Decatur County Community Schools
Bylaws & Policies
 

8500 - FOOD SERVICES

School Lunch Charge and Collection Policy

The National School Lunch Program (NSLP) requires school food authorities to establish written administrative guidelines and procedures for meal charges. Decatur County Community Schools (DCCS) will consider the following definitions When considering meal charges and collections.

Delinquent Debt -that debt which is deemed still collectible.

Bad Debt -that debt which is deemed uncollectible.

"No Cash Back Policy" - Any remaining cash paid at the register at time of purchase will go into the student's account instead of refunding.

Decatur County Community Schools will adhere to the following meal charge procedure.

 

A.

All cafeteria purchases are to be prepaid before meal service begins. Parents can make deposits into their students' lunch account by cash, check, credit card or electronic funds online.

     
 

B.

School lunch accounts for students and/or DCCS staff are not to be in a negative balance situation.

     
 

C.

A student who has a negative lunch balance may not purchase "a la carte" items, including extra main entrees.

     
 

D.

Schools will continue to offer a complete lunch option to students K – 6th grade. Students 7th - 12th grade, with a negative lunch account balance of -$10 or more, will be offered an alternate meal of a peanut butter sandwich and milk, at no cost, until their school lunch account no longer has a negative balance.

     
 

E.

The Food Service Director or other school personnel will coordinate communications with the parents/guardians to resolve the matter of unpaid charges.

     
 

F.

An automated email will be sent out each week to the parents of students with negative lunch account balances, regardless of the amount.

     
 

G.

The automated call system will notify parents once a week if their student has a negative lunch account balance.

     
 

H.

All accounts must be settled at the end of the school year. Letters will be sent home when the negative balance is greater than -$25 and again greater than -$50. Negative balances greater than -$50 at the end of the school year will be sent to a collection agency for collection.

     
 

I.

Students who graduate or withdraw from the corporation have thirty (30) days to notify the corporation if they request a refund of any funds remaining in their student lunch account. If no request is received after thirty (30) days, the student lunch account will close and the funds will be no longer available. Unclaimed balances will be transferred to the fund used by the corporation to pay any negative balances at school year end.

Grades K-6

Grades 7-12

Number of Outstanding Charges Permitted




*Diet Restriction
Students -Accommodations are made for students with special dietary needs. Paperwork must be on file with the School Nurse.

In grades K-6, Collection procedures start as soon as the student's lunch account balance is negative. No Courtesy meals are provided; students continue with regular meal choices at the regular price.

Grades 7-12: At lunch, a Courtesy meal of a Peanut Butter sandwich and milk is served at no cost until the outstanding balance is paid. There is no Courtesy meal at breakfast, students receive the menued meal. Charges are not permitted for a la carte items or extra milk. In order to expedite the line speed, a "no cash back policy" has been implemented for grades 7-12 students. Any remaining cash paid at the register will go into the student's account instead of refunding.

Notifications to Student of Account Balance

Verbal reminder: Cashiers inform students of low balances. Written reminder: Managers send home balance notifications with students each week

Verbal reminder: Cashiers inform students of low balances.

Negative Balance Notifications

Once a week an email notification is sent to the parents of an students with negative lunch account balances. Automated phone calls will be generated every Monday by the Student Data system for lunch accounts with negative balances. The school bookkeepers send letters to households with negative lunch account balances greater than
-$25

Once a week an email notification is sent to the parents of all students with negative lunch account balances. Automated phone calls will be generated every Monday by the Student Data system for lunch accounts with negative balances. The school bookkeepers send letters to households with negative lunch account balances greater than -$25

 

Grades K-6

Grades 7-12

Collections of Unpaid Debt

School bookkeepers send negative balance letters to parents of students with negative balances greater than
-$25 and again if the balance gets greater than -$50.

School bookkeepers send negative balance letters to parents of students with negative balances greater than
-$25 and again if the balance gets greater than -$50.

Inactive Accounts

After the end of the school year, inactive accounts (withdrawn or graduated students) with a negative balance -$25 or greater will be included in the Collection of Unpaid Debt process. Requests for refunds of positive balances can be made by contacting the School Bookkeeper or the Food Service Director at the Central Office. A custodial parent or guardian or graduated student may make the request. The person making the request must come into the school or Central Office, provide proof of identification and sign the request form. Payments will be mailed within thirty (30) days of the request. After thirty (30) days, inactive accounts are closed and zeroed out.

After the end of the school year, inactive accounts (withdrawn or graduated students) with a negative balance -$25 or greater will be included in the Collection of Unpaid Debt process. Requests for refunds of positive balances can be made by contacting the School Bookkeeper or the Food Service Director at the Central Office. A custodial parent or guardian or graduated student may make the request. The person making the request must come into the school or Central Office, provide proof of identification and sign the request form. Payments will be mailed within thirty (30) days of the request. After thirty (30) days, inactive accounts are closed and zeroed out.

End of Year Balances (Rollover)

At the end of the school year, any negative balance greater than -$25 will be sent to a Collection Agency. At this point the account is classified as Bad Debt and will be written off the school lunch books.

At the end of the school year, any negative balance greater than -$25 will be sent to a Collection Agency. At this point the account is classified as Bad Debt and will be written off the school lunch books.

     
 

Any funds remaining in the active students’ lunch account at the end of the school year (or a negative balance less than -$25) will automatically be applied to the students’ balance for the next school year.

Any funds remaining in the active students’ lunch account at the end of the school year (or a negative balance less than -$25) will automatically be applied to the students’ balance for the next school year.

Revised 9/10/14
Revised 8/12/15
Revised 3/9/15
Revised 11/8/17