Get Started

Remote Year Payment Policies

Version 1.8
Effective Date: APRIL 9, 2019
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 success@remoteyear.com if you have any questions.)

For you to have the BEST possible experience, it’s important that you (“you”, “your,” or “participant”) understand your rights and obligations vis à vis Remote Year. More importantly, by joining us and using our Services you are agreeing to these Terms and Conditions as a legally binding contract, so read this carefully and let us know if you have any questions!

We have included notes in boxes (like this one) throughout the Terms and Conditions where we thought some additional explanation might be helpful. Think of them as marginalia intended to make the legalese easier to understand.

1. General Payment Policies

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. Remote Year does not facilitate travel changes outside of the Transition Options that may be offered, as outlined in Remote Year’s Participant Travel, Accommodation, and Workspace Policies. 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.

2. Invoices, Late Payments & Payment Methods

2.1 Invoices. Payments for certain Programs will be auto-charged via third party payment processors. For Twelve Month Programs, Six 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 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.

3. Twelve Month Programs, Six Month Programs, and Four Month Programs: Fees

Programs Down Payment Monthly Fee Total Price*
Four Month Non-Peak $3,500 $2,000 $11,500
Four Month Peak $3,500 $2,250 $12,500
Six Month Non-Peak $4,000 $2,000 $16,000
Six Month Peak $4,000 $2,250 $17,500
Twelve Month $5,000 $2,000 $29,000

Please note that the 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 monthly 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.

For a Twelve Month Program, a non-refundable and non-transferable down payment of $5,000 is due upon commitment and the remaining $24,000 is due in $2,000 installments on the 1st of the month for all twelve months of the Program.

For a Six Month Non-Peak Program a non-refundable and non-transferable down payment of $4,000 is due upon commitment and the remaining $12,000 is due in $2,000 installments on the 1st of the month for all six months of the Program.

For a Six Month Peak Program a non-refundable and non-transferable down payment of $4,000 is due upon commitment and the remaining $13,500 is due in $2,250 installments on the 1st of the month for all six months of the Program.

For a Four Month Non-Peak Program a non-refundable and non-transferable down payment of $3,500 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.

For a Four Month Peak Program a non-refundable and non-transferable down payment of $3,500 is due upon commitment and the remaining $9,000 is due in $2,250 installments on the 1st of the month for all four months of the Program.

*Prices are subject to change. Participants will be "grandfathered" into the price as it existed at the date of their initial down payment, except as outlined in paragraph 6.

3.1 Payment methods. For Four Month Programs, Six 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 payments@remoteyear.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, $4,000 for Six Month Programs and $3,500 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 departs within 12 months of their initial payment.

  • 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, $4000 to $3,750 for Six Month Programs, and from $3,500 to $3,250 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, from $4000 to $3,5000 for Six Month Programs, and from $3,500 to $3,000 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 ($1,250 each for Four Month Programs, $1,500 each for Six Month Programs, or $2,000 each for Twelve Month Programs).

  • If you have chosen a specific Remote Year Program upon submitting the initial $1,000, 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 start of the program, so any remaining payments will be charged 60 days prior to start.
  • If you have not chosen a specific Remote Year Program upon submitting the initial $1,000, you will be provided time to decide which Program is right for you, however, you must join a Program that departs within twelve months of the date that you provide your initial $1,000 down payment. Once you have chosen a Program, the terms of paragraph 3.3.A. shall apply with your next payment due within 7 days of commiting to your specific Program.

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 $1,250 on February 28th, 2019, and again to collect the remaining $1,250 on March 31, 2019.

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 $1,250 on April 30, 2019, and again to collect the final $1,250 on May 2, 2019, (60 days prior to program start).

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 remaining $2,500 on May 2, 2019, (60 days prior to program start).

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 their 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 and proof of denial is provided. (If a couple applies together, and one puts down an Enterprise Solutions down payment and the other puts down a regular down payment, and the half of the couple that put down an Enterprise Solutions down payment becomes eligible for a refund, the other half of the couple may have their down payment refunded if they should so choose.) 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 monthly program fee is due on the first (1st) of each month, starting the first month of the Program, and continuing for the remaining months of the Program. (See the fee table above.) 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 and receive a 20% reduction in monthly fee. (To be clear, that’s a reduction to $1,600 per person per month in a Twelve Month Program or a non-peak Four or Six Month Program, and $1,800 per person per month for a peak Four or Six 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 to $1,000 if notice is provided by the participant to Remote Year at least 45 days prior to transition to that city. With less than 45 days’ notice, no reduction in fee will be granted. Notice must be received in writing by a Program Leader.

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, they may be able to select a Transition Option as detailed in Remote Year’s Participant Travel, Accommodation, and Workspace Policies.

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. 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.

In leaving a Program early, the Participant forfeits access to anything Remote Year related for the remainder of the Program. The Participant will also be removed from Slack and other channels that Remote Year uses to communicate and coordinate with Program Participants.

Participants that depart early and have spent less than 4 months on a Remote Year Program will forfeit access to Citizen Status and all Citizen Services and offerings. (Participants on 6 or 12 Month Programs that spend more than 4 months on their Program before departing will not be re-added to Slack until after the Program they originally joined comes to an end and will not be eligible for Citizen Status until after the Program they initially joined comes to an end.)

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. Citizen Services

4.1 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, or spent at least four months on a 6 or 12 Month Remote Year Program that has concluded, 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.

4.2 Services. Citizen Services offerings will be available for purchase by Remote Year Citizens on the Remote Year Marketplace. Citizens that would like to sign up for another Four Month Program, Six Month Program, or Twelve Month Program should contact citizens@remoteyear.com for pricing. Citizen Services purchases, including any add-ons, are non-refundable and non-transferable, and the price you are offered may vary based on how many months of a set length program you have completed.

4.3 Cost. The cost to participate in Citizen Services will be as listed on the Remote Year Marketplace. Note that prices on the Remote Year Marketplace are subject to change at any time.

4.4 Not included in cost. Ground transport to/from accommodation is not included. Neither is travel (unless otherwise specified in the purchase). 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.

5. Remote Year Cancellation of a Program

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.

6. Changes in Fees

Remote Year will endeavor to keep your fees consistent for the duration of a Program, however, market factors may require Remote Year to change the cost of its products from time to time. As such, Remote Year reserves the right to increase the monthly fees for its Four Month Programs, Six Month Programs, and Twelve Month Programs at any time. Customers shall be provided with at least sixty (60) days notice of any such increase, and potential increases shall not exceed 5% of the stated price upon initial down payment.