These Payment Policies contain important information about participating in a Remote Year Program (as defined in the Remote Year Participant Terms and Conditions), and/or using the website, applications, or any other services (collectively the “Services”), offered by Remote Year, Inc. (collectively with its subsidiaries, affiliates, managers, members, successors, employees, agents, representatives, and assigns referred to herein as “Remote Year”). Under the Remote Year Participant Terms and Conditions, which constitute a binding contract between you (“you, “your” or “participant”) and Remote Year, you are also agreeing to these policies.
(If your employer is a Remote Year Enterprise Partner some of the payment policies below apply differently and/or may not apply. Please email our Enterprise Customer Success team at firstname.lastname@example.org if you have any questions.)
1.1 The non-refundable and non-transferable down payment. To reserve your space on a Remote Year Program a down payment is required upon commitment. Barring the exceptions described in the Extreme Situations section below, the down payment is non-refundable and non-transferable.
NOTE: Unwanted and unexpected circumstances can come up. When they do, we want you to be able to focus on what’s important.
1.2 Extreme Situations. In certain extreme situations, Remote Year may waive its strict refund and transfer policies. Waiver of such policies is at Remote Year’s sole discretion. Those situations are limited to the following:
Death of an immediate family member:
Prior to commencement of a Remote Year Program, if a participant can no longer attend the Program due to the death of an immediate family member (spouse, parent, child, or sibling), the participant’s down payment can be transferred to a future Program that starts within twelve (12) months of the original Program start date. If participant does not elect to participate in a future Program within the 12-month transfer window, the down payment will not be refunded.
After commencement of a Remote Year Program, if a participant needs to take a leave of absence due to the death of an immediate family member (spouse, parent, child, or sibling), the down payment will not become transferable or refundable, however, Remote Year will not charge the participant beginning on the date of departure until he/she decides to return to the Program. If the Participant has not returned to the program within 30 days, Remote Year will cancel services provided. If the participant wants to return to the program after services have been cancelled, he/she must provide notice to his/her program leader at least 30 days prior to the planned date of return. (Returns should be planned to coincide with the beginning of a month). If a participant decides not to return to the Program, the participant will not be required to make additional payments for the remaining months in the Program; provided, however, that all unpaid bills outstanding prior to the leave of absence will still be due.
Personal injury or illness:
Please note that this personal injury or illness exception does not apply to medical situations resulting from a pre-existing condition of which the participant had knowledge of when they elected to participate in the Program.
Please also note that Remote Year requires a signed note from the doctor treating the participant to confirm that the injury or illness precludes the participant from participating in the Program.
Prior to commencement of a Remote Year Program, if a participant can no longer attend their current Program due to personal injury or illness which occurs before the Program, the participant’s down payment can be transferred to a future Program that starts within twelve (12) months of the original Program start date. If the injury or illness prohibits the participant from participating in the Program within the 12-month transfer window, Remote Year will refund the down payment in its discretion.
If a participant needs to take a leave of absence or leave early from their Remote Year Program due to personal injury or illness that occurs during the Program, the down payment will not become transferable or refundable, however, Remote Year will not bill that participant beginning on the date of departure until he or she is medically able to return to the Program. If a participant is medically unable to return (and a substantiating doctor’s note is provided), the participant will not be required to make additional payments for the remaining months in the Program; provided, however, that all unpaid bills outstanding prior to the leave of absence will still be due.
1.3 Travel refunds. During the Program, no flight or other travel costs incurred by participant will be reimbursed by Remote Year. Arriving late or leaving a Program in progress, for any reason whatsoever, will not result in a refund, and no refunds will be made for any unused portions of a Program. If a participant requests a travel change, the Remote Year Travel Team will make an effort to assess and present alternative options. There is no guarantee that a change request will be granted. Neither Remote Year, nor its designated Travel Team members or affiliates, shall be liable for any cancellation penalty charged by an air carrier or other transportation provider, including but not limited to, any air carrier's cancellation penalty related to the purchase of a non-refundable ticket to or from the city a participant is in prior to joining the Program or the city a participant is going to after leaving the Program. Please refer to Remote Year’s Participant Travel, Accommodation, and Workspace Policies for more details.
