Responsibilities
KIDS WEST is a self-supporting program financed by parents’ weekly fees. We do not receive any tax money from the school district.

Cannot Make Payment
If you cannot make payment, call (515) 633-5019. Payment plans and financial assistance may be available (see Financial Assistance). However, the ultimate responsibility for payment lies with the parent or guardian. Failure to make payment may result in termination of childcare services.

Payment Due Dates
KIDS WEST services are on a pre-pay basis. Payments are due in the KIDS WEST office on MONDAY, one week in advance of the week your child will attend (i.e. payment for the week of Aug. 20 is due MONDAY, Aug. 13).

Full-Day Care Payment
When a week includes a full-day care day, you must include an additional fee in your weekly payment (if your child is planning to attend). Fees for full-day care are not refundable. If your payment is late or incorrect, your child may not be eligible for full-day care.

Method of Payment
Payments and payment schedule forms may be dropped off at your KIDS WEST site on Monday mornings between 6:30 and 8:40 a.m. Payments will be brought to the KIDS WEST office immediately following care on Monday mornings. Payments WILL NOT be accepted at the sites at any other time during the week. Payments may still be mailed, brought in person to the Learning Resource Center or dropped in the after-hours drop slot.

Cash Payments
These must be made in person at the KIDS WEST office between 8 a.m. and 4:30 p.m. Monday through Friday. Cash should not be mailed, left in the drop slot or paid at the childcare sites. KIDS WEST will not assume responsibility for cash payments if mailed, left in the drop slot or paid at the childcare site. All payments must be accompanied by a payment schedule form.

Returned Checks
If your personal check is returned for insufficient funds, you must make payment within three banking days. If there are repeated problems with your personal checks, you will no longer be able to pay by personal check. Once personal check privileges have been taken away, they will not be reinstated. KIDS WEST reserves the right to suspend or terminate childcare services if problems with personal checks are not corrected.

Late Payments
A $5 fee will be charged for late payments. Payments made with attendance schedules attached allow KIDS WEST to know who will be attending on a daily basis. If you are late with payment or do not attach the attendance schedule, KIDS WEST cannot assume responsibility for your child.

KIDS WEST reserves the right to suspend or terminate childcare services if fee payments are chronically late or withheld. Late payments for full-day care will be processed only as space permits. All past due balances, including late fees, must be paid before registration for the summer day camp or school year program.

Non-Payment Procedures
KIDS WEST accounts must be current to continue childcare services. Childcare services will be suspended or terminated for families whose accounts are past due.
If your weekly fees are unpaid for three weeks, KIDS WEST services will be suspended. This means that your child will not be eligible to attend KIDS WEST until the past due balance, late fees ($5 per week), and regular advance payments are paid. KIDS WEST services can be terminated for repeated delinquent payments. Even if service for the child is terminated, payment of the past amount is required.

Our KIDS WEST accountant will send you a statement if you have a credit or debit on your account. It is best to correct seemingly small amounts of credit or debit so that your account remains at a zero balance.

Credits
Advance payment and scheduling is necessary to ensure accurate food count, staff-student ratio and other preparations. There can be no pro-rating of fees, or refunds for days your child is absent. Your account will be credited only if the KIDS WEST office is notified of schedule changes one week in advance.

Payment for full-day care is non-refundable.

Credit is issued when a scheduled day of school is cancelled by the school district due to weather or other emergencies. Partial or full credit may be given for family emergencies if the KIDS WEST office is notified. Please call us as soon as possible if your child is hospitalized or if a family emergency arises.

Vacations
Your child is allowed two weeks per school year of non-attendance for family vacations, visiting relatives, etc., at no charge. After two weeks of non-attendance, you must pay the weekly minimum rate per child to hold his/her place in the program. If you choose not to pay the minimum rate, your child's name will be placed on the waiting list and re-admitted as space allows. This policy does not include winter or spring break when payment is not required if your child does not attend.

After two weeks of vacation, you must pay the minimum weekly payment per child to hold a place in the program. This policy continues through the end of the school year. If your child is registered for the summer or following school year, you are required to pay the minimum fee each week to hold your spot through the end of the current school year. If you choose not to pay the weekly fee, your registration fee(s) for the summer or following school year will be refunded and your child’s name will be placed on the waiting list.

Accounting Statements
Accounting statements are mailed to your home if your account shows a credit or a debit. Statements are also available per your request. Call our accountant at (515) 633-5019 with any questions regarding your account.

Retain the gold copies of your payment forms as receipt of payment. If you need a signed copy, leave the gold copy intact when making your payment. This copy will be signed and returned to you at your KIDS WEST site. Itemized year-end statements will be available mid-January. Statements will be sent to you at your child's site.

Federal Tax ID Number
The KIDS WEST federal tax ID number is 42-6004027. This number is printed on the payment form for your reference and is needed on tax returns, your employer’s pre-tax payment forms, etc.

Earned Income/Child and Dependent Care Credit
You may be eligible for Earned Income Credit or Child and Dependent Care Credit through the federal government if your family earnings are within certain federal guidelines and if you have one or more qualifying children. For more information and income guidelines, call 1-800-TAX-1040, or contact your local Volunteer Income Tax Assistance (VITA) clinic for assistance.