30/03/2011
The purpose of this policy is to standardise the procedure for the collection of outstanding accounts.
GENERAL INFORMATION
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Details for the payment of fees are available from the Bursar’s department. The methods of payment are:
Annual Tuition Fees paid in full by 25 November of the preceding year;
Annual Tuition Fees paid in full by 25 January
11 Monthly payments (end of January to 20 November)
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Incidental extras (e.g. tours, excursions, books etc) are payable at the end of the month in which they are debited.
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No cash payments will be accepted at the College. Cash payments can be done at any branch of First National Bank.
- Pupils are required to be registered at the College on an annual basis. Boys may not attend school and their names will be removed from class lists unless the appropriate Registration Documentation has been received by the tenth school day of the year.
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Any outstanding fees from the previous year must be settled before registering at the start of the year. In the event that a parent is not able to comply, they must make an acceptable arrangement indicating when fees will be paid. Should they fail to meet that promise, they will be deemed to be in breach of the contract, and the pupil will not be able to register for the new academic year.
PROCEDURES FOR COLLECTION
Parents will be invoiced for fees monthly and statements will be emailed to parents on a monthly basis. Payments must be received by the last day of each month (or 20 November). School fees not received by the last day of the month are deemed "in arrears". The St Benedict's Finance Office will follow up on fees that are in arrears for the first 29 days that they are outstanding.
If an account is outstanding for 30 days, a first warning letter will be sent. The letter will warn parents that they are in breach of the contract, and that their son may be excluded from the start of half-term or at the end of the next term as a consequence of the breach of contract. The parents will be given ten working days to settle the account.
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Should the account remain unpaid after ten working days, parents will receive a second letter advising them that the contract will be terminated at the start of half-term or at the end of the term, whichever comes first, and that alternative arrangements should be made for the education of the pupil in question. Parents may be required to sign a new contract with the College, once a 2nd letter has been issued.
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In the event of exams taking place at the time of the issuing of the second letter, pupils will be allowed to write the exams, however, their results will be withheld until such time their fees have been paid in full. The College may withhold reports once a second letter has been issued. The report will be released on receipt of the full outstanding fee amount. Once a 2nd letter has been issued pupils will not be allowed to go on trips or tours whether local or international until the fee account has been settled in full.
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Once the contract has been terminated, Pupils cannot be guaranteed of a place at the College and parents may have to reapply for a Position for the pupil.
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Parents will have to re-registered for enrolment at the school. Once a contract has been terminated, the outstanding account will be handed over to either a debt collection agency or the school’s attorneys for collection.In the event that a pupil is re-accepted to the College the decision to hand an account over will rest with the Bursar.On re-acceptance of the pupil, who was previously excluded, a deposit, equivalent to 3 months fees, may be requested. Grade 12 pupils whose account is in arrears will not be allowed to attend any Matric events or receive any of the items purchased through the monies allocated to Grade sundries.
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All procedures and communications concerning the collection of fees will be conducted by the Bursar’s department and the Executive Headmaster's office.
ADDITIONAL CONSIDERATIONS:
All communication with parents will be recorded on a data collection system. The school reserves the right to record any conversations with any parents.
All communications concerning arrangements for the payment of outstanding accounts will be confirmed in writing by the School.
Credit balances on the account of a pupil who has left the College will be refunded to the person(s) responsible for the account two months after the pupil has left the College.
Collections will be allocated against the account in the following order:
Legal fees
Interest
Extras (books; trips; insurance premiums; etc.)
Tuition fees
