Wisconsin Youth Company

Wisconsin Youth Company's
Program Handbook

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.

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 for school year. Summer programs require a weekly deposit. This fee is non-refundable and non-transferable.
  • Early Drop-off and Late Pick-up Outside of Program Time: Early drop-off and late pick-up are not permitted. Parents, or other adults who are authorized, who are dropping off children prior to the start time for pro- grams, 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: Accounts that are behind in payments will receive a reminder email and may receive a $20 billing fee. Once an account is multiple payments behind, enrollment will be paused until payment is made or terminated if payments are not made.
  • 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 Company 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.

Payment Options

Wisconsin Youth Company 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
Bank Account: ACH electronic payment with a checking and routing number
Debit and Credit: One-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 credit card or bank account 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 Schedule

Payment schedules with payment due dates are available at wisconsinyouthcompany.org, within each program webpage. 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 should rely on the payment schedule for payment due dates.

For summer programs weekly fees (less deposit) are due by the end of the business day Monday (5 p.m.) five business days prior to the start of program. All required registration information must be submitted at least six business days prior to the scheduled program start date, or your child’s enrollment may be withdrawn. If registering six business days prior to the start of program, payment is due in full and all forms must be complete at time of registration.

Written advance notice must be received by the administrative office to withdraw from or change scheduled attendance, provided space is available. Written notice must be received no later than the end of the business day six business days prior to the program start date being withdrawn from or changed. Failure to submit written cancellation on time will result in the liability of all fees paid and owed for that program.

Year End Statement

A summary statement of what a Parent has paid for all programs offered through Wisconsin Youth Company 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.

Joint Accounts

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 Company. 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 Company 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.)

Tuition Assistance

Wisconsin Youth Company works with families to access our programs regardless of their ability to pay. Tuition assistance is available through the Wisconsin Youth Company Scholarship Fund and through third party funders. Our family outreach coordinator works 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 Company scholarship funds. If a family receives assistance, the Parent is responsible for any amount not paid by the funding source.

Scholarship

Wisconsin Youth Company believes every child deserves the opportunity to thrive beyond the school day. Scholarships are awarded to eligible families as funds are available. We understand that child care is a large expense for families. We invite all families who feel the need to apply. Families are eligible primarily based on financial need, which can be short-term or long-term. Families do not need to qualify for other financial aid in order to meet WYC eligibility. The WYC Scholarship Committee considers all families’ circumstances and will award scholarships as available. Complete this form to learn more and receive a scholarship application.

The Wisconsin Youth Company Scholarship Fund is made possible in part by our generous supporters. If you are interested in donating to provide enriching opportunities for children in your community, please visit our website’s Scholarship Donations page.

Third-Party Funding

Child care funding may be available from the city, county or any third-party funding source for Wisconsin Youth Company 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)
  • Porchlight/YWCA

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 team 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 or deposit must be paid by the Parent.

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.