Refund Policy
The Archives of Surgery and Clinical Research (ASCR; ISSN: 2576-9537) aims to be fair and transparent in all financial matters. This policy explains when payments related to publishing—principally Article Processing Charges (APCs)—may be refunded, what is not refundable, and how to request and track a refund. It also clarifies how refunds interact with withdrawals, corrections, waivers, and production timelines.
Overview & Principles
ASCR invoices APCs only for manuscripts accepted for publication and does not charge submission fees. When a refund is warranted, our goal is to resolve it promptly and transparently, while ensuring the scholarly record remains accurate. This page consolidates the legacy refund approach and aligns it with related policies such as Withdrawal, APCs, Waivers, and Crossref/CrossMark corrections. Because publishing involves multiple steps (editorial work, production, DOI registration, hosting, archiving), eligibility depends on the stage of your article in our workflow.
Core commitments
- Clear criteria for eligibility and exclusions.
- Refunds processed to the original payment method wherever feasible.
- Prompt acknowledgement and status updates during processing.
- Separation of editorial decisions from financial considerations.
What Is Eligible for a Refund?
Refunds may be granted in the following situations. In each case, provide documentation (e.g., receipts, bank confirmations, correspondence) so we can reconcile records efficiently.
| Scenario | Eligibility | Notes |
|---|---|---|
| Duplicate payment | Refundable | If the same invoice was paid twice, we refund the overpayment. |
| Overpayment | Refundable | If the amount paid exceeds the invoiced APC or fee, we refund the difference. |
| Withdrawal before APC invoice or payment | Not applicable | No APC was charged; administrative fees (if any) are governed by the Withdrawal Policy. |
| Withdrawal after APC invoice but before publication | Case-by-case | We reconcile production costs already incurred; a partial refund may be offered depending on stage. |
| Journal error (e.g., invoiced in error; article declined post-invoice) | Refundable | Full refund where the charge was issued mistakenly. |
| Payment for optional services not delivered | Refundable | Where an optional add-on billed by the journal was not provided (e.g., paid print reprints not shipped), we refund that component. |
| Post-publication corrections/retractions | Not refundable | APCs fund publication and archiving; scientific updates do not trigger refunds. |
What Is Not Refundable?
- Bank, card, or platform fees charged by third parties (including FX spreads, wire fees, or taxes retained by authorities).
- Costs attributable to services already rendered (e.g., completed copyediting/typesetting, DOI registration, hosting) when a manuscript is withdrawn late in production.
- APCs for articles already published as the version of record, except if invoiced in error.
- Donations or voluntary contributions, if any are offered through the platform.
- Charges resulting from policy violations (e.g., chargeback abuse or fraudulent use of payment instruments).
How to Request a Refund
- Gather documentation: invoice number, manuscript ID, payment receipt, and a brief reason for the request.
- Email the support team: send your request to [email protected] with the subject line Refund Request – ASCR-[ManuscriptID]. If your request overlaps with a withdrawal, copy [email protected].
- Verification: we confirm payment records and the article’s current production stage and, if relevant, coordinate with the editorial office.
- Decision & reconciliation: we email the outcome and the refund amount (full or partial), including a breakdown when partial.
- Disbursement: approved refunds are issued to the original payment method where possible. If the original method cannot receive funds (e.g., card expired), we will request secure bank details for a transfer.
We aim to acknowledge refund requests promptly and complete processing within a reasonable period once all details are verified. Complex cases (e.g., institutional payments requiring vendor set-up) may take longer due to third-party processes.
Timelines & Status Updates
Most refunds are initiated shortly after approval. Time to reflect in your account depends on your payment provider or bank. We will email you when the refund is initiated, and, if available, provide a reference number. If you do not receive funds after a reasonable period, contact your bank and then notify us so we can trace the transfer.
Tips for faster resolution
- Send the exact invoice and manuscript IDs to avoid delays.
- If payment came via an institution, include your internal PO or vendor number.
- Alert us to any name changes between invoice and payment accounts.
Refunds & the Withdrawal Policy
APCs are typically charged after acceptance; therefore, many withdrawals occur before any APC is paid. If you request withdrawal after acceptance and payment, we reconcile the work already completed in production. Administrative fees associated with withdrawal (which are based on editorial stage) are governed by the Withdrawal Policy and are separate from APCs. Where both apply, we calculate the reconciliation transparently and confirm the net outcome (refund due or balance outstanding).
Currency, Taxes & Bank Charges
Invoices are denominated in USD unless stated otherwise. If you pay in a different currency, your bank or card provider determines the exchange rate and may charge fees; these third-party costs are not refundable by the journal. Where applicable taxes are collected by law (e.g., VAT/GST), refunds of the tax component follow regulations in the jurisdiction of record; documentation may be required. Wire transfer fees deducted by intermediary banks are not refundable.
Chargebacks & Disputes
If you dispute a card payment directly with your bank, please also notify [email protected] with your manuscript and invoice IDs so we can provide context. Unnotified chargebacks can delay resolution and may result in temporary account holds until the dispute is settled. Our preference is to resolve issues cooperatively and issue refunds where appropriate rather than through chargebacks.
Data Protection & Security
Billing information is handled securely and used only for payment, refund, and accounting purposes. Do not email full card numbers or sensitive banking details; if a bank transfer is required, we will provide a secure channel to exchange the necessary information. We retain only the records needed to comply with financial and audit requirements, consistent with our Privacy Statement.
Examples & Case Studies
Example: Duplicate card charge
An author pays an APC and the card processor logs two identical transactions due to a connection retry. The author sends both receipts; our records show the same invoice paid twice within minutes. We initiate a refund for the duplicate payment to the same card.
Example: Withdrawal after acceptance
After acceptance and payment, the authors discover a serious analysis error and request withdrawal. Copyediting is complete but typesetting has not begun. We reconcile costs already incurred and offer a partial refund; a stage-based withdrawal fee may apply per the Withdrawal Policy.
Example: Institutional overpayment
An institution consolidates invoices and accidentally pays one twice. The corresponding author shares the institution’s remittance advice. We confirm the overage and refund it to the institution’s account on file.
Example: Published article correction
Post-publication, authors request a correction to a figure label. Because the APC covered publication and archiving, the correction does not trigger a refund. We process the correction with a DOI-linked notice.
Frequently Asked Questions
Do you charge submission fees?
No. Manuscripts can be submitted free of charge. APCs apply only after acceptance.
How are partial refunds calculated?
We consider the production steps already completed (e.g., copyediting, typesetting, DOI registration) and any withdrawal-stage administrative fees. We provide a written breakdown with the decision.
Can I transfer an APC to a different article?
Generally no. Each APC is tied to a specific article and invoice. In limited institutional cases, we may reassign funds internally when accounting and audit requirements permit.
Who receives the refund for an institution-paid APC?
Refunds go to the paying party via the original payment method. If you need a different arrangement, provide written authorization from the payer.
What if the card used for payment has expired?
We will attempt a refund to the original method. If it cannot be completed, we will request secure bank transfer details for the payer of record.
How do waivers interact with refunds?
Waivers reduce or eliminate APCs prior to payment. If a payment was still made in error, we refund the overage so that the final amount reflects the granted waiver.
Contact
Billing and refunds: [email protected] · Editorial (for withdrawals or production-stage clarifications): [email protected]