EFDB Food Services: Collection of Meal Charges
EFDB
FOOD SERVICES: COLLECTION OF MEAL CHARGES
I. PURPOSE & GOALS:
The purpose of this policy is to establish consistent meal accounting procedures throughout the Ashburnham-Westminster Regional School District that address unpaid charges. Unpaid charges are not allowed to be absorbed by the Food Services Department (OMB Circular 87A Revised, Attachments A & B) which creates the potential of placing a financial burden on the district.
The goals of this policy are:
To treat all students with dignity in the serving line regardless of the status of their meal accounts
To establish procedures that are age appropriate
To encourage parents/guardians to assume the responsibility for meal payments and to promote age appropriate self-responsibility of the student
To establish a consistent district-wide procedure regarding meal charges and the collection of such charges.
To establish fiscal guidelines for management of un-allowed costs.
The procedures and implied ramifications of this policy should be published in student handbooks and other school notifications to ensure parents/guardians are aware of the potential consequences of meal debt.
In the event that, in the view of Food Service personnel and/or District Administration, a student is not receiving suitable nutrition because of enforcement of this policy, in accordance with AWRSD Policy, EFC Policy for Determining Eligibility for Free Meals and Reduced Price Meals, appropriate actions in addition to the measures covered by this policy should be initiated.
II. SCOPE OF RESPONSIBILITY:
The Food Services department:
Responsible for maintaining meal charge records, enforcing parameters of this policy associated with meal charges and notifying the School District of outstanding balances.
The School District:
Responsible for notifying the student’s parent/guardian with written documentation of overdue meal accounts and implementing appropriates courses of action to collect unpaid charges.
The Parent/Guardian:
Responsible for prompt payment in accord with the Food Services published guidelines. If financial issues develop, early contact with the Business Office is advised to avoid fees, penalties and other negative actions.
III. ADMINISTRATION:
Parents/Guardians are responsible for payment to the Food Service program of all meal charges. In cases of extenuating circumstances the Director of Finance and Business Operations may exercise discretion in commencing implementation of the remedy sections of this policy if there is high expectation that payment in full will be made in a reasonable timeframe.
Note: the term “week” in sections III A,B & C shall mean 5 consecutive school days in which a lunch is served.
A. Meal Charge Criteria
Only reimbursable breakfasts, lunches and milk are available as a charge
The following charge limits are allowed with no meal modification, follow-up action or negative student record if paid within one week.
· Grades Pre-K through 5 limits student to three charged menu meals.
· Grades 6 through 8 limits student to two charged menu meals.
· Grades 9 through 12 limits student to one charged menu meal.
Students are NOT allowed to charge any à la carte items.
If a student charges a lunch, that student is not allowed to purchase any “extra” items.
B. Immediate Remedy for unpaid charges
Students with a balance due lasting more than one week will not be allowed to purchase any à la carte items until debt is paid or arrangements to pay the debt have been made.
C. Notification
Students that have charged meal(s) and not subsequently paid will receive a charge notice from Food Services which will be sent home within 1 week of the first allowed charge to the household. Included in the notice will be a reference to the purchase restriction described above and a summary of the potential fees and penalties described below. These will be in a sealed envelope addressed to the parent/guardian. (E-mail may be used if available)
If the charge has not been paid by the end of the second week Food Services will place a call to the parent in case the written notice was not received.
If the charge has not been paid by the end of the third week Food Services will notify the Business Office which will send a certified letter demanding payment along with a free and reduced meals application home to the household, cc Principal.
If the parent or guardian continues to carry a balance and/or doesn’t provide lunch money to the student and who does not qualify for the free or reduced meal benefits, Food Services shall inform the Principal and Director of Finance and Business Operations who shall determine a course of action as recommended below.
D. Continuing Debt Remedy
A record of all actions shall be kept by the Business Office to ensure documentation of the process.
In addition to the notifications and fee described above, commencing at the end of the fourth week (or two weeks prior to end of school year for seniors if sooner) of unpaid debt, the Director of Finance and Business Operations and Principal may take one or more of the following actions either simultaneously or progressively:
Prohibit student participation in senior week activities and/or graduation exercises.
Refer to small claims court or a collection agency. Included in the recovery request shall be all costs (including collection expense, postage and fees) associated with the debt.
E. Debt Forgiveness
Nothing in this policy should preclude representatives of the District from pursuing and/or implementing compassionate debt forgiveness avenues for legitimate unforeseen circumstances which have contributed to the debt.
A Forgiveness Credit Amount shall be established equal to the value represented by the charge limit(s) described in §III A of this policy. Discretionary use of the Forgiveness Credit Amount by the Director of Finance and Business Operations is allowed on a one-time (per school year) basis for any given student.
IV. DISTRICT FUND
The District shall establish a general fund for the purpose of reimbursing the Food Services student meal account for unallowable costs as well as handling all other monetary activity associated with recovering unpaid student charges. It is expected that the enforcement of the above procedures will ensure that, after initial appropriation, this fund will be self-sustaining notwithstanding any approved debt forgiveness.
“Writing Off” student meal debt is subject to School Committee approval and should be considered only as a last resort when all other practical means of collection have been exhausted.
LEGAL REF: USDA 7 CFR 210.14 , 220.13(i)
OMB 2 CFR Part 225
CROSS REF: EFC Determining Eligibility for Free Meals and Reduced Price Meals
First Reading: 1/20/15 Second Reading: 2/10/15 Adopted: 2/24/15 Revised & readopted: 10/16/18