Remote Year Payment Policies
VERSION 2.5 EFFECTIVE DATE: JANUARY 24, 2021
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.)
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 to a specific itinerary and/or program. (For the purposes of these Payment Policies, payment for programs that require full payment upfront shall constitute a “down payment”.) The down payment cannot be transferred to another person and it cannot be transferred for use towards a different type of Remote Year program. Barring the exceptions described in section 1.2 below the down payment is non-refundable and barring the exceptions described in section 1.3 below the down payment can not be transferred for use towards a different itinerary and/or program. The following are the Remote Year Programs we’re currently offering to you:
Retreats: one week program in one location
Trips and Journeys: one, four or twelve month programs for traveling while you work remotely
Business Programs for Companies: custom made programs for businesses
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 a participant does not elect to participate in a future Program within the 12-month transfer window, the down payment will not be refunded minus any sunk costs that Remote Year is unable to recoup.
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 minus any sunk costs that Remote Year is unable to recoup. 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 minus any sunk costs that Remote Year is unable to recoup.
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.
If the injury or illness is related to COVID symptoms please note that refunds are not applicable but you will receive credit for a future program up to one year from your initial planned start-date.
1.3 Changes & Transferring down payment to be used towards a different itinerary or program:
You may request a change to a different program free of charge by notifying us via email to email@example.com with 30 days in advance of the start date of your initially chosen program if its 1-month or less in duration and with 60 days in advance of the start date of your initially chosen program if its longer than 1 month in duration (further detailed herein). If you wish to change to a different program outside of these notice periods the change will incur in the following fees: (i) for programs 1-month or less in duration: $1,000.00 for changes done within 29 days and 7 days in advance and $1,500.00 for changes done within 6 days of your initial program start date; (ii) for programs longer than 1 month in duration: $1,000.00 for changes done within 59 days and 29 days in advance and $2,000.00 for changes done within 29 days of your initial program start date. Remote Year reserves the right to decline transfer requests if space is not available on the program/itinerary to which you would like to transfer your down payment. You will only be charged the transfer fee if the transfer request is approved.
1.4 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 Program Policy. 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. Refunds are provided only for the reasons listed in these Terms. We will not provide refunds based on a threat of negative reviews or social media posts. We reserve all rights in law and equity to respond to and/or take action against reviews or social media posts that are false, misleading, libelous, harassing, abusive, obscene, vulgar, sexually explicit, or are inappropriate with respect to race, gender, sexuality, ethnicity, or other intrinsic characteristic, or contain confidential information.
1.5 Refundable Cancellations. You may cancel your space on a Remote Year Program within 24 hours after your reservation and we’ll refund your payment in the payment method of your reservation. Cancellations after this period will adhere to the policies in 1.1 through 1.4.
2. Invoices, Late Payments & Payment Methods
2.1 Invoices. Payments for certain Programs will be auto-charged via third party payment processors. For Destinations and Remote Village (One Month Programs) full payment is required upfront. 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 or billed separately. 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. Remote Year reserves the right to deny the usage of discount codes that are not used as instructed. (E.g. If a single participant uses a discount code for couples, Remote Year will not honor that discount code.)
3. Trips & Journey Programs:
3.1 Program cost. The cost to participate in Remote Year’s One-Month, Four-Month and Twelve-Month Work and Travel Programs will be listed on the relevant Program page on Remote Year’s website. Note that prices are subject to change at any time, but that Remote Year will, except as provided in section 6 hereof, honor the prices advertised as of the date of a participant’s non-transferable and non-refundable down payment.
3.2 Payment structure. The costs associated with Remote Year’s One-Month, Four-Month and Twelve-Month Work and Travel Programs shall be split into the following two categories of payments: (i) a non-refundable and non-transferrable down payment, as more fully described in sections 3.4 through 3.6 hereof and (ii) the remaining monthly fees, as more fully described in section 3.7 hereof. Each participant is advised to consult Remote Year’s website for the specific down payment and monthly fees associated with a particular Program.
3.3 Payment methods. For One-Month, Four-Month and Twelve-Month Travel and Work 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 firstname.lastname@example.org)
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.
