30. Charging

Policy and Procedure No.30

Charging Policy

Millfield Pre-school (MPS) is committed to ensuring that all children receive provision that is both appropriate and of the highest quality. Our ethos is to enable all children to fulfil their potential and thrive in their early years.
Government funding is intended to cover the cost to deliver 15 or 30 hours a week of free, high quality, flexible childcare only. It is not intended to cover the cost of meals, consumables, additional hours, or additional services.

a. Children are accepted into MPS from the age of 2 years old only.

b. The following fees apply when families claim a funded entitlement as part of childcare arrangement –

Additional hours

The current session rates are £25/£20 per session (from Sept 2024)

£5.00 per lunch session

£50/£40 for all day including lunch.

There are no charges for meals or snacks. Families must provide a packed lunch for their child attending during lunch.

c. Government funding (funded entitlement places) is available for eligible 2 year olds and all 3 and 4 year olds. 30 hours free childcare provision per week is available to those families who are eligible.

d. The number of sessions available will vary according to the age and stage of children and to maintain staff ratios in accordance with Ofsted standards and regulations.

e. We welcome all families to MPS.

f. All information can be made available in another language upon request.

2 year olds who are eligible for Government funding may receive up 30 hours of childcare provision per week (please speak to your provider).

Children who attend the term after their 3^rd birthday are funded by the Government and are entitled to 15/30 hours of free childcare provision per week. If all funding allowance is allocated to another group or provider, then fees will be charged at a rate of £20.00 per session. You will be sent a letter explaining when your fees are due. You will be asked to complete funding claim forms either prior to the start of term, or during the first 2 weeks of the term.

All Day sessions are charged at £50/40 per day and this includes lunch cover. An All Day session can be as part of a child’s 5 weekly funded sessions (2 x 3 hr sessions), however lunch cover will still be payable.
Regular and ad hoc lunch sessions are available (numbers permitting) at a cost of £5.00 per session. Ad hoc lunches are payable on the day.
Charges for additional services such as trips will be agreed in advanced with families.
The funded entitlements will be delivered consistently so that all children accessing any of the entitlements will receive the same quality and access to provision, regardless of whether they opt to pay for additional hours.
No deposit or registration fee is charged to secure your child’s place.
The entitlement is offered free. Parents/Carers will not be charged a “top-up” fee to recoup the difference between the amount received from the Local Authority and the current hourly rate.
All families will be issued an invoice half termly unless the balance equals zero. The payment term is within four weeks.

The invoice will be itemised to provide clear and transparent information concerning the charges as agreed in the childcare contract. It will allow parents/carers to see that the entitlement is received completely free of charge and understand additional fees that have been applied.

Unpaid fees

Invoices will be issued to parents/carers who request regular sessions which are to be paid for i.e. sessions that are not funded (e.g.lunch sessions). Such sessions require advance payment in full to secure the child’s place. In the event of non attendance at pre-school (with the exception of hospitalisation) payment of fees as agreed with the Lead Practitioner/Manager are still required to be paid in full e.g. holidays/sickness.
Invoices will require payment on or by the deadline date stated on the invoice. The invoice will, where possible, be issued 3-4 weeks in advance of the deadline date to give parents/carers sufficient notice of the amount and when it is due.
Should there be any queries with the invoice parents/carers must speak to Lead Practitioner/Manager before their payment is due.
If the deadline date to pay an invoice has passed and payment has NOT been received, a reminder letter will be given to parents/carers to pay within 7 days of date of reminder.
If payment is not received within 7 days of the reminder letter, the matter will be passed to the Treasurer to deal with.
If payment is still outstanding after Paragraph 5 above, the Committee reserves the right to inform parents/carers that they will not be permitted to leave their child at MPS for any sessions requiring payment. These sessions will then be offered to those on the waiting list. Government funded sessions are not affected.
Once outstanding payment is received further sessions can be allocated if vacancies permit.
Should additional childcare be requested part way through and for the rest of the half term, a separate invoice will be raised accordingly with a request for payment within 7 days. Any previous unpaid invoice remains separate and is to be paid subject to its contents. Paragraphs 1, 3-7 and 10 still apply.
Where an invoice has been issued and unpaid and a request to reduce childcare is received part way through the half term, childcare already undertaken will be subject to a new invoice with a request for payment within 7 days. Paragraphs 1, 3-6 and 10 still apply.
In exceptional circumstances Senior Staff and Committee will consider individual personal requirements regarding payment. To do this parents/carers must make contact with either Senior Staff or the Chairperson before the payment date to reach a suitable solution. Any solution reached between MPS and the parents/carers will be in the form of a declaration signed by both parties. Any consistent non-adherence to the agreement will be passed to the Committee to discuss and, if it deems fit, cancel the agreement.

If your fees are not paid by the due date on the issued invoice, you may lose your place.

Signed: Clara Hall- Chairperson

Signed: Tegan Kidman- Lead Practitioner/Manager.

Amended: 4^th February 2026

Review: 4^th February 2027