Payment of Fees Policy

Policy Statement

It is the intention of Play Inclusion Project to make accessing all the activities we offer fair to all children and their families. The Charity Manager will do her utmost to keep fees to a minimum through sourcing various funding streams throughout the year.

Fees are charged per session and the amount to be paid is set by the Trustees and Charity Manager and reviewed annually.

Information regarding which sessions a child/young person is booked on/attends is kept up to date by the Area Managers.

Payment of Fees

Fees are to be paid when Activity Club Coordinators have confirmed the sessions allocated to a child/young person.
An invoice will be issued by the Finance Manager following the allocation of sessions.

Fees are to be paid by BACS transfer.
Fees are charged for all sessions allocated whether the child/young person attends or not.

All payments are non-refundable (there is no exemption for sickness).
Failure to pay fees on time may result in a child/young person losing their place as sessions can only be confirmed once payment has been received.

Where payment is made by a third party such as social services an invoice will be sent with a date in which fees must be paid.

Personal Budget Payments and BACS Payments

If a personal budget/BACS payment is being used to pay for fees, an invoice will be sent with a date in which fees must be paid
Fees can then be paid directly into the charity’s bank account
Fees are charged for all sessions due to run throughout the period whether the child/young person attends or not. All payments are non-refundable (there is no exemption for sickness).

Procedure for Payments in Arrears

If fees are not paid, a letter will be sent to parents/carers, requesting payment. If parents/carers are having difficulty making the payment on time, Play Inclusion Project recommends that they contact their Activity Coordinator as soon as possible.
Where there is no explanation for repeated late payment, the Activity Coordinator will contact the parents/carers to discuss payment options. The manager may issue a formal warning to the parent or carer informing them that continued late payment will result in their child’s place at the Group/Activity Club being withdrawn.

If the fees remain unpaid after all the above options have been explored, the Group/Activity Club may have to cease inviting the child/young person to attend.

Procedure for Those Struggling to Pay Fees

If a parent/carer is unable to pay fees they must contact the Charity Manager at the earliest opportunity. Play Inclusion Project will consider requests for variation to payment terms or the wavering of fees on an individual basis.

Updated August 2022

By Joanne Barnes