Refund Policy
Insights in Biology and Medicine maintains a fair and transparent refund policy for Article Processing Charges (APCs) and other fees. This policy outlines the circumstances under which refunds may be granted, the refund request procedure, and our commitment to resolving payment disputes fairly and efficiently.
Refund Statistics and Context
Article Processing Charge (APC) Refunds
Full Refund Eligibility
Circumstances warranting full APC refund (100%):
Journal-Related Issues
- Manuscript rejection due to editorial error or misconduct
- Journal-initiated withdrawal or retraction after APC payment
- Technical errors causing duplicate APC payments
Administrative Errors
- Duplicate payments for the same manuscript
- Incorrect APC amount charged due to system error
- Billing errors or miscalculations
Partial Refund Eligibility
Circumstances warranting partial APC refund (50-75%):
Author-Initiated Withdrawals
- Post-acceptance withdrawal for valid ethical concerns (75% refund)
- Withdrawal after peer review initiation for unforeseen circumstances (50% refund)
- Withdrawal due to institutional requirements or legal issues (50% refund)
Non-Refundable Circumstances
APC payments generally not eligible for refund:
Author Decisions and Preferences
- Author-initiated withdrawal without valid justification
- Decision to publish elsewhere after acceptance
- Dissatisfaction with peer review comments or editorial decisions
- Change in author career plans or research direction
- Desire for faster publication in another journal
Standard Publishing Process
- Manuscript rejection through normal peer review process
- Standard publication timeline variations
- Minor editorial changes or formatting requirements
- Author dissatisfaction with final published version
Other Fee Refunds
Additional Service Fees
| Fee Type | Refund Eligibility | Refund Amount | Conditions |
|---|---|---|---|
| Color Figure Charges | Full refund if color not used in final publication | 100% | Must be requested before final publication |
| Page Charges | Pro-rated refund for significant page reduction | Pro-rated | Reduction must exceed 20% of estimated pages |
| Reprint Orders | Full refund if order cancelled before printing | 100% | Cancellation must be received 48h before print run |
| Language Editing | No refund after service completion | 0% | Service considered completed upon delivery |
Refund Request Procedure
Standard Refund Process
Submit formal refund request through our online portal or via email to [email protected]. Include manuscript ID, payment details, and detailed justification with supporting documentation.
Finance department conducts preliminary review within 3 business days. Request is categorized and assigned to appropriate staff based on complexity and amount.
Complete review of payment records, manuscript history, correspondence, and supporting evidence. Additional information may be requested from authors or editorial staff.
Refund committee evaluates request against policy criteria. Decision made regarding refund eligibility, amount, and timing.
Approved refunds processed within 10 business days. Payment method and timing depend on original payment method and amount.
Authors notified of decision with detailed explanation. Refund completion confirmed via email with transaction details.
Refund Processing Timelines
Standard Processing Times
| Refund Type | Initial Response | Decision Timeline | Payment Processing | Total Timeline |
|---|---|---|---|---|
| Standard APC Refund | 3 business days | 10 business days | 10 business days | 20-23 business days |
| Expedited Refund | 24 hours | 3 business days | 5 business days | 8-9 business days |
| Complex Cases | 5 business days | 21 business days | 10 business days | 31-36 business days |
| Small Amounts (< $100) | 2 business days | 5 business days | 5 business days | 10-12 business days |
Payment Method Specifics
Refund Method by Payment Type
Credit/Debit Card Payments
- Refunds processed to original payment card
- Appear on statement within 3-10 business days after processing
- International transaction fees may not be refundable
- Currency conversion differences may apply
Bank Transfer Payments
- Refunded via international bank transfer
- Bank processing fees deducted from refund amount
- Requires complete bank account information
- May take 10-15 business days for international transfers
Institutional Invoices
- Credit applied to institutional account
- Can be used for future APC payments
- Cash refund available upon special request
- Requires institutional authorization
Dispute Resolution
Payment Dispute Handling
Initial attempt to resolve disputes through direct communication and negotiation. Majority of disputes resolved at this stage.
