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It specifies acceptable credit periods by income stream (invoices, lettings, clubs, school lunches, and visits), monitoring of debt levels by the CFO, and escalation paths for recovery. The document establishes repayment negotiation approach, cost handling, treatment of irrecoverable amounts as bad debt, and includes staged overdue letter templates and agreed payment plan correspondence.",{"@graph":63,"@context":119},[64,80,102],{"@type":65,"itemListElement":66},"BreadcrumbList",[67,71,74,77],{"item":68,"name":69,"@type":70,"position":9},"https://docshare.wps.com","Home","ListItem",{"item":72,"name":10,"@type":70,"position":73},"https://docshare.wps.com/template/",2,{"item":75,"name":41,"@type":70,"position":76},"https://docshare.wps.com/template/letters/",3,{"item":78,"name":59,"@type":70,"position":79},"https://docshare.wps.com/template/debt-recovery-policy-march-2025/277640/",4,{"url":78,"name":59,"@type":81,"image":82,"author":87,"headline":59,"publisher":90,"fileFormat":93,"inLanguage":57,"description":61,"dateModified":94,"datePublished":95,"encodingFormat":93,"isAccessibleForFree":96,"interactionStatistic":97},"DigitalDocument",{"url":83,"@type":84,"width":85,"height":86},"https://docshare.wps.com/thumbnails/debt-recovery-policy-march-2025/277640.png","ImageObject",442,249,{"name":88,"@type":89},"Patrick","Person",{"url":68,"name":91,"@type":92},"DocShare","Organization","application/pdf","2026-11-02","2026-09-15",true,{"@type":98,"interactionType":99,"userInteractionCount":101},"InteractionCounter",{"@type":100},"ViewAction",20,{"@type":103,"mainEntity":104},"FAQPage",[105,111,115],{"name":106,"@type":107,"acceptedAnswer":108},"What is the purpose of the Educate Together Academy Trust Debt Recovery Policy?","Question",{"text":109,"@type":110},"The policy ensures equal opportunities for pupils regardless of financial circumstances and sets fair, case-by-case steps to manage and recover outstanding debts while complying with legal charging requirements.","Answer",{"name":112,"@type":107,"acceptedAnswer":113},"What credit period rules apply to invoices and other income streams?",{"text":114,"@type":110},"The policy requires collection in advance or at least within 30 calendar days for goods and services, and sets specific processes for lettings, clubs/sessions (via MIS or vouchers), school lunches (including recovery action for balances over £10), and educational or residential visits.",{"name":116,"@type":107,"acceptedAnswer":117},"How does the Trust recover overdue balances?",{"text":118,"@type":110},"If payment is not received within the acceptable credit period, Finance/Admin sends staged overdue reminder letters with defined deadlines, followed by a third and final notice prior to legal action. 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Aims 2  \n2. Legislation 3  \n3. Definitions 3  \n4. Roles and responsiblities 3  \n5. Acceptable ‘credit period’ 3  \n6. Reporting of outstanding debt levels 4  \n7. Debt recovery procedures 4  \n8. Negotiation of repayment terms 5  \n9. Debt recovery costs 6  \n10. Bad debt 7  \n11. Monitoring arrangements 7  \nAppendix 1 – First ‘overdue payment’ letter template 8  \nAppendix 2 – Second ‘overdue payment’ letter template 9  \nAppendix 3 – Third and final ‘overdue payment’ letter template 10  \nAppendix 4 – Agreed payment plan letter template 11  \n1. Aims  \nEducate Together Academy Trust is committed to ensuring equal opportunities for all pupils, regardless of financial circumstances, and has established policies and procedures to ensure that no child is discriminated against by our offering of school trips, activities and educational extras.  \nEach case is to be treated individually and the circumstances that have led to the outstanding debt will be taken into account to determine the best course of action and whether it is fair and reasonable to pursue the debt in its entirety if at all. The Trust is committed to adhering to legal requirements regarding charging for school food, activities and materials, and meeting all statutory guidance provided by the DfE.  \n2. Legislation and Guidance  \nThis policy is based on the following:  \nStatutory guidance from the DfE:  \n• Academy Trust Handbook – specifically sections 5.20 – 5.21.  \n• DfE (2018) ‘Charging for school activities’  \n• DfE (2023) ‘Schemes for financing schools’  \n3. Definitions  \nDebtors: any person, entity or body owing money to the Trust.  \n4. Roles and responsibilities  \nThe Trustee board has delegated authority as follows:  \n• Any individual debt write-offs below £100 can be authorised by the CEO.  \n• Any individual debt write-offs over £100 but below £5,000 can be authorised by the Finance & Resources Committee.  \n• And individual debt write-offs exceeding £5,000 must be authorised by the Trust Board.  \n• 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.  \n• A formal record of debts written off will be maintained by the CFO and retained for 6 years.  \n• The procedures to secure the collection of all debts are outlined in section 7 and should be followed by all Trust staff.  \n5. Acceptable ‘credit period’  \nThe Trust understands that the acceptable credit period may vary between different income generating activities.  \n5.1 Invoices  \nPayment 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.  \n5.2 Lettings invoices  \nLettings invoices should be paid in advance of the agreed let where possible or at least within 30 calendar days upon receipt of the invoice.  \n5.3 Breakfast, after-school clubs and pre-school additional sessions  \nPayment 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.  \n5.4 School lunches  \nA positive balance should be maintained by parents/carers for school lunches on school MIS and any debts over £10 will be chased as per section 7. When a pupil has a school lunch this is recorded on school MIS and deducts from the balance on school MIS. Failure to pay an","cbCaimaSuPbb3nXs","https://ap.wps.com/l/cbCaimaSuPbb3nXs","pdf",288491,"English","# Aims\n# Legislation and Guidance\n# Definitions\n# Roles and responsibilities\n# Acceptable 'credit period'\n## Invoices\n## Lettings invoices\n## Breakfast, after-school clubs and pre-school additional sessions\n## School lunches\n## Educational/residential visits\n# Reporting of outstanding debt levels\n# Debt recovery procedures\n## Overdue invoices\n# Negotiation of repayment terms\n# Debt recovery costs\n# Bad debt\n# Monitoring arrangements\n# Appendix 1 - First 'overdue payment' letter template\n# Appendix 2 - Second 'overdue payment' letter template\n# Appendix 3 - Third and final 'overdue payment' letter template\n# Appendix 4 - Agreed payment plan letter template","[{\"question\":\"What is the purpose of the Educate Together Academy Trust Debt Recovery Policy?\",\"answer\":\"The policy ensures equal opportunities for pupils regardless of financial circumstances and sets fair, case-by-case steps to manage and recover outstanding debts while complying with legal charging requirements.\"},{\"question\":\"What credit period rules apply to invoices and other income streams?\",\"answer\":\"The policy requires collection in advance or at least within 30 calendar days for goods and services, and sets specific processes for lettings, clubs/sessions (via MIS or vouchers), school lunches (including recovery action for balances over £10), and educational or residential visits.\"},{\"question\":\"How does the Trust recover overdue balances?\",\"answer\":\"If payment is not received within the acceptable credit period, Finance/Admin sends staged overdue reminder letters with defined deadlines, followed by a third and final notice prior to legal action. The CFO also monitors debt risk and may arrange provisions in statutory accounts for amounts at risk of recovery.\"}]","Debt Recovery Policy - March 2025 | PDF",1789502583]