3.4 Down payment. The non-refundable and non-transferable down payment(s) due for each program are as follows: (i) Twelve (12) Month Programs, $500 due at commitment, $2,250 due by the 60th day prior to the program’s start date, and $2,250 due by the 30th day prior to the program’s start date, for a total due of $5,000; (ii) Four (4) Month Programs, $750 is due at commitment and $2,250 due by the 60th day prior to the program’s start date, for a total due of $3,000; and (iii) One (1) Month Programs, $850 due at commitment. A Participant may begin the down payment process without a specific program selected provided that, within six months of submitting the down payment the Participant formally commits to a program that departs within 12 months of their initial payment. (Ex: If Rose submits a down payment on February 1, 2021, and has not yet chosen a specific program, Rose has until August 1, 2021 to choose which program she will join, and it must be a program that launches prior to February 1, 2022.)
3.5 Down payment payment plans. You may opt opt to pay your down payment via payment plan, please contact us at email@example.com to build a plan with you.
3.5.A. If you have chosen a specific Remote Year Program upon submitting the initial payment, 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.
3.5.B. If you have not chosen a specific Remote Year Program upon submitting the initial payment, 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 down payment. Once you have chosen a Program, the terms of paragraph 3.5.A. shall apply with your next payment due within 7 days of committing to your specific Program.
3.6 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 for a specific Remote Year itinerary. 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 3.4 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.
3.7 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. Participants are advised to consult Remote Year’s website for the specific monthly fees associated with a particular 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 and receive a 20% reduction in monthly fee. 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. Please note that the monthly fees advertised on Remote Year’s website do not constitute a guarantee, estimate, or representation of actual costs in any particular city in which a Program is hosted.
3.8 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. Remote Year will only cover costs for activities that are arranged by Remote Year.
3.9 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.
3.10 Opting out. For multi-month programs, 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 60 days prior to transition to that city. With less than 60 days’ notice, no reduction in fee will be granted. Notice must be received in writing by a Program Leader. This can only be used once per program.
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 Program Policy. Please note that whenever you Opt Out of a month, you lose access to any RY Services for that month, including access to the RY Workspace, Accommodations, and access to Local Experiences & Tracks for that city. You do retain your flights in and out of the city. Also note that if you are considering opting out of a 4-month program, the Citizen Status and all benefits that come with having that are contingent on you having spent at least 4 months on one of our Programs and not opted out.
3.11 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 10th day of the month in which they intend to leave the Program. IF NOTICE OF DEPARTURE IS NOT PROVIDED BY THE 10TH 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 the 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 as well as a $1000 cancellation fee.
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 firstname.lastname@example.org 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. Retreats Programs
5.1 Cost. The cost to participate in Remote Retreats will be as listed on the relevant program page on the Remote Year website. Note that prices are subject to change.
5.2 Payment. Retreats costs are split into two payments, a down payment and the remaining program payment. The down payment is due upon commitment and payable only by credit card. The remaining program payment will be charged to the same method of payment thirty (30) days prior to the program commencing. In some limited circumstances, a discount may be available if the entire Retreats payment is made at once or as described in section 2.5 above. Participants must provide written confirmation via email to email@example.com to cancel. Within 30 days of the program start date, all Retreats payments are non-refundable and non-transferable except as described in sections 1.2 and 1.3 above.
5.3 Included in cost. Accommodations; food and non alcoholic beverages; certain activities and events, from time to time during a Program, which may be planned at Remote Year’s discretion.
5.4 Not included in cost. Airfare, passport, visa, and permit expenses; formal work space; travel insurance; medical expenses and immunizations; transportation to initial destination and from final destination; personal expenses such as alcoholic beverages , laundry, telephone calls, SIM cards, additional activities and events, and any other items not specifically noted as included.
5.5 Early departure. Due to the short nature of Retreats, no refunds will be provided for participants that depart the program early.
5.6 Remote Year Citizenship Status. Unlike participation in some of Remote Year’s other offerings, participation in Retreats will not result in access to Citizen Status.
6. Remote Year Cancellation of a Program
6.1 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.
6.2 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.
6.3 Program Delays. Remote Year also reserves the right to delay the commencement of a Program for reasons including, but not limited, to travel and/or quarantine restrictions, health and safety concerns, the closure of hotels, restaurants and other businesses due to lockdown restrictions and other similar events. In such an event, Remote Year shall contact Program participants regarding the alternative launch dates.
6.4 Program Interruptions. Under certain circumstances, Remote Year may need to interrupt a current Program due to travel and/or quarantine restrictions, health and safety concerns, the closure of hotels, restaurants and other businesses due to lockdown restrictions and other similar events. In such event, while Remote Year will use reasonable efforts to mitigate the impact of such an interruption, you will be responsible for all additional costs associated with the interruption, including, without limitation, any additional travel, accommodation and food and beverage costs although you may be able to seek reimbursement for some of these costs from any travel insurance policies you may have obtained.
7. 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.