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  #1  
Old 04-25-2013, 11:43 AM
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Default Payments by Mail?

Do any of your daycare families pay you by mail?

I have a DCF that all of a sudden has decided to start using their online bill-pay through their bank to send payments to me. I really have no issue with this, however, last month the payment did not come by the due date, it came two days after.

It seems like this month the same thing will happen.

I don't currently have anything in my policies that discussed accepting payments by mail and if any late fees will apply.

On one hand, I feel that once it hits the post office, its out of their control, but on the other hand, I feel that I should be fair and say sorry, you will have a late fee if it is not received on time when due.

What is your policy? How would you handle this?
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Old 04-25-2013, 11:48 AM
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rmc20021 rmc20021 is offline
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If they aren't reading the fine print when they sign up to have this billl paid out of their account, they may not realize it's arriving to you later than when it is due.

They may have their account set up so all their bills are taken out of the account on the same day, but some take longer to arrive at the destination.

I have my account set so that they all arrive to the receiver on the 1st of the month and in order to do that, some have to be set to be withdrawn from my account 3 days before the 1st, and some have to be set to be withdrawn 5 days before the 1st.
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Old 04-25-2013, 11:53 AM
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I have had several dcps use bill pay and the checks usually come 3-4 days before they are due. However, I have had checks get lost in the mail with two different parents on two separate occasions. It was a nuisance waiting for them to be reissued, but I waived the late fees in both cases. They were both set up for auto pay, so it was not the parents fault.
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Old 04-25-2013, 11:54 AM
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Quote:
Originally Posted by rmc20021 View Post
If they aren't reading the fine print when they sign up to have this billl paid out of their account, they may not realize it's arriving to you later than when it is due.

They may have their account set up so all their bills are taken out of the account on the same day, but some take longer to arrive at the destination.

I have my account set so that they all arrive to the receiver on the 1st of the month and in order to do that, some have to be set to be withdrawn from my account 3 days before the 1st, and some have to be set to be withdrawn 5 days before the 1st.
I do the same. Let them know that the payment is not being received on time so they can adjust when it is sent out. My bank will cover late fees if the payment is not received within their projected time frame, even if it isn't their fault.
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Old 04-25-2013, 11:54 AM
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Quote:
Originally Posted by Unregistered View Post
Do any of your daycare families pay you by mail?

I have a DCF that all of a sudden has decided to start using their online bill-pay through their bank to send payments to me. I really have no issue with this, however, last month the payment did not come by the due date, it came two days after.

It seems like this month the same thing will happen.

I don't currently have anything in my policies that discussed accepting payments by mail and if any late fees will apply.

On one hand, I feel that once it hits the post office, its out of their control, but on the other hand, I feel that I should be fair and say sorry, you will have a late fee if it is not received on time when due.

What is your policy? How would you handle this?
That is what I would say.

Payment is due ON or BEFORE the due date. I don't accept excuses as payment. It doesn't pay my bills on time and the companies I owe money to (electricity...mortgage...water...) wouldn't accept a payment that is 2 days later either without a penalty.
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Old 04-25-2013, 12:13 PM
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I did. It was the DCD's work that was sending it. It would sometimes come a few days late. To fix that problem (parent paid weekly), I had them pay a week ahead. So I was always getting their check in time before it was due since they were now paid up ahead of time.
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Old 04-25-2013, 12:22 PM
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Quote:
Originally Posted by Unregistered View Post
Do any of your daycare families pay you by mail?

I have a DCF that all of a sudden has decided to start using their online bill-pay through their bank to send payments to me. I really have no issue with this, however, last month the payment did not come by the due date, it came two days after.

It seems like this month the same thing will happen.

I don't currently have anything in my policies that discussed accepting payments by mail and if any late fees will apply.

On one hand, I feel that once it hits the post office, its out of their control, but on the other hand, I feel that I should be fair and say sorry, you will have a late fee if it is not received on time when due.

What is your policy? How would you handle this?
Anyone making automatic bill payments online or by mail must pay one week in advance to guarantee delivery. Most online bill pay providers guarantee delivery by X date or will pay the late fee. It's likely that your DCP aren't initiating the payments far enough in advance. (For mine electronic payments are guaranteed within 2 business days and paper checks are guaranteed within 5 business days). HTH!
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Old 04-25-2013, 12:39 PM
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Originally Posted by sharlan View Post
I do the same. Let them know that the payment is not being received on time so they can adjust when it is sent out. My bank will cover late fees if the payment is not received within their projected time frame, even if it isn't their fault.
What do you mean by your bank will cover late fees if its not received by projected time frame? Meaning when you use your online bill pay and it does not arrive by the due date?

