Refund Policy

RISEN ABOVE CHILD CARE SERVICES

Childcare Refund Policy

Effective Date: January 13, 2026

1. POLICY OVERVIEW

This Refund Policy outlines the fee payment procedures and refund provisions for Risen Above Child Care Services ("the Center"). This policy is established in compliance with Wisconsin Department of Children and Families (DCF) licensing requirements and is designed to ensure transparency and fairness in all financial transactions between the Center and families.

All families enrolling children at Risen Above Child Care Services are required to review and acknowledge understanding of this policy prior to enrollment.

2. PAYMENT TERMS AND CONDITIONS

2.1 Fee Structure

The Center offers childcare services at rates determined based on the age of the child, type of care (full-time, part-time, or drop-in), and hours of service. Current fee schedules are available upon request and will be provided to families prior to enrollment.

2.2 Payment Frequency

Families are required to pay childcare fees according to the payment schedule established at the time of enrollment. Payment frequency options may include:

• Weekly payments (due by Friday for the following week of care)

• Biweekly payments (due every other Friday)

• Monthly payments (due on the 1st of each month)

The specific payment frequency applicable to each family will be documented in the individual Enrollment Agreement.

2.3 Payment Methods

The Center accepts payment through the following methods:

• Cash

• Check (made payable to Risen Above Child Care Services)

• Electronic bank transfer/ACH

• Credit or debit card (processing fees may apply)

2.4 Payment Due Dates

Payment is due on or before the date specified in the family's Enrollment Agreement. Late payments may result in late fees as outlined in Section 4.2 of this policy.

3. OVERPAYMENT AND CREDIT BALANCES

3.1 Identification of Overpayments

An overpayment occurs when a family has paid more than the actual charges owed to the Center. Overpayments may result from:

• Advance payments that exceed actual services rendered

• Incorrect payment amounts

• Unused pre-paid service credits

• Adjustments to a family's fee rate or enrollment

3.2 Application of Credits

The Center will apply any credit balance to future childcare services. Families will be notified in writing of any credit balance on their account within 30 days of the overpayment being identified.

3.3 Refund of Credits

If a family withdraws their child from the Center and a credit balance remains on the account after all final charges are settled, the Center will process a refund according to the procedures outlined in Section 5 of this policy.

3.4 Credit Balance Expiration

Credit balances that remain unused for 12 months from the date of initial overpayment may, at the Center's discretion, be retained by the Center or applied to the family's account to offset future fees. The Center will provide written notice to families at least 30 days prior to applying such a credit balance.

4. LATE FEES AND NON-PAYMENT POLICIES

4.1 Late Payment Definition

Any payment received after the due date specified in the Enrollment Agreement is considered late.

4.2 Late Fees

The Center may assess a late fee of up to $15 per week for payments received more than three (3) business days after the due date. Late fees will be added to the family's account and become immediately due.

4.3 Continued Non-Payment

If payment remains outstanding for more than two (2) weeks beyond the due date, the Center may:

• Suspend childcare services until payment is received in full

• Terminate the child's enrollment in accordance with the Center's Discharge Policy

• Pursue collection action, which may include reporting to credit agencies or small claims court

4.4 Payment Plans

Families experiencing financial hardship may request a payment arrangement plan. Requests must be submitted in writing to the Center Director. The Center will consider each request individually and may approve a structured payment plan if:

• The family demonstrates good faith effort to pay

• The family commits to regular payments toward the outstanding balance

• The outstanding balance does not exceed $500

Any approved payment plan must be documented in writing and signed by both the family and the Center.

5. REFUND PROCEDURES FOR CHILD WITHDRAWAL

5.1 Notice of Withdrawal

Families must provide written notice to the Center Director a minimum of two (2) weeks prior to withdrawing their child from the Center. This notice period allows the Center to adjust staffing and enrollment accordingly.

5.2 Final Account Settlement

Upon withdrawal, the family's account will be settled as follows:

1.All outstanding charges (including late fees, if applicable) will be calculated through the last date the child attends the Center

2.Any credit balance on the account will be identified

3.A final accounting statement will be provided to the family within 10 business days of the child's last day of attendance

5.3 Non-Refundable Fees

The following fees are non-refundable:

• Registration or enrollment fees paid at the time of initial enrollment

• Supply fees or activity fees paid in advance for specific programs or materials

• Late fees assessed for late payment or late pick-up

• Administrative fees for returned checks

5.4 Refundable Credit Balances

If a credit balance exists after final charges are deducted, the balance will be considered refundable. Refunds will be processed as outlined in Section 5.5.

5.5 Refund Processing

Refunds of credit balances will be processed within 30 days of the child's last day of attendance. Refunds will be issued via:

• The original payment method (check or electronic transfer), or

• A check mailed to the family's address on file

Families must provide current contact information to ensure refunds are delivered promptly. The Center is not responsible for unclaimed refunds sent to outdated addresses if the family has not notified the Center of address changes.