2.1 Invoices. Payments for certain Programs will be auto-charged via third party payment processors. For Twelve Month Programs and Four Month Programs, monthly invoices will be sent out via email on the 21st of each month (or the following business day if the 21st falls over a weekend) and due the 1st of the following month. Down payment invoices, Citizen invoices, travel invoices, as well as invoices for other additional services provided or facilitated by Remote Year may be sent and due upon commitment to said service. Remote Year utilizes third party billing platforms, including but not limited to Bill.com and Stripe, to send and track monthly invoices and to facilitate payments.
2.2 Add on charges. Incidentals and add-on charges (i.e. damages, visitors, events, other optional city specific offerings, etc.) will be invoiced as incurred or added to the next invoice. Add on charges for events will be billed based on commitment to attend. If a participant commits to attending one of these additional events, the participant will be billed the associated event charge regardless of attendance.
2.3 Late Payments. Late payments are subject to a late fee of 3% of any amount outstanding 10 days after the invoice due date. In addition, lack of full payment by the 20th of the month for the current month’s invoice may disqualify a participant's good financial standing and render the participant ineligible to transfer with the group to the following city.
2.4 Payment Methods. Remote Year accepts varying methods of payment depending on the specific product offering. Please refer to the product specific payment methods in the relevant section(s) below.
Please see Section 4.2 of the Participant Terms and Conditions for more information about the third-parties we use for billing and payment processing.
2.5 Individual Travel Services. Remote Year may provide additional travel related services at its sole discretion to participants (“Individual Travel Services”). Individual Travel Services may include, but are not limited to, upgrading travel tickets or booking additional transportation in connection with weekend trips or deviations from the scheduled itinerary. In performing Individual Travel Services, Remote Year acts as an arranger for Other Providers (as defined in the Participant Terms and Conditions). Participant understands and agrees that Remote Year may charge a fee for these Individual Travel Services (“Individual Travel Fees”), in addition to participant’s Program fees. Participant agrees to pay Remote Year all charges at the prices then in effect for any such Individual Travel Services. Payment of Individual Travel Fees shall be due upon commitment of such Individual Travel Service. Unless otherwise stated, all Individual Travel Fees shall be nonrefundable.
2.6 Discounts & Promotions. Remote Year, at its sole discretion, may offer discounts and/or promotions for certain products or offerings. Any discounts or promotions offered are non-transferable and their advertised timelines are strict.
Currently, a Twelve Month Remote Year Program costs $27,000 in total and a Four Month Remote Year Program costs $11,000 in total.
For a Twelve Month Program, a non-refundable and non-transferable down payment of $5,000 is due upon commitment and the remaining $22,000 is due in $2,000 installments on the 1st of the month for the first eleven months of the Program.
For a Four Month Program a non-refundable and non-transferable down payment of $3,000 is due upon commitment and the remaining $8,000 is due in $2,000 installments on the 1st of the month for all four months of the Program.
Please note that the $2,000 monthly installments are not representative of actual costs in any particular city. Rather, the monthly fee represents the remaining total cost of the Program split into equal installments as outlined above. Remote Year’s payment structure is designed to break the Program cost into smaller payments that are more feasible and sustainable for participants.
3.1 Payment Methods. For Four Month Programs and Twelve Month Programs, Remote Year accepts payment from participants in accordance with the following:
ACH Transfer: Remote Year accepts ACH transfers via the Bill.com Remote Year portal
TransferWise: Remote Year accepts international bank transfers through TransferWise (in coordination with email@example.com)
Debit card and Credit Card: Remote Year accepts debit and credit card payments via PayPal through the Bill.com Remote Year portal.
Monthly payments made by participants via Paypal are subject to an applicable convenience fee (typically around 3%).
For participants that can reasonably prove that they do not have a US-based bank account, Remote Year will refund the convenience fee, however, participants will be subject to any applicable international transaction and currency conversion fees.
3.2 Down payment. The non-refundable and non-transferable down payment ($5,000 for Twelve Month Programs and $3,000 for Four Month Programs) is due from each participant upon commitment to the Program. If Participant begins the down payment process without a specific program selected, Participant must choose a program that launches within 12 months of their initial payment.
3.2.A Down payment discounts. (i) The “Full Down Payment Discount” - If the entire down payment is paid upfront, at least 60 days prior to the program start date, the down payment will be reduced from $5,000 to $4,750 for Twelve Month Programs and from $3,000 to $2,750 for Four Month Programs. (ii) The “Full Program Cost Discount” - If the entire program cost (including down payment) is paid upfront, at least 60 days prior to the program start date, the down payment will be reduced from $5,000 to $4,000 for Twelve Month Programs and from $3,000 to $2,500 for Four Month Programs. (If a participant pays for the entire program cost upfront and has to depart the program early, a refund will be assessed consistent with paragraph 3.9 below.)
