As a self-employed childminder running a small business with staff, I set my own fees to ensure sustainability. This policy explains how fees are set, paid, and managed. It applies to both private-paying families and those accessing government-funded childcare.

It is important that all families read and understand this policy before signing a childcare contract.

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Private Fees Policy

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Payment Terms

• Fees are payable monthly in advance, by the last working day of the month before care.

• If payment is late, childcare may be suspended until full payment is received.

• Repeated late payments may result in immediate termination of the childcare contract.

• If fees remain unpaid, recovery may be pursued through legal channels (e.g. small claims court), which could affect your credit record.

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Fees

• Term Time Only: £7.75 per hour.

• All Year Round: £6.75 per hour.

• Additional hours above contract are charged at the same hourly rates.

• Flexible contracts (school-age children): £6.25 per hour, invoiced based on hours booked. If you cancel, full payment is still due as resources are purchased in advance.

 

Contracts and Hours

• Contracts may be made for any number of hours within opening times.

• We no longer require minimum daily or weekly hours.

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Opening Times

• Monday: 7.30am – 5.30pm

• Tuesday: 7.00am – 5.30pm

• Wednesday: 7.00am – 5.00pm

• Thursday: 7.00am – 6.00pm

• Friday: 7.45am – 5.00pm

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Charges and Discounts

• Sibling Discount: Not offered.

• Early arrival / late collection (unsociable hours): £10 per occasion.

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Holidays and Absence

• Provider illness/occasional days off: Not charged.

• Provider holidays: Not charged (usually upto 7 weeks per year, dates confirmed in advance).

• Bank holidays: Not worked or charged.

• Child/family illness, holidays, or parental occasional days off: Normal charges apply, as contracted hours remain payable.

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Consumables, Food and Outings

• Most outings are included in the fees. Extra-special trips will be charged in advance and added to your invoice.

• Food is charged for extra. 50p Breakfast, £2.50 cooked lunch, £1.50 cold tea and £1.00 evening snack.

• Consumables are included in hourly rate paid.

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Retainers, Deposits, and Settling In

• Retainers: May be charged if a space is kept open for a future start date. Non-refundable unless the space becomes unavailable.

• Deposits: Not taken.

• Unborn babies: Spaces cannot be reserved with a retainer.

• Settling-in sessions: Recommended 2–4 weeks, invoiced at your contracted hourly rate.

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Funded Fees Policy

Government Funding

Government funding is available for eligible children aged 9 months – 4 years. Funding can cover 15 or 30 hours per week, either:

• Term-time only (38 weeks), or

• Stretched across the year (up to 48 weeks depending on weeks open).

Funding is intended to cover the basic requirements of the EYFS ( Early Years Foundation Stage) only. It does not cover the cost of consumables, food, trips, or extra activities.

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Non-food Consumable Charges

To remain sustainable, we charge an hourly non-food consumable charge to cover costs of items, listed separately, and are above the basic requirements of the EYFS. This charge is based on the hours a child is due in with us that day to ensure it being fair because as a Childminder I offer from 4 hours a day who will use less non-food consumables to a child attending 11 hours a day who would use more due to being here longer, this may differ from a day rate that nurseries charge due to not doing set sessions as our business model and being much more flexible for parents. This charge is as follows. The charges are different for different ages due to the older children using more resources etc. Charges are only payable for funded hours as the non-food consumables charge is included in the privately funded hours.

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Retainers, Deposits, and Settling In

• Retainers: May be charged if a space is kept open for a future start date. Refundable if a fully funded space.

• Deposits: Not taken.

• Unborn babies: Spaces cannot be reserved with a retainer. Settling-in sessions: Recommended 2–4 weeks, funded hours can be used for these.

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Options for Parents

If you do not wish to pay consumable fees, you may:

1. Provide your child’s non-food consumable items. Provide food, healthy option, instead of paying for our food.

2. Continue to access your funded hours free of charge without paying consumables, provided you supply alternatives. List of these is available.

3. Choose to leave the setting with six weeks’ written notice.

Funded hours will always be offered free of charge, and consumable charges are entirely optional.

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Admissions Requirements

To claim funding, you must:

• Apply for the childcare entitlement via the government scheme.

• Provide a copy of your child’s birth certificate.

• Provide your NI number for eligibility checks.

We may ask for optional information (e.g. ethnic origin, place of birth) for monitoring purposes, but this is not required for admission.

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Invoicing and Transparency

• Funded hours will always show as £0.00 on invoices.

• Any additional hours, food or non-food consumable charges will be itemised separately.

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Notice Periods

• Six weeks’ written notice is required if you leave the setting.

• The local authority only funds up to two further weeks after notice is given. Any remaining notice period not covered by funding will be invoiced privately if your child does not attend.

 

Changes and Holidays

• One month’s notice is required for any changes to contracted hours.

• If the provider is on holiday during funded term time, fewer hours will be claimed from the local authority (no charge to you).

• If the setting is closed at short notice due to illness, we may offer an alternative session, if possible.

 

Summary

• Private fees are payable in advance and non-refundable for absence.

• Funded hours are always free, but optional non-food consumable and food charges may apply .

• Parents are offered clear choices regarding meals, consumables, and additional charges.

• Invoices are transparent and compliant with Gloucestershire County Council and DfE requirements.