6. ABSENCES AND REFUNDS

6.1 Scheduled Absences

If a child will be absent from the Center for an extended period (such as vacation, illness, or planned leave) of one (1) week or more, families should notify the Center in advance. Absences do not result in refunds or reductions to weekly or monthly fees unless otherwise specified in the Enrollment Agreement.

6.2 Center Closures

The Center observes the following closures:

• All federal holidays

• Scheduled holidays as outlined in the Enrollment Agreement

• Weather-related closures due to hazardous conditions

• Emergency closures due to circumstances beyond the Center's control

No refunds or credits will be issued for scheduled Center closures. Families are responsible for paying their regular fees regardless of whether the Center is in operation. However, if the Center is forced to close for an extended period (more than one week) due to emergency circumstances, the Center will work with families to determine appropriate fee adjustments on a case-by-case basis.

6.3 Illness and Exclusion Policies

If a child is excluded from the Center due to illness or contagious conditions in accordance with Wisconsin health and safety regulations, no refund or credit will be issued for the days missed. However, these days will not count toward weekly or monthly fees if the family is charged on a per-diem basis (per day of attendance).

7. SPECIAL CIRCUMSTANCES

7.1 Rate Changes

The Center reserves the right to adjust childcare rates with written notice of at least 30 days to families. Families will be notified in writing of any rate increase, effective date, and the reason for the adjustment. Rate increases do not trigger refunds for previously paid fees.

7.2 Scholarship or Subsidy Adjustments

Some families may receive childcare subsidies through Wisconsin Shares or other assistance programs. If a subsidy is reduced, terminated, or adjusted, the family becomes responsible for payment of the difference. The Center will not refund any portion of subsidy payments previously received on the family's behalf, but the family's account will be adjusted accordingly.

7.3 Temporary Service Suspension

If a family requests a temporary suspension of childcare services (such as a month-long leave without complete withdrawal), no refund will be issued for the suspended period. However, the family may maintain their enrollment slot by paying a monthly holding fee as agreed upon with the Center Director.

8. BILLING DISPUTES AND RESOLUTION

8.1 Dispute Notification

If a family disputes any charges or believes an error has been made on their account, they must notify the Center Director in writing within 30 days of the charge in question.

8.2 Investigation and Resolution

Upon receipt of a dispute notification, the Center will:

1.Review the family's account records within 10 business days

2.Contact the family to discuss the disputed charge

3.Provide a written explanation of the charge or issue a refund if an error is determined

4.Resolve the dispute within 30 days of notification

8.3 Disputed Payments

If a family disputes a charge and refuses to pay pending investigation, the charge will remain outstanding and subject to late fees if not resolved within the timeframe outlined in Section 4.3 (Continued Non-Payment).

9. DIVORCED/SEPARATED PARENTS AND GUARDIANS

9.1 Payment Responsibility

Both parents or guardians listed on the Enrollment Agreement are jointly and severally responsible for all childcare fees. The Center will not distinguish between primary and secondary responsible parties and will pursue payment from either party.

9.2 Refund Requests from Multiple Parties

If both parents or guardians request different refund arrangements or dispute the same charges, the Center will:

• Require written authorization from both parties before processing any refund

• Process refunds only to the party whose name appears on the Enrollment Agreement and payment records

• Not become involved in disputes between parties regarding division of refunds

10. TAX DOCUMENTATION

The Center does not provide refunds in the form of tax credits or adjustments. However, families may be entitled to dependent care tax credits or flexible spending account (FSA) reimbursements through their employers or tax filings. Families are responsible for consulting with a tax professional regarding their own tax obligations and entitlements. The Center will provide annual tax documentation (such as a statement of fees paid) upon request.

11. COMMUNICATION AND QUESTIONS

11.1 Contact Information

Families with questions regarding this refund policy should contact:

Risen Above Child Care Services
Center Director: [Director Name]
Phone: [Phone Number]
Email: [Email Address]

11.2 Policy Review

This policy is available to all families and will be reviewed annually. Any changes to this policy will be communicated in writing to families at least 30 days prior to implementation.

11.3 Policy Acknowledgment

All families are required to sign and return an acknowledgment form confirming that they have read, understood, and agree to comply with this refund policy prior to their child's first day of attendance at Risen Above Child Care Services.

12. COMPLIANCE AND LEGAL AUTHORITY

This policy has been developed in accordance with Wisconsin Administrative Code DCF 250 and DCF 251 (Licensing Rules for Child Care Centers) and Wisconsin Statutes Section 48.65, which require child care centers to maintain written policies regarding fee payments and refunds.

The Center reserves the right to modify this policy in accordance with changes in state regulations or licensing requirements. Any modifications will be communicated to families in writing with appropriate notice.

13. POLICY EFFECTIVE DATE AND REVIEW

This Refund Policy is effective as of January 13, 2026, and will be reviewed annually by the Center Director and administrative staff. The next scheduled review date is January 2027.

Policy Signature Page

By enrolling my child at Risen Above Child Care Services, I acknowledge that I have received a copy of this Refund Policy, have read and understood all terms and conditions, and agree to comply with this policy.

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