Fees, Payments and Non-Payment Policy

1. Purpose
This policy outlines the expectations for payment of fees and charges at Beavers Lodge
Playgroup. It ensures clarity, fairness and sustainability of the provision, while
maintaining compliance with statutory guidance and safeguarding the quality of care
and education provided.

2. Legal Framework
This policy is informed by:
 Childcare Act 2006
 Childcare Act 2016
 Early Education and Childcare Statutory Guidance
Government guidance states that:
 Funded hours must be provided completely free of charge
 Providers may charge for additional hours, meals, consumables and
optional services (GOV.UK)
 These additional services are separate from funded entitlement and subject
to the provider’s own terms and conditions (GOV.UK)

3. Payment Expectations
 All fees for:
o additional hours
o late collection charges
o extra sessions (e.g. Forest School, Physical Literacy)
o lunch time sessions
o extracurricular activities

must be paid in advance or upon invoice issue.
 Beavers Lodge Playgroup operates a strict advance payment policy.
 Deferred payments or outstanding balances are not permitted.
 All invoices issued by the playgroup must be cleared within the stated
timeframe.

4. Non-Payment of Fees
If payments are not made as required:
 A reminder will be issued to parents/carers
 If payment remains outstanding, a final notice will be given
 Continued non-payment will result in:
Withdrawal of Place
 The playgroup reserves the right to withdraw the child’s place if:
o fees are not paid in advance
o invoices remain unpaid
o repeated late payments occur

This decision is made to ensure the financial sustainability of the setting and
fairness to all families.

5. Funded Hours and Additional Charges
 Funded hours (15/30 hours) remain free of charge at all times
 Charges apply only to:
o additional hours
o meals and consumables
o optional activities

Parents are provided with itemised invoices, clearly separating:
 free entitlement
 additional paid services
(as required by statutory guidance) (GOV.UK)

6. Exceptional Circumstances
In exceptional cases, parents may discuss concerns with the Manager. Any discretion
will be:
 time-limited
 agreed in writing
 not treated as a standard arrangement

7. Safeguarding and Fairness
This policy supports:
 transparency and fairness for all families
 sustainability of a high-quality early years provision
 compliance with statutory requirements
Failure to maintain consistent fee collection may impact the setting’s ability to provide
quality care, staffing and resources.

8. Monitoring and Review
This policy will be reviewed annually or earlier if there are changes in legislation or local
authority guidance.

Conclusion
Beavers Lodge Playgroup is committed to supporting families while maintaining clear,
fair and consistent financial practices. Prompt payment ensures we can continue
delivering high-quality care and education for all children.