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How to Charge Late Pick Up Fees

Do some families at your child care, daycare or preschool tend to pick their children up late, after your center is officially closed? Perhaps you’ve even read the article called The Unbearable Wrongness of Being Late from ChildCareExchange.com.

You’re thinking you’d like to implement a Late Pick Up Fee but aren’t sure how to go about it. With the ProCare Attendance Tracker it’s easy to process Late Pick Up charges for all appropriate families at once.  

                  

Set Up Your Late Pick Up Fee

First, set up the fee you charge for late pick ups. A common fee is $1.00 per minute past closing time. In fact, ProCare comes with a pre-set Billing Method template for just that purpose. All you need to do is verify the closing time for your center.

  1. Begin at the main screen of Family Data & Accounting
  2. From the Functions menu (top left) choose Program Configuration, then Attendance Tracking Setup.
  3. Click the Attendance Billing Methods button (upper right).
  4. From the drop down list of Billing Method Names choose Late Pick Up.
    1. Under Amount to Charge it should say $1.00 and Per How Many Minutes should say 1. You can change these if needed for your situation.
    2. Scroll down to the Days of the Week on lines 12-18. The time should begin at your closing time like 6:00pm. The ending time could be midnight or any reasonable time during which you would want the late fee to apply like 7:00pm. For example Mon, 6:00pm, 7:00pm. 

HInt: For grace periods you can change the starting time (for example to 6:05pm) or enter the number of minutes grace on line 3 of the formula. By changing the start time NO FEE will be calculated until the next minute – so at 6:06 the parent would be charged for just 1 minute. If you use the built in grace period then all accumulated charges will be billed on the 6th minute, in this case $6.00.

Assign the Late Pick Up method to All Families

Next you’ll assign the Late Pickup method to all families, so they will be charged if they ever check their children out late. 

  1. Begin with the first family and click the Billing button (bottom of screen).
  2. At the Family Billing Box screen click the Billing Method button (upper left)
  3. Add a new line for each child with the method named Late Pick Up.
  4. Proceed to the next family. Hint – Click the Blue Down Arrow

Process Charges with Auto Billing

Now, once a week (or whenever you normally process billing) any families who check out after the closing time you specified will be charged an additional amount. You are probably already doing this part. There is nothing additional to do – just run automatic billing as normal. 

  1. Begin at the main screen of Family Data & Accounting
  2. From the Functions menu choose Automatic Billing then click Billing Method.
  3. Enter the Post Date (like Monday) you want the charge to appear on each family’s account. Select a Starting and Ending Date (like Last Week). Mark All billing methods or just the Late Pick Up method if that is all you want to do right now. Then click Start. Each family will be charged the appropriate amount. 

Collect Fees Automatically

With the Tuition Express Payment Processing Service all fees; including tuition, late pick ups, etc.; are automatically debited from parent bank accounts or charged to a credit card. Collecting fees couldn’t be easier!

Need More Help?

If you need more help setting this up or have questions about how to charge other types of fees give the ProCare Tech Support Team a ring and we’ll get you pointed in the right direction. 

Until next time, cheers! 

-Phil 

If you have questions or comments about this article (or suggestions for another article) I’d be pleased to hear from you. Drop me at note at phil@procaresoftware.com.

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2 Responses to How to Charge Late Pick Up Fees

  • More of a question…..

    I need to bill late pick ups according to contracted time, not the closing time. Can I do this? How?

  • Patti – Thanks for your question. Yes, absolutely you can bill for extra hours, etc. based on each child’s scheduled (contracted) time as compared to their actual attendance. In ProCare this is known as an “Overtime” billing method, but it’s fine if you want the description on parent accounts to say “Late Pick Up”.

    I’d recommend you contact our tech support team at 800-964-1729 to see what type of billing method would be most appropriate for your situation. If needed we can create a custom method for you for a modest fee.

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