3.3 Down payment payment plans. If you opt to pay your down payment via payment plan, $1,000 will be charged at the time of purchase and the remainder will be collected in two installments ($1,000 each for Four Month Programs or $2,000 each for Twelve Month Programs). The second installment will be charged on the last day of the month following the month of your initial payment, and the third installment will be charged on the last day of the next month. Notwithstanding, the full down payment must be paid by 60 days prior to the launch of the program, so any remaining payments will be charged 60 days prior to launch.
For the sake of clarity, here are some examples of how the payment plans work:
Payment plan example A: Nina has selected to join a Four Month Program that departs July 1, 2019. She makes an initial payment of $1,000 on January 20, 2019. Nina’s credit card will be charged to collect the second $1,000 on February 28th, 2019, and again to collect the remaining $1,000 on March 31, 2019. Then her down payment will have been paid in full!
Payment plan example B: Susie has selected to join a Four Month Program the departs July 1, 2019. She makes an initial payment of $1,000 on March 15, 2019. Susie’s credit card will be charged to collect the second $1,000 on April 30, 2019, and again to collect the final $1,000 on May 2, 2019, (60 days prior to program launch).
Payment plan example C: Mark has selected to join a Four Month Program the departs July 1, 2019. He makes an initial payment of $1,000 on April 10, 2019. Mark’s credit card will be charged to collect the second and final $2,000 on May 2, 2019, (60 days prior to program launch).
3.4 Enterprise Solutions down payments. If you would like to reserve a spot on a Remote Year program and require approval from your employer, you may qualify for support from our Enterprise Solutions Team. To gain access to Remote Year's Enterprise Solutions Team and work with an Enterprise Solutions Manager, you are required to submit $1,000 towards the initial program down payment.
It is imperative that you communicate with our Enterprise Solutions team. If you are non-responsive to our communications for three weeks or more, your profile will be closed and the money you’ve submitted toward your down payment amount will be forfeited. If this happens, and you later decide you would like to restart the process, you will be required to resubmit a new $1,000 USD towards the down payment. (Please note, this does not necessarily mean that progress must be made at these intervals, as we understand that different employers have different requirements and needs. However, it is important that you keep us updated on the process and respond when we inquire so we can continue to support you throughout.)
Refunds will be given to applicants whose current employer denies participation, so long as the communication requirements above have been met. Enterprise Solutions down payments can be transferred to a down payment if you switch employers and you still wish to participate in a Remote Year program, however, changing employers during the process and/or choosing not to participate in RY for personal reasons (life changes, finances etc.) will not make you eligible for a refund unless said personal reasons qualify for a refund under section 1.2 of these Payment Policies. Applicants who begin the process and do not attend a Remote Year program within twelve months of the initial down payment will forfeit their deposit amount.
After employer approval is granted, the remainder of the down payment shall be paid in full in accordance with section 3.2 above. For the sake of clarity, the Full Down Payment Discount shall not apply in this circumstance, but the Full Program Cost Discount will apply if the participant chooses to pay the entire program cost upfront. If the full down payment is not received within ten (10) business days of you receiving employer approval, your spot on the program and any money you’ve submitted toward your down payment will be forfeited.
3.5 Monthly fees. A $2,000 per-person payment is due on the first (1st) of each month, starting the first month of the Program, and continuing for: (a) the first eleven (11) months of a Twelve Month Program; or, (b) all four months of a Four Month Program. Monthly fees are not prorated. Each participant is responsible for the full monthly fee upon date of invoice. Couples have the option to share a room at a reduced price of $1,600 per person for months 1-11 in a Twelve Month Program and for all months in a Four Month Program. If two participants wish to begin sharing a room as a couple they must notify their Program Leader in writing at least 45 days prior to transitioning to the city in which they wish to begin sharing a room.
3.6 Included in cost. Accommodations; airfare and/or ground transportation while on a Program in connection with the Remote Year itinerary, including transportation to and from airports; common workspace; certain activities and events, from time to time during a Program, which may be planned at Remote Year’s discretion.
3.7 Not included in cost. Passport, visa, and permit expenses; travel insurance; medical expenses and immunizations; transportation to initial destination and from final destination; personal expenses such as food and beverage (alcoholic or otherwise), laundry, telephone calls, SIM cards, additional activities and events, and any other items not specifically noted as included.
