Fees and Payments

• Fees are determined by the annual household income of the family, the bell schedule of the school the child(ren) attends, and the enrollment options selected (before and/or after school).
• The total cost of services for the number of scheduled school days is then divided into 10 equal monthly payments.
  • Monthly payments are due September 1 through June 1.
• A sibling discount is available to families paying a reduced monthly fee.

If families are experiencing extenuating circumstances, please contact the Extended Day Director or Assistant Director at 703-228-8000, option 3, for assistance.

Monthly Fees for Services

• All payments must be received in the Extended Day Central Office by the due date indicated.
  • This includes payments submitted via bill pay and child care subsidy payments.
• For the school year, fees are charged monthly with payment due by the first of each month, September 1st through June 1st.
  For the summer programs, there is a one-time fee for services charged for the entire summer, due by July 1.
• For enrollment beginning after the start of the school year, the first payment must be received before the child can attend.
• If a student begins the program after the first of the month, fees are pro-rated to either the first (1st) or the fifteenth (15th) of the month, whichever is closer to the starting date.
• Invoices for the first month of the school year are distributed via email by August 1.
  Subsequent invoices are emailed between the eleventh (11th) and thirteenth (13th) of each month prior to the month of service.
• Services may be terminated if fees are not paid.
  • Once a student has been withdrawn from the program because of failure to pay, all past due bills and a minimum of one (1) month’s fees must be paid before the student can be readmitted.
• The account balance for the current school year must be cleared by June 15th.

If families are experiencing extenuating circumstances, please contact the Extended Day Director or Assistant Director at 703-228-8000, and select option 3 for assistance.

Annual Registration Fees

• Non-refundable annual registration fees are charged once each year.
• This annual fee covers all registrations submitted for services between July 1 and June 30 each year.
• The annual registration fee is required to be paid online in order to submit registration.

• Online payments can be made through your Extended Day family account, using a check, Visa, MasterCard, or Discover.
  • Click on Make Payment from your account homepage to make a one-time payment.
  • Click on Auto-Pay from your account homepage to set up or manage Auto-Pay information.
• Check and money order payments may also be mailed to the Extended Day Central Office, 2110 Washington Blvd. Arlington, VA 22204.
  • Please make checks and money orders payable to Arlington Public Schools.
• In-person payments can be made by credit card (Visa, MasterCard, or Discover), check, or money order, at the Extended Day Central Office.
• Check and money order payments may also be deposited in the after-hours drop box located at the Extended Day Central Office.
  • Please make checks and money orders payable to Arlington Public Schools.
  • The drop box is located on the first floor, on the left wall before the elevator lobby.
  • The building is open 8:00 AM – 8:00 PM; the parking garage closes at 9:30 PM.

Cash payments are not accepted.

Payments may not be made over the phone.

Payments are not accepted at the schools.

All payments must be received in the Extended Day Central Office by the due date indicated.

• This includes payments submitted via bill pay and child care subsidy payments.

Auto-Pay can be set up through your Extended Day online family account using:

• check
• Visa
• MasterCard
• Discover.
  We do NOT accept American Express.

Click on Auto-Pay from your account homepage to set up or manage Auto-Pay information.

Select Add New Payment Method.

Enter your information carefully.

Make sure to set your payment date to be before the due date, the 1st of the month.  Monthly fees are posted to your account between the eleventh (11th) and thirteenth (13th) of each month.
We recommend setting your payment date to be after the fourteenth (14th) of the month to ensure your balance is paid after fees are posted and before the due date.

• Notification of withdrawal or cancelation of services must be made in writing to the Extended Day Central Office, at [email protected].
• If written notification is not received, the parent/guardian will continue to be responsible for payment of accrued fees.
• Withdrawals and cancelations may not be made retroactively.
• Withdrawals and cancelations are effective on the fifteenth (15th) and last day of the month and billing is prorated accordingly.
  • Withdrawals effective the 1st through the 15th of the month will be charged ½ month’s rate.
    • August withdrawals will be processed as part of September billing and will be charged ½ month’s rate
    • June is not subject to prorated billing for  withdrawals.
  • Withdrawals effective the 16th through the last day of the month will be charged a full month’s rate.

