The National School Lunch and School Breakfast Programs are integral in ensuring that students have access to nutritious meals to support their academic success. It is also imperative to protect the financial stability of school nutrition program.


The intent of this regulation is to establish a process and procedure to handle situations when children eligible for reduced-price or full-price meal benefits have insufficient funds to pay for school meals; as well as for the collection of unpaid meal charges and delinquent account debt.


1.     Students who qualify for free meals will not be denied a reimbursable meal even if they have accrued a negative balance on their cafeteria account;

a.     Students who have money to pay for a reduced-price or full price meal at the time of service must be provided a meal.If the student intended to use the money for that dayís meal, the studentís money shall not be used to repay a negative balance or other unpaid meal charge debt;††

b.     Students without funds to pay for a reduced-price or full price meal are allowed to charge breakfast and lunch;

c.      Students are allowed to charge up to and not more than $20.00; and

d.     Students who charge a meal will receive a reimbursable meal. When students have charged to their limit they will be given an alternate meal which consists of a cheese sandwich, fruit and milk. Parents will be notified the day before the student is to receive the alternate meal.


2.     The written meal charge regulation will be communicated to the household by posting on the Alleghany County Public School division website, included in the student information packet distributed on the first day of school, distributed to all transfer students during the school year, and attached to the Meal Benefits Application.

a.     The written meal charge regulation will be communicated to all division staff prior to the first day of school:

b.     Child Nutrition Program staff will receive training on meal charge regulation and record of training will be maintained as part of the professional development portfolio: and

c.      Documentation of the communication and training plan will be maintained for the Federal Program Administrative Review.


3.     Notification to parents

a.     The studentís household will be notified when a studentís cafeteria account falls below $10.00.

b.     The staff will notify households of low or negative balances from letters generated from the point of sale computer and will be sent home with students in elementary and middle schools. High school letters will be sent to parents through the United States postal service. When parents do not respond to the letters they will be notified with a phone call.

c.      Notifications to households will include the amount of unpaid meal charges, expected payment dates, the consequences of non-payment and where to go for questions or assistance.

d.     The consequences of non-payment will be determined on a case-by-case basis.The persons responsible for managing unpaid meal charges shall be:

                      i.     School-based staff will collect payment for meals at the point of service (POS); and

                     ii.     Central office will contact households if the charges are not paid.

4.     Delinquent debt is allowable in the School nutrition program and may be carried over to one successive school year.Bad debt is defined as delinquent debt that is deemed uncollectible at the end of the school year. Bad debt is unallowable and cannot be carried over to the next school year. Funds resulting from bad debt cannot be recovered using food service funds and must be offset by non-federal sources.

a.     At the end of the school year, the food service director and the superintendent or designee will evaluate all delinquent debt for conversion to bad debt.Bad debt will be restored to the food service fund from the general fund prior to the end of the same fiscal year.†† Efforts to collect delinquent and/or bad debt will be handled by:

                                                    i.     Send First and Second Letters

                                                   ii.     Phone calls

                                                  iii.     Notice of Adverse Action/potential collections

                                                 iv.     Consequence


5.     Collection procedures for Delinquent and Bad Debt- Adverse Action

a.     The studentís household will be notified five days before repayment request.

b.     When a household has reached threshold of $20.00, and will not pay these charges after several attempts from the food service staff to collect the charges, collection procedures will be initiated.

c.      Household will receive a Notification/Notice of Adverse Action stating collection procedures have begun.

d.     If payment is not received, the debt will be turned over to the proper authorities for collection.


6.     Assistance to Households - Households with questions or needing assistance may contact the School Nutrition Program officer, Violet Paxton, at (540) 863-1812. The address is P.O. Drawer 140, Low Moor, Virginia 24457.E-mail:




Adopted: †††††††† June 19, 2017



6/17 ACPS †††††† ††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††ALLEGHANY COUNTY PUBLIC SCHOOLS