Fees and Payment
Please note: families are varied and the use of the word Parent(s) refers to the adult(s) who are responsible for the child(ren).
General Fee Policies
As a non-profit, we are committed to providing quality program at an affordable price for Parents. There are many expenses to running high-quality programs. It is important to us to maintain well trained, educated and highly qualified staff.
Program fees are presented as flat-rate fees. For more information about specific program fee structure please see the program chapter sections. Payment due date will be specified on payment calendars. Parents are responsible for paying for all scheduled days. No adjustment in tuition fees will be made if a child is absent or goes home from school due to illness. If a child unexpectedly misses more than a week of the program, parents may submit a written waiver of fees request form for special consideration of days missed past one week of program.
List of Fees
- Annual Fees: a registration processing fee is required upon registration in order to reserve space in the program. This processing fee is non-refundable and non-transferable.
- Early Drop-off and Late Pick-up Outside of Program Time: Parents, or other adults who are authorized, who are dropping off children prior to the start time for programs, or picking children up after the program closing time will be recorded, and the account will be charged a fee of $25 per child for each 15-minute increment or portion thereof. If pick-up must be delayed, parents are asked to contact their program site and let the staff know as soon as possible. Repeated infractions may result in removal from the program.
- Late Payments: Parents that are late with payments will be notified and their account will be assessed a $20 billing fee for payments not received by Monday prior to the billing period according to the payment schedule’s specific dates. Continued non-payment of fees is cause for termination of enrollment from the program.
- Non-Sufficient Funds: credit cards and checks that cannot be processed will incur a $35 NSF (Non-Sufficient Fund) fee, this includes auto-pay cards.
- Failure to Notify of Absences: repeated failure to notify the Wisconsin Youth office of absences may result in a fee of $25 for each infraction.
- Repeated Schedule Changes: schedule changes exceeding three per year will incur an administrative fee of $5 for each additional change.
- Archive Copies Request: copies of archived information may be requested for a fee of $30 per program, per child. (Current running programs are not considered archived until after their end date.) All requests must be submitted in writing (an email is sufficient). Families should allow at least two weeks for processing requests for archived information.
Wisconsin Youth is happy to receive payments by cash, check, credit, debit, or auto-pay.
Cash: change back for cash payments is not available. Please bring exact amounts to the administrative office if paying in cash. Parents are cautioned not to send cash through the mail.
Checks: checks should be made payable to Wisconsin Youth Company.
Debit and Credit: cone-time card payments may be processed through your parent portal, by calling the administrative office, faxed, or mailed and must include:
- Name as it appears on the credit card
- Card number
- Expiration date
- Three-digit CVC code on the back of the card
- Street address and zip code of the card billing address
Auto-Pay: auto-pay payments are processed monthly, for two billing periods, according to the payment schedule. Auto-pay payments (via a bank issued VISA or MasterCard only) can be authorized by parents by using their parent portal or by completing the authorization at the end of each statement. Parents who have an active authorization must contact our Dane County office if they receive a new card; card expiration date and CVC codes are not automatically updated. Parents must notify our Dane County office in writing to discontinue use of their auto-pay card on file.
Payments are not accepted at program locations.
Payment schedules with payment due dates are available at wisconsinyouthcompany.org. Payment schedules are also sent through the confirmation of program process. Parents will receive emailed payment reminders, unless their account is set up for auto-pay. Parents may also request invoices be mailed. Parents should rely on the payment schedule for payment due dates.
Year End Statement
A summary statement of what a Parent has paid for all programs offered through Wisconsin Youth over the calendar year is available to the Parents of all participating students by January 31. Parents may access yearly statements in their parent portal. An email will be sent to notify Parents when summary statements are available.
Parents may authorize that their account be split between Parents so that tuition fees can be billed and paid separately. Deposits for all day and break programs, as well as registration processing fees, are not split by Wisconsin Youth. Parents with joint accounts have separate statements and separate parent portal access. If a child does not reside in one household full-time, and the other Parent wishes to register the child in a Wisconsin Youth program, both Parents must agree to have a joint account with the other Parent. Parents should contact their administrative office for more information and to initiate the process for creating a joint account. (Please note: continual delinquent payments on either side of a joint account may result in termination from program.)
Wisconsin Youth Company works with families to afford our programs. Tuition assistance is available through the Wisconsin Youth Company Scholarship Fund and through third party funders. Registration specialists work with Parents to determine the best form of assistance for each family. Families may qualify for third party funding and be eligible for Wisconsin Youth scholarship funds.
The Wisconsin Youth Company Scholarship Fund is intended to assist families experiencing financial difficulties paying for programs. Funds are awarded according to need as available. Families who already qualify for some form of public assistance are eligible to apply. Wisconsin Youth Company also considers other short term and long term financial need.
For more information, please contact our administrative office or visit our website at wisconsinyouthcompany.org. The Wisconsin Youth Company Scholarship Fund is made possible in part by our generous supporters. If you are interested in donating in order to provide enriching opportunities for children in your community, please visit our website’s Get Involved page.
Third Party Funding
Child care funding may be available from the city, county or any third party funding source for Wisconsin Youth programs. Third party sources include, but are not limited to:
- WI Shares
- City of Madison
- Child Care Aware of America (for military families)
- Child Care Tuition Assistance Program (for UW-Madison student Parents)
- Family Support Resource Center (Dane County)
Parents are responsible for initiating and managing their funding source transactions. Parents are responsible for making payments in accordance with the payment schedule until they have received authorization. Once authorization is received from a funding source, our registration specialists will work with Parents to manage their account. It is the Parent’s responsibility to follow program billing and funding activity and make timely payments for any remaining balances. In order to register, the registration processing fee must be paid by the Parent. If this fee is not reimbursed by a third-party funding source, Wisconsin Youth may waive the fee after the third-party funding authorization is confirmed. The payment of this fee will then become a credit on the account that will be applied toward payment of future co-payments due.
Any additional fees incurred are not covered by scholarship or third party funding.
Flex Spending Accounts (FSA)
Parents who have a flexible spending account through their employer for child care expenses may submit a claim form to our administrative office for signature. Our program staff at the school are not able to sign claim forms. Administrative staff may only sign forms that show our billing cycle(s) and/or program dates and the corresponding amount(s) paid per child for care, and these dates of care must either have been rendered or are no longer subject to cancellation or withdrawal. Due to our policies for withdrawals and schedule changes, we cannot sign-off on services for which payments are not yet due. Parents may also print statements from their parent portal to submit to their FSA provider. Parents who have a VISA or MasterCard debit card through their FSA provider may use it for payment.