3.8 Opting out. In a situation where a participant is going to miss an entire city, (except in the case of extreme situations as set forth in Section 1.2), the bill for that month will be reduced based on notice given. With at least 60 days’ notice prior to transition to that city, the monthly fee will be reduced to $1,000. With at least 45 days’ notice prior to transition to that city, the monthly fee will be reduced to $1,250. With less than 45 days’ notice, no reduction in fee will be granted. Notice must be received in writing by a Program Leader. Please note that the notice deadlines will fluctuate each month based on transition dates.
Note: Due to the shorter term of Four Month Programs, participants on these Programs do not have the option to opt out.
There is no couples’ discount for months opted out as accommodation cost savings are not realized when one or both members of a couple are opted out.
During his/her month away from the Program, the participant will not have access to Remote Year accommodations, workspace, private events in any Remote Year cities, nor SIM card services unless specifically requested. The participant will retain access to travel between cities, community and Nation Slack, Facebook groups, the Google group and calendar, Positive Impact initiatives and public events.
Opting out does not affect the planned travel for a participant to or from a city. If a participant wishes to change one or more travel leg, he/she must do so by reaching out directly to Remote Year’s Travel Team (firstname.lastname@example.org). Participants should reach out to the Travel Team with at least 75 days’ notice to maximize their chance of a successful change. If the Travel Team is unable to accommodate the change request, participants will be responsible for finding and paying for alternate travel arrangements. Please refer to Remote Year’s Participant Travel, Accommodation, and Workspace Policies for more details.
3.9 Notice of early departure. The down payment is non-refundable and non-transferable. Should a participant decide to leave the Program early, the participant acknowledges that in so doing, he/she will forfeit the full down payment.
Advanced planning is required for Remote Year to be able to provide all participants with a great experience in terms of transition logistics, accommodation allocation, and execution of events. Should a participant decide to leave the Program early, he/she must notify their Program Leader by the 20th day of the month in which they intend to leave the Program. IF NOTICE OF DEPARTURE IS NOT PROVIDED BY THE 20TH DAY OF THE MONTH IN WHICH THE PARTICIPANT INTENDS TO LEAVE, THE PARTICIPANT WILL BE INVOICED AND LIABLE FOR THE FOLLOWING MONTH’S FEES REGARDLESS OF ATTENDANCE.
As stated above, monthly fees are not prorated. Each participant is responsible for the full fee due upon date of invoice (21st of the month).
In leaving a Program early, the participant forfeits his or her access to anything Remote Year related, including Remote Year Citizen status eligibility and any related benefits. The participant will not be required to make additional payments for the remaining months left in the Program, however, all unpaid bills or incidentals incurred prior to the early departure will still be due.
Participants of Twelve Month Programs may have the option to rejoin their Program at a later date subject to Remote Year’s discretion. In order to do so, the participant must provide notice and an additional $2,000 down payment at least 45 days prior to the planned rejoin date. Regular monthly fees will resume the first month back with the Program (due on the 1st) through month 11. The participant will be responsible for costs of travel to the city in which he/she rejoins the Program.
4.1 Payment Methods. For Remote Year Citizen Services, Remote Year accepts payment from participants in the same method as it’s Twelve Month Programs and Four Month Programs:
4.2 Requirements for participation. Citizen services (“Citizen Services”) are Services available to individuals that have fulfilled their commitment to Remote Year through completion of a set length Program of four months or longer and are in good standing (“Remote Year Citizens”). The definition of good standing is up to the sole discretion of Remote Year. A participant may not be in good standing if he or she has failed to pay for completed Remote Year Services, violated Remote Year's Code of Conduct, or breached Remote Year’s Participant Terms & Conditions in any way.
4.3 Commitment. Availability of Citizen Services will vary based on location and timing of inquiry. In order to best accommodate inquiries, we ask participants to commit at least 45 days prior to the commencement of their participation. Remote Year will try to accommodate requests inside the 45-day time frame but cannot guarantee availability. Availability is not guaranteed, regardless of when participants make a request.
The cost to participate in Citizen Services will be quoted at the time of inquiry and the quoted price will remain valid for the quoted expiry date. After the expiry date the price may go up and/or the option may become unavailable.
