Why an APC exists in open access publishing
Open access means your article can be read online without subscription barriers. To operate sustainably while keeping reader access free, journals typically recover costs through an APC. At AAAI, APC administration is handled separately from editorial decisions so that peer review is based on merit and ethical compliance.
APC-funded services commonly include:
- Editorial administration: initial checks, author correspondence, reviewer invitations and tracking, decision documentation.
- Peer review workflow support: coordination of revisions, integrity checks, and record keeping.
- Publication preparation: formatting support, proof preparation (where applicable), and online release readiness.
- Archiving/long-term availability support: maintaining accessible online records and article discoverability.
Editorial decisions are independent of payment
Editors and reviewers evaluate submissions based on scientific quality, clinical relevance, clarity, and compliance with journal ethics—not on the author’s ability to pay.
When APCs apply and who pays
In most open access workflows, APCs are assessed after acceptance and paid by the corresponding author, the author’s institution, or the study funder. If your institution pays, you can request that the invoice be issued to the institutional billing contact while keeping the corresponding author as the manuscript contact.
Typical payer options
- Author-funded: the corresponding author (or author group) pays directly.
- Institution-funded: the university/hospital/library pays via invoice.
- Funder-funded: a grant or sponsor covers publishing costs (include grant details for billing reference).
Budget planning tip for research teams
If you anticipate requesting a waiver or discount, do it early—ideally at submission—so billing does not delay publication readiness.
Current APC information and special issue APC
APC amounts can vary by issue type and policy updates. For Regular and special issue manuscripts, AAAI’s states an APC of $2949, described as inclusive of processing charges along with archiving, designing, and promotional charges.
For Special Issues, AAAI also explains the economic rationale for charges (processing and production expenses, limited monetary resources) on its Special Issue guidance page.
| Regular issue APC | $2949 USD. |
|---|---|
| Special issue APC (example listed) | $2949 for special issue manuscripts (inclusive charges described on the FAQ). |
| Discount / waiver availability | Waiver provisions up to 50% are described for eligible authors (see “Waivers and discounts”). |
Why you may see different numbers on older pages
Legacy pages can reflect fee values at different times or for different issue arrangements. The invoice issued for your accepted manuscript is the definitive billing document.
Waivers and discounts
AAAI provides a waiver/discount pathway for authors who have genuine financial reasons or who are based in underdeveloped countries. The APC page states that the journal has provision to provide a waiver of up to 50% for such authors and specifies that the request must be made at the time of manuscript submission.
The Waiver Policy page further notes that authors should send a waiver application to the journal email ID, and that the application should contain the manuscript number and the reason for requesting a waiver.
How to request a waiver (recommended workflow)
1) Request at submission: include a short waiver request note in your cover letter and/or in the submission comments area.
2) Email the waiver application: include your manuscript number and a brief rationale (e.g., limited funding, institutional constraints).
3) Provide supporting context: funding status, country context, and any required institutional documentation if your finance office needs it.
4) Keep the confirmation: save the waiver decision email for grant reporting and institutional reimbursement.
Fairness and consistency
Waivers are an administrative process and do not influence peer review decisions. If you need a waiver, requesting it early prevents delays after acceptance.
What the APC includes and what it does not include
Authors often want clarity on what “processing charges” mean. In practical terms, APC coverage generally includes editorial handling, peer review coordination, and publication readiness support. The special issue FAQ describes the APC as inclusive of processing charges along with archiving, designing, and promotional charges.
Commonly included items
- Administrative handling and communication throughout review
- Reviewer coordination and decision documentation
- Basic production preparation and online posting readiness
- Metadata preparation to support discoverability and citation
- Archiving/preservation support and online accessibility services
Items typically not charged as separate add-ons
- Routine editorial correspondence (status updates, basic technical queries)
- Standard online access for readers (open access means free-to-read)
- General author support queries (submission help and compliance questions)
No surprises principle
If an author requests an unusual, non-standard service that could require additional administrative work, AAAI should disclose any associated fee in writing before proceeding.
Invoicing, payment timeline, and documentation
After acceptance (or after the relevant editorial milestone, as applicable), AAAI issues an invoice to the payer. To ensure institutions can process payment smoothly, the invoice should clearly include the manuscript ID, article title, corresponding author, payer details, fee type, and total amount.
Recommended invoice details (author checklist)
- Manuscript ID and article title (exactly as accepted)
- Corresponding author name and contact email
- Payer name (institution/funder) and billing contact
- Fee type: Regular issue APC / Special issue APC / other administrative fee (if applicable)
- Currency and total amount
- Payment reference (to avoid reconciliation delays)
Taxes and bank charges
Taxes and payment processing fees vary by country and payment channel. Where bank or payment gateway fees are deducted, please ensure the payer uses the invoice reference and confirms that the net remittance covers the invoiced amount (or coordinate with the editorial office if a shortfall occurs).
Institution is paying?
Provide institutional billing requirements early (purchase order rules, billing address format, VAT fields if needed). This prevents delays between acceptance and publication readiness.
Refunds and withdrawal-related financial handling
Refund and withdrawal handling are stage-based policies designed to be transparent and fair while protecting the integrity of editorial work already completed. AAAI’s Refund Policy page states the journal follows transparent refund instructions and invites authors to consult that page for details.
If an author requests withdrawal after significant editorial processing, administrative charges may apply based on the journal’s withdrawal approach (see Withdrawal Policy). For clarity, authors should request withdrawal promptly if needed and communicate early to avoid unnecessary processing.
Billing questions or disputes
If you believe you were billed incorrectly (wrong amount, duplicate payment, wrong manuscript reference), contact the editorial office with invoice and transaction evidence so it can be reviewed quickly.
Real-world scenarios (how APC rules apply)
Scenario: I need a waiver but I forgot to request it at submission
The APC page explicitly notes that waiver/discount requests must be made at the time of submission. If you missed that window, contact the editorial office immediately with your manuscript ID and rationale. The earlier you communicate, the easier it is to handle administratively.
Scenario: My manuscript is in a Special Issue
The APC for special issue manuscripts is $ 2949 and describes what is included. Confirm the Special Issue APC terms at acceptance and ensure the invoice matches the issue type.
Scenario: Our institution requires a pro forma invoice and a long internal payment cycle
Provide the institutional requirements as soon as possible and request an invoice formatted to the institution’s needs. Early coordination prevents administrative delays after acceptance.
Scenario: I have no grant and my institution cannot pay
AAAI provides waiver provisions up to 50% for authors with genuine reasons and for authors from underdeveloped countries. Request the waiver at submission and follow the waiver application steps.
Frequently asked questions
How much is the APC for a Special Issue?
AAAI’s FAQ lists an APC of $2949 for special issue manuscripts and describes it as inclusive of processing, archiving, designing, and promotional charges.
Can I request a waiver or discount?
Yes. The APC page and Waiver Policy describe waiver provisions up to 50% for eligible authors, and they note that waiver requests must be made at the time of submission and should include the manuscript number and reason.
When should I request a waiver?
At submission. The APC page explicitly instructs authors to request the waiver/discount at the time of manuscript submission.
Where can I read about refunds?
AAAI publishes a dedicated Refund Policy page describing the journal’s refund instructions.
Will paying the APC affect editorial decisions?
No. APC handling is administrative and separated from editorial evaluation. Acceptance is based on scientific merit and ethical compliance.
