Help with charging part time fee...

hi providers, so I am pretty new to this daycare thing. I currently only have 1 full time and 1 before and after school. which Im fine with as my daughter is only 14 months and not walking on her own yet. ive been approached by a couple to watch their daughter in Jan. they would be rotating shifts of some weeks 1 days... some 4... some 2 and so on. they will be able to let me know in advance. my question is.. I told them they would have to pay a minimum of 3 days regardless if she is here or not. is this something common? and what do you do on the days she doesn't come?? like if she only came 2 days of the 3 and next week came for 4 days would you allow the payment from the extra day before to rotate over to the next week and cover that 4th day? I want to be fair. thanks!!

Okay - this is just my view and I know different providers in my own area do this differently than I would.

I charge based on days reserved for a child regardless of their attendance. Since this is my income and I have to have a level of control over it. I cannot fill empty days I've reserved for someone on a short notice/short term basis.

In the example you have given, I would have to have a FT place available for them to ensure I am not over my numbers on any given day. This means reserving every week day for their child because the revolving shifts mean they might be here on any of the days I am open. For me, I would have to charge them for that FT place - and yes, my policy normally means they go elsewhere because they don't want to pay for 5 days availability when they are using 1-4 days even though those one to four days constantly change. It would be impossible for me to find another client to slot into their unwanted/un-used days when they aren't consistent in either numbers or actual days so if I didn't charge for all 5, then that would be a direct loss to my income which I can't absorb.

This will all come down to if you, like me, need all your places filled every day.

If you have some flexibility financially, or never intend having your provincial max., then you have more flexibility for arrangements like shift workers need.

I do know some providers locally who offer an arrangement as you've proposed. A weekly fee for a minimum number of days and on the weeks they need more, they pay the extra.

i.e. if they had an arrangement for min of 3 days a week, then when they only needed one or two days care, they would still pay for all three.

Some providers will permit the child to attend all three days even if the parent isn't scheduled to work them all. Others wouldn't permit attendance on all three days when not needed by the parent. They would view the 3 days fees for less than 3 days work that week, as compensation for never being able to fill the other two days and never getting a full time income from that full time place.

When the shift pattern for these clients requires for more than 3 days care, the parents have to pay for extra for the fourth and fifth day.

No - don't allow a credit system of her paying 3 days, using two and so having one "banked" paid day for when she needs more. I know it sounds fairer but you have to consider that by taking this particular client, you will lose money in the long term vs waiting for a client who actually needs and pays for all 5 days. For one, it will be horrific to keep track of and is open to all manner of abuse if the parents count is different to yours. But also, the client needs to understand that you financially lose by taking them on. Effectively, these banked over payment days would mean you were only being paid on an attendance only basis and would increase your losses even more.

There are a handful of providers here who only charge on attendance not days used.

These are typically those working under the counter and not giving receipts so they feel less able to enforce rules, or they are new to the business and haven't yet fully realized how much shift workers cost in terms of lost income. Those who continue to operate on an fees-for-attendance basis, often close/fail within 12-18 months.

Here, our market is saturated with providers. We are a small province which despite the rest of the country thinking cost of living is low, actually have the highest taxes and huge living costs. Often young families move here from Alberta thinking is will be cheaper but they return back our West when they see our low salaries and high living costs. They just can't make it.

Anyone with two children or more, tends to consider opening their own day care, as an alternative to returning to work and so day homes are constantly popping up. I explain all this because of the saturation, many new day cares who to date have only experienced parenthood and not worked with a group of children, think they are being competitive by offering attendance only fees. Initially, they are, but it's not maintainable. What it does create is an expectation from shift workers - and they are right - someone locally will only charge them for the days they use. Until all providers stop this madness, then parents will continue to expect that this is negotiable.

What tends to be the lightbulb moment for these providers, is Christmas. That is a rude awakening to many. Grandparents arrive from other Provinces in December and most clients leave their children in the care of these grandparents who are desperate for time with their grandchildren for the duration of their visit. Most grandparents visit for 2-4 weeks (depending on if they are retired) and if a provider is only charging on attendance, this is an opportunity for clients to have a massive saving in their household expenses. Lots of extra family funds for the clients to pay for the expense of Christmas but not one single present under your tree for your family when Decembers income is nil.

Also - if you permitted these banked days credits, then, when this child is off sick, those days too would have been paid for and not used. Although we all do our best to contain the spread of germs, I think most of us have experienced times when something has hit the entire day care. Suppose your business goes down with chicken pox or stomach flu and all the children are out sick. It doesn't happen often but there are times it does. If you are permitting banked days and your client has paid her min. of three, then those days too will be credited for future use. This all has the net effect of them not paying when their child is sick, is on vacation, during a stat holiday, or when free care is available from family members!

I personally would not do it unless they paid for a full time spot. I made the mistake and did this with a family. I hated their schedule being all over the place, they kept changing days last minute, it was a royal pain in the butt! I changed their minimum 3 days a week to a set 3 days. Once they made changes I charged them for their original days plus the new ones. It wasn't too long until they stuck to their first schedule and shortly after that they left. Now full time only and I won't look back - no exceptions !!

My only regret in opening a hdc is that I started off taking part timers. BIG mistake in my eyes. I am only allowed to have 4 children...so I have 3 full time spots and 2 part time. When a pt child leaves I have to find another child to fill that exact spot and it can be tough!! Now the only way I can get back to 4 ft is if the 2 pt's leave at the same time. So annoying but it's a mistake I made so I can only blame myself!

So my advice to you is not to take pt. Hdc's are limited to numbers and therefore parents are paying for the spot, not days used. If they want to be charged for days used than centre care is a better option for them.

I too avoid PT'er and always have. The only time I've done it is when a current FT'er dropped days due to mat leave but intended returning to FT plus the new sibling. Having been burned doing that last time, even this will not be accommodate in future.

I have one child who is here 4 days a week - my only ever PT child who I took because I had three vacancies and was getting desperate. I kick myself now for breaking my own rules. His empty Wednesday has sat empty from the get-go when he started in Jan., and as no one works one day a week, it will likely be a loss I incur for the full 5 years he's here before starting school.

It might not sound like much in terms of vacancies but one empty day a week x 52 weeks in a year is the equivalent of two months fees. Sure adds up to being a loss.

I have encountered this before with nurses/cops/firefighters etc. You could charge FT fees, as you can't fill rotating days in between. I do my fee schedules one month at a time, so I get their schedule and see if they use at least each of the weekdays even once in the month, if so, then it's definitely FT fees. If they use less, let's say 4 out of the 5 days once, then I charge for those 4 days every week in the month(ie. mon-thurs will be charged for all weeks-at a higher part time rate of course) 3 day a week minimum, but you will lose $ to let them flip flop like that. I've learned, and now they pay FT or have set days they pay for each week of the month. Or the other option, is to do a 3 day a week minimum and charge $10-15 higher a day and call it a "drop-in" rate.

I love part timers !!! I charge $5-15 more per day and personally enjoy different days with different children !!
However , she's asking you to have space open whenever she needs a spot and the days are not consistent . As the other providers have indicated this requires a full time spot .