Managing your Milk Program payments

We’re always finding new ways to help make it easier for you to run your Milk Program.

Whether your school uses a prepayment system, a cash system or milk tickets, our templates and Milk Tracking Workbook make tracking weekly milk sales a snap.

Jump below for instructions on setting up:

Milk tickets or cards
Daily cash system

Three tips for setting the price of milk at your school

  1. Make it easy for yourself. For example, it’s much easier to handle cash if your selling price is in multiples of five cents.
  2. Pricing milk at 60 cents per carton or less achieves 44% more sales and is more economical for parents.
  3. Milk must be competitively priced with local grocery stores and also with other beverages that may be for sale at your school.

Choosing the payment system that is right for you

Many schools find that the easiest way to manage payments is by implementing a prepayment system. Using prepayment, students pay for their milk a month or term in advance.

Schools that switch to a prepayment system benefit from:

  • Higher participation
  • Dramatically less administration
  • More accurate supply and demand
  • Better sales: they sell 88% more milk than those that use a cash or ticket system

Schools that choose not to use prepayment sell milk tickets or cards ahead of time at the school. Some schools also use a cash system for their Milk Program. We recommend the ticket/card system over cash; it’s easier to manage and guaranteed to be spent on milk rather than on other items. Some schools also choose to use a prepayment system in combination with a cash or tickets system.

Implementing a milk payment system

Prepayment (recommended!)
Follow these steps to implement your prepayment plan:

  1. Determine with your dairy if a standing order is possible, or if a weekly call to the dairy is necessary.
  2. Distribute the prepayment order form to students so that they can preorder milk. The forms indicate the period covered and the cost of the milk.
  3. Have students return the order form with cash/cheque to their teacher.
  4. From the order forms, the teacher makes up a class list. One copy goes with the money to the Milk Coordinator. The other copy is kept by the teacher to keep in his/her files for distributing the milk.
  5. The Milk Coordinators or Milk Moovers pick up the milk before lunchtime or nutrition breaks and distribute it to each classroom according to the list.

In case of student absence, we suggest that the student gets two cartons of milk on another day. Alternatively, encourage parents to accept an occasional missed milk as a donation to the school’s fundraising efforts or to needy children in the school.

Milk Tickets or Cards System
Instead of sending home an order form, some schools sell milk tickets or cards ahead of time at the school. Tickets are collected each morning by the teacher and a tally is sent to the person(s) responsible for the milk distribution.
The following steps will help you do this successfully:

  1. Make up milk tickets or cards, or download copies here .
  2. Decide when and where milk tickets or cards will be sold. (e.g. one day a week at noon, once a month, parent nights, pizza day).
  3. Send home notices to parents.
  4. Display announcement posters advising when the tickets or cards will be sold.
  5. Make a P.A. announcement to students the day before the sale.
  6. The Milk Coordinator or Milk Moovers can be responsible for the sale of the tickets or cards.
  7. Place your milk order based on the number of tickets or cards sold.

If your school chooses a card system, the cards should stay with the teacher to avoid being lost. The teacher or Milk Moover will punch the card and send a tally of how much milk should be delivered to the classroom before lunch.

Daily Cash System
The cash system works for parents that are not financially able to pay for milk monthly. It can be used on its own or in conjunction with a prepayment system.

Follow these steps to run a successful cash system:

  1. Conduct a survey to estimate the amount of milk to order.
  2. Place your dairy order – usually once or twice per week.
  3. Make sure you have a cash float to make change.
  4. Sell milk to students. At lunch, Milk Moovers either go from room to room taking cash, or sell milk at conveniently located “Milk Stations”.
  5. Balance cash at the end of the lunch period.
  6. Prepare the bank deposit.

Does your child get milk at school?

If you are a parent, you can find out whether your kids attend an elementary school that is registered with the ESMP in a snap. And enrolling them is as easy as 1-2-3. Learn more

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