Charging policy statement
Free Spirits Nursery is a Department within the Newcastle upon Tyne Hospitals NHS Foundation Trust offering childcare services for employees of the Trust, and where possible the local health community employees. We aim to maintain our finances at a sustainable level to cover the costs of running the nursery.
This Charging Policy outlines the fees for the services we provide, the payment structure, and any additional charges that may apply. We strive to be transparent about our charges and ensure families are aware of all costs associated with their child’s care.
Fees
- Are payable in accordance with the fee schedule below.
- Must be paid in full in advance each month.
- Remain payable during Bank Holidays and in the absence of your child for any reason, including illness and holidays.
- Are subject to change depending on annual review of charging.
Fee times
| Morning Sessions | 7.00am – 12.15pm (5¼ hours) |
| Late Pick-up (by appointment only) | 12.16pm – 12.30pm |
| Afternoon Sessions | 12.30pm – 5.30pm (5 hours) |
| Full Time | 7.00am – 5.30pm (10½ hours) |
| Late Pick-up (by appointment only) | 5.31pm – 6.00pm |
| Late Pick-up (emergencies only) | 6.01pm – 6.30pm |
Fee rates (per session) (non-funded places)
| Rate for under 2 year old | Rate for over 2 year old | |
| Full Time (per week) | £305.00 | £288.00 |
| Full Day | £68.00 | £64.00 |
| Morning Session | £45.50 | £42.50 |
| Afternoon Session | £45.50 | £42.50 |
| Late Pick-up 12.16pm-12.30pm | £21.00 | £21.00 |
| Late Pick-up 5.31pm-6.00pm | £21.00 | £21.00 |
| Emergency Pick-up 6.01pm-6.30pm | £27.00 | £27.00 |
Fee rates (hours booked in addition to free place)
| Rate per hour for under 2 year old | Rate per hour for over 2 year old | |
| Full Time | £5.81 | £5.49 |
| Full Day | £6.48 | £6.10 |
| Morning Session | £8.67 | £8.10 |
| Afternoon Session | £9.10 | £8.50 |
*Hourly rates are applied to attendance that is in addition to fee hours.
Registration fee
A registration fee of £100 is required for a nursery place. This is deducted from your first month’s nursery fees, or refunded if your place has no additional charges, but is non-refundable if you later cancel your place prior to starting. If it is identified that paying the registration fee will prevent a family from being able to accept a place due to financial hardship, the nursery manager will agree to waive the payment to prevent barriers to accessing the funded place.
Meals and snacks
All meals, snacks and beverages are provided free of charge throughout the day.
Consumables
We ask all families to provide nappies, wipes, and suncream.
Additional services
On occasions where there are opportunities to participate in trips or special events, parents and carers will be given the option of whether they wish their child to take part or opt out. All charges and associated costs will be made clear at the time of requesting consent to participate.
Funding
- Government funding for nursery places comes from the Local Authority and currently this results in a free entitlement for all children of 15 hours per week, from the term after the child’s third birthday.
In addition, children of working families may be entitled to an additional 15 hours making a total of 30 hours of free provision. Parents/carers can see the eligibility criteria at: https://www.childcarechoices.gov.uk/
- Government funding is intended to cover the cost to deliver 15 or 30 hours per week of free, high-quality childcare. It is not intended to cover the cost of meals, consumables, additional hours or additional services. (see below for further charges).
- The free entitlements will be delivered consistently, so that all children accessing any free entitlements will receive the same quality and access to provision, regardless of whether they opt to pay for additional hours, services, meals or consumables.
- Children need to have their valid eligibility code to use the extended 30 hours for free. This code must be confirmed, by the nursery, with the Local Authority, before the end of the term prior to starting. It must also be reconfirmed regularly with the Childcare Service, and it is the responsibility of the parents/carers to ensure that this is done.
- If a valid eligibility code is not received by the nursery in time, then any hours used will be charged as per our fee structure.
Types of Funding
We stretch your funding entitlement over the full year so that your child will get either 11 hours free or 22 hours free per week.
Universal Entitlement for 3- & 4-year-olds (15 hours per week) – All three-and-four-year-olds are entitled to 15 hours free childcare per week until they start a school reception class – regardless of earnings status or family circumstances. Children are eligible the term after they turn three.
2-Year-old Funding for Families Requiring Additional Support (FRAS) – 15 hours free childcare per week from the term after the child turns two, for eligible families where:
• you are on low income and in receipt of benefits
• your child is looked after by the council or has left care through adoption, special guardianship, or child arrangements order (previously residence order) or
• your child receives Disability Living Allowance or has an Education, Health and Care Plan (EHCP).
Working Families Entitlement 9mth+ (30 hours per week) – 30 hours free childcare per week from the term after the child turns 9 months, for eligible working families where:
• Both parents (or sole parent in one parent family) are working* and earn on average at least the equivalent of 16 hours at the national minimum wage** and less than £100,000 or
• As above where one parent is working, and the second parent is not working but receiving an eligible carer benefit or is unable to work and receiving an eligible disability benefit.
* Working includes parents who are on maternity, paternity, adoption or sick leave and where a parent expects to be working (for instance starting a new job) **minimum wages rates vary for different age groups and change every April.
Invoices
Are issued the last week of the month and detail charges for the coming month (Ad hoc Charges relate to the preceding month). Fees are payable in advance and must be paid no later than 5th of every month. (see Appendix 1)
Payment methods
We accept Vouchers, Tax Free Childcare payments, Online payments (Details on request), Bank transfers. Fees not paid using Tax Free Childcare are collected directly from salary or by Direct Debit collection. This is agreed when your child starts at nursery.
Late/Non-Payment
Failure to pay Nursery fees and charges at the agreed time, could result in suspension of services until any outstanding balance is cleared. If fees remain unpaid for a prolonged period of time the nursery reserves the right to terminate the place.
Notice Periods
- Change of days: We require one month notice in writing (email would be acceptable) to change or alter your child’s attendance. Subject to availability we will do our best to accommodate changes.
- Cancellation of your place: We require one month notice in writing to terminate your nursery place.
Refunds
Refunds due for any reason will be refunded to the payment source (i.e. Tax-Free Childcare payments will be refunded to your government gateway account).
Changes to fee charging
Nursery Fee Charges are reviewed regularly, and the Trust reserves the right to make changes to fees as and when required. Parents and carers will be given notice of all changes in advance.
Review Date: December 2026