I need to put something in writing in our contract. I was thinking about a policy that allows a one day grace period to allow for mail hold up ??
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  #9  
Old 04-25-2013, 12:44 PM
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MarinaVanessa MarinaVanessa is offline
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Quote:
Originally Posted by Unregistered View Post
Do any of your daycare families pay you by mail?

I have a DCF that all of a sudden has decided to start using their online bill-pay through their bank to send payments to me. I really have no issue with this, however, last month the payment did not come by the due date, it came two days after.

It seems like this month the same thing will happen.

I don't currently have anything in my policies that discussed accepting payments by mail and if any late fees will apply.

On one hand, I feel that once it hits the post office, its out of their control, but on the other hand, I feel that I should be fair and say sorry, you will have a late fee if it is not received on time when due.

What is your policy? How would you handle this?
I would definetely talk to them and bring this up with them. They probably aren't aware of what is happening and aren't taking into consideration that it takes time to print the check and get to you.

I'd let them know that the last time they sent you the payment you got it 2 days later than when it was due and that it needs to be in your hands by the due date, not in the mail by the due date. Tell them to send the payment at least 2 days earlier than last time otherwise they will have to pay your late payment fees in addition (if you charge late payment fees).

I use my online bill-pay service all of the time and if the company I am paying gets my payment late because it doesn't reach them in time I bet I'd get a late payment fee too. It's no different with you .
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  #10  
Old 04-25-2013, 12:56 PM
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I would let them know they have (and have now used) a one-time forgiveness, but any late payment after that would have your contracted late fee. They could easily change a payment manually to be paid a few days later, then claim it was the mail/ bank's fault. If they don't want to risk it, they don't have to do online banking with you! I agree with PP that any other business would charge the late fee You need to be paid on time, too. Good luck!
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  #11  
Old 04-25-2013, 12:58 PM
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If parents are going to send (by mail or electronically) payment then why would daycare be any different than the phone bill or the electric bill?

Payment needs to arrive ON or BEFORE due date or it would be considered late and a late fee attached.

I am always amazed at parents who view their child care bill as something that is not at all similar to other bills and obligations.

Due date
Late fees
Amounts
etc....

All those things apply to any bill we, as consumers purchase, buy or use.
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  #12  
Old 04-25-2013, 01:32 PM
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Quote:
Originally Posted by Blackcat31 View Post
If parents are going to send (by mail or electronically) payment then why would daycare be any different than the phone bill or the electric bill?

Payment needs to arrive ON or BEFORE due date or it would be considered late and a late fee attached.

I am always amazed at parents who view their child care bill as something that is not at all similar to other bills and obligations.

Due date
Late fees
Amounts
etc....

All those things apply to any bill we, as consumers purchase, buy or use.
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  #13  
Old 04-25-2013, 02:02 PM
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Quote:
Originally Posted by Unregistered View Post
Do any of your daycare families pay you by mail?

I have a DCF that all of a sudden has decided to start using their online bill-pay through their bank to send payments to me. I really have no issue with this, however, last month the payment did not come by the due date, it came two days after.

It seems like this month the same thing will happen.

I don't currently have anything in my policies that discussed accepting payments by mail and if any late fees will apply.

On one hand, I feel that once it hits the post office, its out of their control, but on the other hand, I feel that I should be fair and say sorry, you will have a late fee if it is not received on time when due.

What is your policy? How would you handle this?
What I do: Cash only. Due the first of the month (or last business day prior if the 1st falls on weekend/holiday) by 5pm. Late fees begin building 5:01pm - $30/day - no childcare until account is paid in full. Third day without complete payment results in termination and court.

How I would handle your situation: I would simply tell the parents that their fee isn't coming in on time so this method of payment will no longer be accepted.
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  #14  
Old 04-25-2013, 03:32 PM
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AmyKidsCo AmyKidsCo is offline
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Honestly, if I knew 100% for certain the payment would arrive and not bounce I'd be OK with it. The main reason I have late fees is to avoid the whole "will I be paid on time, will the check bounce" thing.
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