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I think I have figured out how I would like to handle this (I don't give away free "oops" passes, for the record). I'm asking for others opinions on how they would handle this.
I send home a tuition reminder on Wednesday the week before it is due. Tuition payments are due BY Monday.
I also post a "TUITION IS DUE!" reminder poster above the sign-in/sign-out board on Monday.
I have one parent that asked when I first opened if I would text her to remind her as well. I said yes (I do not say yes to requests such as this any longer).
This family had a note sent home Wednesday, saw the sign at sign-in Monday, and had a text sent on Monday as well. The Dad does not write checks (for whatever reason), so the Mom has always brought it at pick-up.
Come pick-up time, they are late and leave the late payment where the checks are typically left. I didn't realize a check wasn't there.
This Preschooler is here 3 days a week with an additional day on occasion. Mom liked to "rollover" the credit if it was unused so I've been doing so.
Yesterday was Tuesday. I sent out a text (the preferred method of communication).
Me: "Your account is currently overdue by $220 ($200 tuition + $20 late fee). I set up the option for tuition payments to be made online should you so desire. E-mails went out today with further instructions. Payment must be made before further care is provided. Thank you for your understanding in this matter!"
DCM: "___ only went mon-wed-fri last week rght?"
DCM: "I thought payment was due every 2 weeks? I just paid last monday, didnt i? She still has a credit on her account, doesnt she?"
Me: "It is bi-weekly. Your last payment was for April 2-April 13 (the first two weeks of April). She has two extra day credits that are unused and they are documented on the invoice for $220.
"
DCM: "Ok... i see i thought i wrote a check last monday"
Me: "Time really flies! It always amazes me!"
DCM: "Theres still a late fee even though theres a credit on her account? I can bring a check by today. DCD did pikup/dropoff and he doesnt write checks."
Me: "I can apply the credit if you would like me to? If she brings it in the AM it is perfectly fine."
DCM: "Thatd be great!"
DCM: "Apply the credit to the late fee? Im sorry i get confused sometimes
"
DCM: "I can bring it anytime."
Me: "Yes, I can apply $20 of one of the $30 credits if you'd like me to? Tomorrow morning would be great!"
DCM: "DCD said nothing was said when he pikdup/dropdoff yesterday. Any daycare weve ever gone to, we wouldve had to pay before they watched her. I would expect that if her account was at zero balance, you wouldnt have accepted her to stay or wouldve at least mentioned something to DCD. But since she had a credit, you went ahead and accepted her. I can understand how it could be an inconvenience. I dont mind paying biweekly which is not normal for a daycare, but id like to keep it realistic with the fees. If theres any way you could waive it just this one time, since we are now on the same page, that would be very helpful and i can assure you from now on regardless of credit on her account, we pay every other monday...."
Me: "It's my mistake that I accepted her into care on Monday. I do understand life can get hectic. Some parents choose to pay every 4 weeks to lessen the chance of forgetting. However, I send home a notice the week before tuition is due, a notice is posted above the sign-in/sign-out sheet on the due date, and I sent a text reminder per your request."
I printed a receipt saying payment was received because a check for $200 was dropped off with the Preschooler this morning. However, that does not include my late fee. So, I deducted my late fee from her $30 credit and will be giving them the receipt and $10 cash back this evening.
I send home a tuition reminder on Wednesday the week before it is due. Tuition payments are due BY Monday.
I also post a "TUITION IS DUE!" reminder poster above the sign-in/sign-out board on Monday.
I have one parent that asked when I first opened if I would text her to remind her as well. I said yes (I do not say yes to requests such as this any longer).
This family had a note sent home Wednesday, saw the sign at sign-in Monday, and had a text sent on Monday as well. The Dad does not write checks (for whatever reason), so the Mom has always brought it at pick-up.
Come pick-up time, they are late and leave the late payment where the checks are typically left. I didn't realize a check wasn't there.
This Preschooler is here 3 days a week with an additional day on occasion. Mom liked to "rollover" the credit if it was unused so I've been doing so.
Yesterday was Tuesday. I sent out a text (the preferred method of communication).
Me: "Your account is currently overdue by $220 ($200 tuition + $20 late fee). I set up the option for tuition payments to be made online should you so desire. E-mails went out today with further instructions. Payment must be made before further care is provided. Thank you for your understanding in this matter!"
DCM: "___ only went mon-wed-fri last week rght?"
DCM: "I thought payment was due every 2 weeks? I just paid last monday, didnt i? She still has a credit on her account, doesnt she?"
Me: "It is bi-weekly. Your last payment was for April 2-April 13 (the first two weeks of April). She has two extra day credits that are unused and they are documented on the invoice for $220.
"DCM: "Ok... i see i thought i wrote a check last monday"
Me: "Time really flies! It always amazes me!
"DCM: "Theres still a late fee even though theres a credit on her account? I can bring a check by today. DCD did pikup/dropoff and he doesnt write checks."
Me: "I can apply the credit if you would like me to? If she brings it in the AM it is perfectly fine."
DCM: "Thatd be great!"
DCM: "Apply the credit to the late fee? Im sorry i get confused sometimes
"DCM: "I can bring it anytime."
Me: "Yes, I can apply $20 of one of the $30 credits if you'd like me to? Tomorrow morning would be great!"
DCM: "DCD said nothing was said when he pikdup/dropdoff yesterday. Any daycare weve ever gone to, we wouldve had to pay before they watched her. I would expect that if her account was at zero balance, you wouldnt have accepted her to stay or wouldve at least mentioned something to DCD. But since she had a credit, you went ahead and accepted her. I can understand how it could be an inconvenience. I dont mind paying biweekly which is not normal for a daycare, but id like to keep it realistic with the fees. If theres any way you could waive it just this one time, since we are now on the same page, that would be very helpful and i can assure you from now on regardless of credit on her account, we pay every other monday...."
Me: "It's my mistake that I accepted her into care on Monday. I do understand life can get hectic. Some parents choose to pay every 4 weeks to lessen the chance of forgetting. However, I send home a notice the week before tuition is due, a notice is posted above the sign-in/sign-out sheet on the due date, and I sent a text reminder per your request."
I printed a receipt saying payment was received because a check for $200 was dropped off with the Preschooler this morning. However, that does not include my late fee. So, I deducted my late fee from her $30 credit and will be giving them the receipt and $10 cash back this evening.
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