Debt Recovery Policy - Approved 3 June 2025 - Updated write-offs

Sep 15, 2026

Upload by Finn

Debt Recovery Policy sets out how the trust collects money owed to schools, covering payments for goods, services, visits, clubs, school meals and lettings, and explains when recovery measures are exhausted and write-offs apply. It defines roles for the Board of Trustees, CEO, Audit and Finance Committee, CFO and trust staff, including approval thresholds and record-keeping. It also specifies acceptable credit periods, monitoring of outstanding debt, risk provisions, and step-by-step recovery procedures, including reminder letters and referral to solicitors.

LanguageEnglish

CategoryLetters

FormatPDF

Pages8

Reading Time3 min

AccessFree to download

Introduction

Roles and responsibilities

Acceptable 'credit period'

Reporting of outstanding debt levels

Debt recovery procedures

Overdue invoices

Overdue school MIS balances

Debt Recovery Policy | Date policy agreed | 3rd June 2025 | | --- | --- | | Date of next review | Summer Term 2027 | | Approved by | Audit and Finance Committee | | Sources of policy | Academy Trust Handbook – specifically sections 5.20– 5.21. DfE (2018)‘Charging for school activities’
DfE (2023)‘Schemes for financing schools’ | | Updates from previous policy | New re-written policy to include debts for lettings and invoices as well as parent debt. | Introduction This policy outlines the roles and responsibilities of those across the trust, procedures for debt recovery and when all measures to recover have been exhausted write offs. Any money owed to the school has an impact on the budget and may affect the resources schools can provide to all pupils. The trust will take all reasonable measures to collect debts and to ensure that appropriate procedures are in place. This encompasses all debts owed to the school including, but not limited to, payments for goods, services, school visits, and school meal payments. In general payment for all goods and services supplied by the School should be collected in advance or ‘at the point of sale’. 1. Roles and responsibilities The Board of Trustees has delegated authority as follows: ● Any individual debt write-offs below £100 can be authorised by the CEO. ● Any individual debt write-offs over £100 but below £5,000 can be authorised by the Audit and Finance Committee. ● Any individual debt write-offs exceeding £5,000 must be authorised by the Trust Board. ● For any individual debt write-offs exceeding the lower of 1% of annual income (maximum £250,000) or £45,000 prior approval must be sought from the ESFA. ● A formal record of debts written off will be maintained by the CFO and retained for 6 years. ● The procedures to secure the collection of all debts are outlined in section 4 and should be followed by all Trust staff. 2. Acceptable ‘credit period’ The Trust understands that the acceptable credit period may vary between different income generating activities. Invoices-Payment for all goods and services supplied by the Trust should be collected in advance or at least within 30 calendar days upon receipt of the invoice. Lettings invoices-Lettings invoices should be paid in advance of the agreed let or for regular lets within 30 days on receipt of the invoice. Breakfast, after-school clubs and tea time clubs-Payment should be made via the school management information system (MIS) or through childcare vouchers in advance of each session. Should the parent/carer fall into debt and failure to pay any balances after a reminder letter is sent, a letter will be sent advising that the pupil cannot attend the clubs/sessions until the debts are cleared. Early Years Provision (including daycare and nursery)– for those schools that can accommodate Early Years provision outside of the government funded hours, invoices will be raised accordingly. Payment should be made within 30 calendar days upon receipt of the invoice. Failure to pay any balances after a reminder letter is sent, a letter will be sent advising that the place will be withdrawn. School Meals-A positive balance should be maintained for school lunches on school MIS and any debts over £10 will be chased as per section 4. Failure to pay any balances after a reminder letter is sent will mean a further letter is sent advising that the pupil needs to bring a packed lunch to school until the debts are cleared. Educational/residential visits-The payment arrangements for each visit will be communicated to parents/carers via letter but should be paid before the scheduled date of the visit. 3. Reporting of outstanding debt levels The CFO will ensure that the level of outstanding debt is regularly monitored. Suitable records will be maintained to detail individual debts and the total value of debt to the Trust in order for it to be reported to the Audit and Finance Committee as required. Aged debtor

FAQs

What approvals are required for debt write-offs at different thresholds?

Write-offs below £100 can be authorised by the CEO. Amounts over £100 but below £5,000 require Audit and Finance Committee approval. Amounts exceeding £5,000 must be authorised by the Trust Board, and additional prior approval is required for amounts beyond specified income-percentage and absolute limits.

What credit period does the policy require for invoices?

For goods and services, payment should be collected in advance or at the point of sale, and at least within 30 calendar days upon receipt of the invoice. Invoices for lettings are due in advance of the agreed let, or within 30 days for regular lets. Other activities (e.g., clubs) require payment in advance of each session via MIS or childcare vouchers.

What steps are followed when an invoice becomes overdue?

If payment is not received within the acceptable credit period, the finance/admin assistant sends a first overdue reminder requiring settlement within 14 calendar days, followed by a second reminder with the same 14-day settlement requirement. If still unpaid, a third and final reminder is sent requiring settlement within 7 calendar days, and the CFO may refer the matter to solicitors if payment is not received.

Sep 15, 2026

Upload by Finn