For unresolved disputes, formal mediation with neutral third party. Both parties share mediation costs equally.
Binding arbitration if mediation fails. Conducted according to International Chamber of Commerce rules.
Final recourse through legal channels in designated jurisdiction. Rarely necessary due to effective earlier stages.
Jurisdiction and Legal Compliance
Legal Framework
Our refund policy operates within the following legal framework:
| Jurisdiction | Applicable Laws | Consumer Protection | Dispute Venue |
|---|---|---|---|
| United States | Uniform Commercial Code, State consumer laws | Federal Trade Commission regulations | North Carolina courts |
| European Union | Consumer Rights Directive, GDPR | 14-day cooling off period for distance contracts | Consumer's local jurisdiction |
| United Kingdom | Consumer Rights Act 2015 | Consumer Contracts Regulations | English courts |
| International | UN Convention on Contracts | International consumer protection standards | ICC International Court of Arbitration |
Special Circumstances
Exceptional Refund Considerations
Humanitarian and Extraordinary Circumstances
- Natural disasters affecting author's institution
- Political instability or conflict zones
- Serious illness or bereavement of corresponding author
- Institutional closure or bankruptcy
- Global health emergencies
Discretionary Refunds
- Editor-in-Chief may approve discretionary refunds in exceptional cases
- Requires documented evidence of extraordinary circumstances
- Case-by-case assessment by refund committee
- Maximum one discretionary refund per author per 5-year period
Frequently Asked Questions
What if my manuscript is rejected after I've paid the APC?
APC payments are typically due only after manuscript acceptance. If you paid before acceptance and the manuscript is rejected through normal peer review, you are eligible for a full refund. We recommend waiting for formal acceptance before making APC payments to avoid this situation.
Can I get a refund if I change my mind about publishing?
Generally, no. Once a manuscript is accepted and the APC is paid, refunds are not granted for author preference changes. The APC covers costs incurred during peer review, editorial work, and production preparation that cannot be recovered if you withdraw.
How long do refunds take to appear on my credit card?
After we process the refund, it typically takes 3-10 business days to appear on your credit card statement, depending on your bank's processing times. International transactions may take longer due to additional banking procedures.
What if I paid the wrong amount?
If you believe you were charged the incorrect APC amount, contact us immediately at [email protected]. We will review the charge and process appropriate adjustments. Common issues include incorrect waiver applications or system errors in amount calculation.
Are bank fees refundable?
Bank transfer fees and international transaction fees are generally not refundable, as these are third-party charges outside our control. We recommend using payment methods with lower fees when possible.
Policy Updates and Communication
Policy Review and Updates
Update Procedure
- Policy reviewed quarterly by finance and editorial committees
- Major changes communicated to authors 30 days in advance
- Current version always available on journal website
- Archive of previous versions maintained for reference
Stakeholder Communication
- Email notifications to recent authors for significant changes
- Website announcements for all policy updates
- Editorial board consultation for major revisions
- Author feedback incorporated into policy improvements
Refund Requests and Inquiries
For refund requests or questions about this policy:
Refund Requests: [email protected]
Payment Inquiries: [email protected]
Urgent Matters: +1 (555) 123-4573
Online Portal: https://www.biologymedjournal.com/refunds
Business Hours: Monday-Friday, 9:00 AM - 5:00 PM EST
Response Time: Initial response within 2 business days, resolution within published timelines.
Documentation Required: Please have your manuscript ID, payment confirmation number, and relevant correspondence ready when contacting us about refunds.
Policy Effective Date: This refund policy is effective from October 15, 2023, and applies to all payments made on or after this date.
Fair Practice Commitment: We are committed to fair and transparent refund practices that balance author needs with sustainable journal operations. Most refund issues can be resolved through prompt communication and cooperation.
Continuous Improvement: We regularly review our refund processes and welcome feedback from authors to improve our services and policies.