation form will be required to be signed and dated to confirm the changes. Late collection charges Children need to be collected promptly at the end of sessions to ensure we maintain ratios, and at the end of the day to allow staff sufficient time to carry out their duties required. We understand occasionally parents can be held up, but if parents are routinely late collecting their children then the late collection charges below will apply. Collection Times First 15 minutes late charge Between 15 and 30 minutes late am pm pm

3 Early Years Entitlement and Funding for 2year olds The Early Years Entitlement is a part-time place for each eligible child. Somerset County Council will fund part-time Early Years Entitlement places for three and four year olds starting from the funding period (the term) after the child s third birthday. Families with 2 year old children who meet the criteria (Please see or call ) can apply for funding for 2 year olds. If your child qualifies for Funding for 2 year olds, then the funding will be available from the date stated on your acceptance letter. If your child is born between: The Entitlement can be claimed from: 1 st April 31 st August 1 st September following their third birthday 1 st September 31 st December 1 st January following their third birthday 1 st January 31 st March 1 st April following their third birthday The Early Years Entitlement gives your child a maximum of 570 hours each year. The maximum entitlement that can be claimed is 15hours per week. The minimum that can be claimed per day is 2.5 hours. After the first 2.5 hours the Early Years Entitlement can be claimed for part hours in intervals of 15 minutes. The maximum that can be claimed per day is 10hours.

4 Earlybirds is open for 39 weeks of the year, so if a parent chooses to use over the maximum 15 hours a week entitlement there will be some fees charged relating to those hours per week not funded by the EYE. Earlybirds does not charge any additional costs other than hours/weeks that exceed the EYE. Earlybirds calculates the Early Years Entitlement (EYE) by dividing the allowance over the three terms: 210 hours for the Autumn term - September to December 165 hours for the Spring term - January to March 195 hours for the Summer term April to July Example: Sam attends Tuesday all day (6.5hrs), Wednesday AM + L (3.75hrs) Friday all day (6.5hrs) hours per week. Sam can claim 15 hours for each week he attends leaving 1.75hrs each week to be charged at This will be shown for each week through the term reducing any hours if any day s Sam attends is an inset day or bank holiday. The total EYE hours for the term will then be claimed and any hours over the EYE will be charged at a rate of 3.80ph. Children can also use their allowance with two providers. To claim the EYE the following information is needed: Child s legal documentation birth certificate, passport (on registration a copy needs to be sent to Entitlements Team) Child Registration form signed by the parent/carer. Please note it is the parent/carers responsibility to produce the legal documentation and if it is not produced Earlybirds will charge parents the hourly fee for 3.80 for the attended sessions as the EYE cannot be claimed without it. However, children who turn 4 during the Autumn term will then receive 380hrs to take them through to the end of the year, and children who turn 4 during the Spring term will receive hrs to take them through the end of the year.

5 To claim the funding for 2 year olds the following information is needed: Child s legal documentation birth certificate, passport (on registration a copy needs to be sent to Entitlements Team) Child Registration Form signed by the parent/carer Copy of the letter sent from County awarding 2yr funding Monitoring Payments in Arrears All parents/carers receive an invoice at the beginning of each term for fees incurred for the term ahead. All parents/carers have the opportunity to either pay the amount in full, pay in two equal instalments or an instalment plan is arranged, divided over the number of weeks pending. If paying in full then the amount owed is due by the first instalment date on the invoice. If paying by instalments, the instalments are due by the Friday of each week. Failure to pay an instalment on time will result in a reminder letter being sent the following Monday. Failure to pay the overdue instalments prior to the date of the next instalment will result in a final reminder being sent. Failure to pay or contact re non-payment following the final reminder letter within one week, will result in the immediate loss of the child s space. Instalments must be paid on time. If paying by two equal instalments the first instalment is due within 2 weeks following the date of the issued bill. If the first instalment is not paid on time, a reminder letter is then issued. Failure to pay or make contact with the administrator re payment arrangements within one week of that issue will result in the issue of a final reminder notice. If no contact or repayment is made within one week, your child s session space will be withdrawn with immediate effect. Similarly failure to pay the second instalment within two weeks of the second half of the term will result in a reminder letter instructing payment within one week. Failure to pay after this date will result in a final reminder notice and if no payment is received within one week of that notice your child s session space will be withdrawn with immediate effect. Parents/carers who are experiencing difficulties in paying their child s fees are strongly advised to contact the preschool as soon as possible to ensure a suitable payment option is made available.

6 A meeting to set up debt recovery will be arranged within a week of the outstanding invoice. A payment plan will be agreed which will state the amount, what this covers ( i.e. Debt and weekly fees), time scale, dates of payment and also include a default procedure of what will happen if payment is missed. The payment plan is signed by both parties and a copy given to the parent. If a parent defaults on the payment plan, one more date will be set for the missed payment and if this is not met the child s hours will be reduced to the EYE hours only until the debt is cleared, if the debt is not cleared by the end of term then the child s place will be withdrawn. The preschool will seek legal advice re debt recovery and parents would be written to, so as to keep them informed of the outcome and process. Other Entitlements which may be available Working Tax Credits: If you receive Working Tax Credit you may be able to get help towards the cost of childcare. For further details contact the tax credits helpline on or visit HM revenue and Customs (HMRC) website Childcare vouchers: Earlybirds accepts childcare vouchers, the parent is required to register Earlybirds with the voucher company that their employer uses and give details of how much the payments are, frequency and dates of payments. The company then send Earlybirds the remittance details.

7 Termination of the contract: Earlybirds require written notice 4 weeks prior to the date of termination of a child s place. If this is not received then 4 weeks fees will be charged and EYE for the four weeks will be claimed. Notice should be given in writing to Suzie Bethell or Dawn Drake-Brockman. Earlybirds would give no notice for termination of a place if it was due to unsuitable behaviour of parents or non-payment of fees following the non-payment procedure, at all other times 4 weeks notice will be given. The fees are reviewed annually in April so that the fees cover the running costs of the setting enabling us to continue to provide quality care. A term s notice is given of any fees increase and parents are informed in a specific letter about an increase in fees. If changes are made to any policies which impact on parents then 1 months notice of the changes are given in writing to the parents. Parent s sign two copies of the invoice detailing the changes, one copy is given to the parent the other is retained by Earlybirds. This policy was adopted by Earlybirds on 1 st October 2015 and will be reviewed annually. Signed. Dawn Drake-Brockman Manager Signed..Lea Mazi Thomas