4.4 Price to participate. The cost to participate in any Citizen Services (as defined above) will vary depending on a variety of factors that contribute to the cost Remote Year incurs to provide requested services to a Citizen in a given city. These factors include; when the inquiry is received in relation to the date of participation, the type(s) of service(s) provided, the period of time over which services are provided, the cost of living in a given city, the existing Remote Year contracts within a given city, and the presence (or lack of presence) of an active Remote Year program in a given city. Citizen Services participation fees will be quoted to all Citizens using the same pricing model, however fees will vary based on the factors listed above.
4.5 Payment Timeline. The payment timeline for Citizen Services fees will vary depending on the specific services or product being provided:
Connect: Full quoted price due at time of commitment
Work & Connect: Full quoted price due at time of commitment
Live & Connect: 50% of quoted price due at time of commitment and 50% of quoted price due on the 21st of the month prior to commencement of services.
Custom Itinerary: If a Citizen wishes to create a custom itinerary, defined as any combination of the above three products spanning 3 or more consecutive months, an alternative payment timeline will be followed. Citizen participation fees for custom itineraries will be quoted together but billed in installments equal to the total number of months in the custom itinerary. The first installment will be due upon commitment and the remaining installments will be due on the 1st of each month beginning in the month in which services commence.
For example, if a participant would like to commit to Work + Connect in Lisbon in July, Full RY Platform in Cape Town in August, and Connect in Medellin in September and the total cost services is $5600 (example pricing), the billing timeline would be as follows:
$1,866.67 due at time of commitment
$1,866.67 due on July 1st
$1,866.67 due on August 1st
If two participants would like to share an accommodation as a couple, a discount will be applied to the requested quote. In order to be eligible for a couples’ discount upon sharing a room, both participants must be Remote Year Citizens.
4.6 Included in cost. There are various options for Citizens using Citizen Services, and what is included in the cost will depend on the option you choose. Please see https://nation.remoteyear.com/citizens/about-citizenship for more information.
4.7 Not included in cost. SIM Cards are NOT included in the Citizen Service participation fees, however, participants have the option to join Remote Year’s SIM Card Service for an additional $30 USD per month. Request to Opt In or Out of our SIM Card Service in accordance with the linked policies above must be received in writing to Citizens@remoteyear.com. Unless otherwise specified, travel to location and transport to accommodation are NOT included in Citizens Services.
4.8 Notice of early departure. Should a participant decide to not participate in any Citizen Service to which he or she has already committed, the participant acknowledges that he or she is liable for any fees invoiced prior to the date of notice. Notice of non-participation must be received in writing by Citizens@remoteyear.com.
4.9 Citizens traveling with a companion. Billing for services for both the Citizen and their companion will be processed through the Citizen’s Bill.com account. The Citizen will receive one bill for both the services provided to themself and their companion. You alone are responsible for any fees incurred by your guest(s).
5.1 Cancellations; Prior to Departure. Remote Year reserves the right to cancel any Program that has not yet departed because of inadequate enrollment or any other reason that makes the Program economically infeasible to operate or because of good-faith concerns with respect to the safety, health, or welfare of the participants. If a Program is canceled prior to departure, Remote Year will provide participants with a full refund of monies paid to Remote Year and up to $1,000 for expenditures that have been made on flights to the initial Remote Year city; except in the event that the cancellation is due to a significant event that makes it infeasible to operate the Program as planned, in which case Remote Year will provide a refund of all monies paid in excess of the stated down payment amount for that program, and, at Remote Year’s option, provide participants with a refund and/or credit toward a future Remote Year equivalent to any remaining monies paid to Remote Year. Except as outlined above when Remote Year cancels a Program prior to departure, Remote Year has no responsibility for any expenses, including any non-refundable expenses, incurred by participants in preparing for a cancelled Program or for any additional arrangements should participants embark prior to the scheduled group departure date.
5.2 Cancellations; In Progress. Remote Year also reserves the right to cancel any Program in progress because of good-faith concerns with respect to the safety, health, or welfare of the participants. If Remote Year cancels a Program in progress, participants will receive a prorated refund of their down payment and a prorated refund of fees paid for the month of cancellation and any prepaid months. All other monthly fees paid prior to the month of cancellation will not be refunded. Except as outlined above when Remote Year cancels a Program in progress, Remote Year has no responsibility for any expenses, including any non-refundable expenses, incurred by participants in preparing for a cancelled Program or for any additional arrangements should participants embark prior to the scheduled group departure date.