Jerome Joint School District No. 261

NONINSTRUCTIONAL OPERATIONS 8245

Unpaid School Meal Charges

The District adopts the following policy to ensure District employees, families, and students have a shared

understanding of expectations regarding meal charges. The policy seeks to allow students to receive the nutrition

they need to stay focused during the school day, avoid identifying to other students or bystanders students with

insufficient funds to pay for school meals, and maintain the financial integrity of the school nutrition program.

Unpaid Meal Charges

When a student’s school meal account funds are exhausted, a student paying the full or reduced price for meals

may charge additional meals to his or her school meal account. No student will be denied the reimbursable meal,

except if a request is made in writing by the parent or guardian to the Child Nutrition department. Charging of a la

carte or extra items to a student’s account will not be permitted, regardless of the student’s eligibility status.

Students who qualify for free meals shall never be denied a reimbursable meal, even if they have accrued

a negative balance from previous purchases Students school meal accounts will still be held responsible

for negative balances after free or reduced eligibility is earned.

The district will make reasonable efforts to notify families when meal account balances reach a negative balance. If

an account does have a negative balance, additional communications will be advanced to the family in order to

seek payment for the negative fund balance and to re-establish a positive account balance for the student’s use. At

least one written warning shall be provided to a student and his or her parent or guardian. Families will be notified

by the automated calling system and/or a letter sent home with the student and/or by mail and/or by email.

This notice may include a copy or description of this policy and information regarding how to apply for free or

reduced-price meals, including contact information for the Director of Operations and/or Food Service Supervisor,

who can help them with the application process. Active efforts to encourage eligible households to apply for free or

reduced lunch may be used to prevent meal charges.

If payment of a negative balance of $50 or more is not received within 30 days of the mailing of the final notice of

negative account balance, the debt may be turned over to the Superintendent or the Superintendent’s designee for

collection. If the debt is not paid within 30 days of mailing the final notice of the negative account balance, it shall

be considered bad debt for the purposes of federal law concerning unpaid meal charges. Such bad debt must be

restored using non-federal funds, from sources such as the District’s general fund, special funding from state or

local governments, or other sources.

Efforts to collect payment may include use of collection agencies, small claims court, or any other method

permitted by law, provided the benefits of potential collections outweigh the costs incurred to achieve those

collections.

Students and parents/guardians of students are encouraged to prepay meal costs. Payments for school meals may

be made by:

1. Bringing payment to the school OR District office;

2. Making payment through Mealtime Website as listed on the district website (with convenience fee).

Notification

The District will provide a copy of this policy to all households at the start of school each year and to families and

students that transfer into the District at the time of transfer. All District staff responsible for enforcing any aspect

of the policy shall also receive a copy of this policy. It may also be communicated to school social workers, school

nurses, the homeless liaison, or other staff members who may assist students in need. The District may also make

this policy available in student handbooks, on the District website, or by other means deemed appropriate.

Records

Records of how and when this policy is communicated to households and staff will be retained.

The District shall also retain documentation of the handling of bad debt, including:

1. Evidence of efforts to collect unpaid meal charges in accordance with the this policy;

2. Evidence the collection efforts fell within the timeframe and methods established by this policy;

3. Financial documentation showing when the unpaid meal charge(s) became an operating loss; and

4. Evidence any funds written off as bad debt were restored to the nonprofit school food service account

using non-Federal sources.

Charitable Assistance

The District may establish an unpaid meal charges fund to cover the cost of unpaid meal charges. Charitable

groups, individuals, school fundraisers, and others may donate to this fund. Parents/guardians of children who pay

the full amount for school meals and who have funds left over in their school meals account at the end of the

school year may be offered the option of donating these funds to the unpaid meal charges fund.

If the District chooses to establish an unpaid meal charges fund, the Superintendent or his or her designee shall

establish procedures for the use of such funds.]

Cross Reference: § 4175 Required Annual Notices

Legal References: SP 46-2016 Unpaid Meal Charges: Local Meal Charge Policies,

United States Department of Agriculture

Other References:

● 2017 Edition: Overcoming the Unpaid Meal Challenge: Proven Strategies from Our Nation’s Schools,

United States Department of Agriculture;

● Unpaid Meal Charges: Guidance Q&As, March 23, 2017, United States Department of Agriculture.

Policy History:

Adopted on: 02/25/2021

Revised on: 10/15/2024