Please make sure that if you withdraw from all services, you have deactivated any auto-pay setup you may have on your account.

• There is an annual registration fee of $50 per child.
• Registration fees are not refundable.
• This annual fee covers all registrations submitted for services between July 1 and June 30 each year.
• An annual registration fee is required to be paid online in order to submit registration.
• Submitting a registration and payment of the annual registration fees does not guarantee enrollment.

• Annual Registration Fees are not refundable.
• Fees are not refunded due to illness, vacation, or the closing of school.
• Summer fees are not refundable.

• Refunds may be processed for unused school-year services with written notification of withdrawal from services during the school year and for overpayment on the family account.
  • Withdrawals are effective on the fifteenth (15th) or last day of the month and refunds are calculated accordingly, excluding August and June. Please see Withdrawals / Cancelation of Services for complete details.
• Refunds will be issued as follows:
  • ACH Check payments will be refunded via electronic transaction to the checking account that made the payment if processed within 60 days of the original payment date.
  • Online credit card payments will be refunded to the credit card charged for the payment if processed within 60 days of the original payment date.
  • In-person credit card, check, and money order payments will be refunded by check and mailed to the parent/guardian.
    • Refund checks are made payable to the individual who made the most recent payment(s) causing the credit amount.
    • During regular operations, a refund check may take several weeks to be received.
    • Processing will begin once the parent/guardian has confirmed the mailing address for the refund check.
• For all payments made prior to August 1, 2024, refunds will be issued as follows:
  • All payments will be refunded by check and mailed to the parent/guardian.
    • Refund checks are made payable to the individual who made the most recent payment(s) causing the credit amount.
    • During regular operations, a refund check may take several weeks to be received.
    • Processing will begin once the parent/guardian has confirmed the mailing address for the refund check.

• The Arlington County Code requires collection (by the County Treasurer’s Office) of an additional fifty dollar ($50.00) fee for physical checks returned for insufficient funds (NSF).
• Replacement of the physical check and the fifty dollar ($50.00) penalty must be made by money order or cashier’s check within forty-eight (48) hours of notification.
• Online ACH and E-Check payments returned will incur a fee of $3.50, to be paid separately.
• Credit cards are not accepted for payment of the returned check fee or penalties.
• If a second (2nd) check is returned within a two (2)-year period, all future payments must be made by money order or cashier’s check.
• Failure to make timely payment for returned checks will result in suspension of services until payment is made.

Parents/Guardians may request that their family account billing be split for each payee.

A split account will allow each party to see only their own billing and payment information.
Child information, including emergency contacts, will remain shared.
All fees must be paid by the deadlines in order to continue services and avoid late fees.
Services may be terminated for any unpaid portion by either responsible party.

• Requests may be made to the Extended Day Central Office, [email protected].
• Requests must accompany a court document stating that childcare costs are to be shared between parties.
  • Both parties must acknowledge agreement to the split billing amounts, even if stated in the court document.

As you file your annual tax returns, below is some helpful information:

• The Employer Identification Number (EIN) for the Extended Day program is 54-6001128.
• To access your year-end summary of payments for tax purposes:
  1. Log in to your family account, at https://apsfamily.schoolcareworks.com/login.jsp
  2. Click on the box named “Statements”
  3. Click on the drop-down arrow for “View Year” and select the tax year you would like to display
  4. Click the “VIEW” button
  5. In the top right-hand corner select “Summary Year End”.  You will be able to open the document to view, save, and/or download.

If you have any questions or need additional assistance, please email [email protected], or call 703-228-8000, select option 3.

Receipts

• Receipts and statements can be accessed online from your Extended Day Family account, or
• To request a receipt or statement, please contact the Extended Day Central Office at [email protected].

Flexible Spending Accounts

Participants of Flexible Spending Accounts may submit forms to the Extended Day Central Office by mail, email, or in person.

Please include the following information on your forms:

• student name
• Extended Day Family ID number
• amount of claim
• dates of service

Employer Tax Identification Number (EIN): 54 – 6001128