Charging principles

AAAI’s charging approach is designed to be simple and predictable. We aim to communicate charges before authors commit to payment, keep fees aligned with legitimate publishing services, and avoid hidden add-ons. Charges (where applicable) support editorial administration, peer review workflows, production preparation, online hosting, metadata distribution, and long-term access.

This policy focuses on four principles: Transparency Fairness No hidden fees Separation from editorial decisions

What fees may apply

The most common charge in open access publishing is the Article Processing Charge (APC), which typically applies only if a manuscript is accepted. The legacy APC page confirms: there is no submission fee, APCs apply only to accepted papers, rejected articles are not charged, and there are no surcharges based on figures or supplementary data. In addition, certain administrative charges may apply in specific cases (for example, withdrawal charges once defined service stages have been completed). 

Standard fee categories

What the APC typically includes

Authors often ask what they are paying for. AAAI’s APC is intended to cover legitimate open access publishing services, including:

• Editorial administration: initial checks, correspondence, reviewer invitations, decision documentation, and workflow tracking.
• Peer review coordination: managing reviewer communications, revisions, and integrity safeguards.
• Production preparation: formatting, layout preparation, proof creation, and author proof handling (where applicable).
• Metadata creation: article identifiers, citation metadata, and structured information supporting discovery.
• Online publication and hosting: maintaining the Version of Record on journal servers and supporting access for global readers.
• Archiving/preservation support: workflows that protect long-term accessibility (see Preservation and Archiving Policy).
• Indexing readiness: preparing metadata and article presentation in forms that indexers and libraries can consume.

What AAAI does not charge for

To avoid confusion, the following items are generally not charged as separate line items under normal circumstances:

• Submission (no submission fee). 
• Rejection (no charges for rejected articles). 
• Figures/supplementary files (no per-figure/supplement surcharges). 
• Routine editorial correspondence (status updates, revision requests).
• Standard online access for readers (open access content is free to read).

If a non-standard service is requested by the author (for example, a special administrative request that requires additional manual processing), AAAI will disclose any associated fee in writing before proceeding.

Typical amounts and where to verify current fees

Fee amounts can vary by article type, issue type (regular vs special issue), and policy updates. Authors should always confirm the current APC and any special issue charges on the relevant pages at the time of acceptance.

Waivers, discounts, and economic constraints

AAAI recognizes that APCs can be a barrier for some authors. The legacy APC page states that authors who cannot pay may be assisted with waivers, with eligibility tied to World Bank low-income and lower-middle-income country lists. 

Waivers/discounts are evaluated through an administrative review and are not tied to acceptance decisions. Where discounts are offered (e.g., special issue roles), eligibility should be documented in writing so billing remains transparent. 

How to request a waiver (recommended process)

Withdrawal-related charges and fairness to the process

Withdrawal disrupts workflows, consumes staff time, and can impose costs after key services have been delivered. For this reason, AAAI uses a stage-based withdrawal approach. The legacy Withdrawal Policy page provides an example schedule of charges depending on how far the manuscript progressed. 

Stage-based approach (explained)

• Earlier stages: Lower or no charges may apply if minimal processing has occurred.
• After integrity checks / peer review work: Administrative charges may apply because services were performed.
• After acceptance / production: Withdrawal is generally discouraged; charges may reflect substantial completed services.

Invoicing, payment method, and documentation

AAAI issues invoices to the corresponding author (or designated payer) with a manuscript reference and payment instructions. To reduce confusion for institutions, the invoice should include:

• Manuscript ID and article title
• Author and institutional details (as provided)
• Fee type (APC / special issue APC / administrative charge)
• Currency and total amount
• Date and payment reference/transaction fields

Taxes and bank charges

Taxes, VAT/GST obligations, and bank processing fees vary by country and payment channel. Authors are encouraged to consult their institution’s finance office for local requirements. Where the payment provider deducts processing fees, the net received amount may affect reconciliation; AAAI will communicate if additional reconciliation is needed for proper accounting.

Refunds and charge disputes

Refund requests are handled based on eligibility rules and service stage. In general, once substantial editorial or production services have been delivered, fees are not refundable. Authors should consult the Refund Policy for stage-based rules and documentation requirements.

If an author believes a billing error occurred (duplicate payment, wrong manuscript reference, incorrect amount), contact the editorial office with invoice and transaction evidence. AAAI will review the request and respond in writing.

Real-world scenarios (how this policy applies)

Scenario: My paper was rejected—do I owe anything?

No. The legacy APC page states there are no charges for rejected articles. 

Scenario: We have many figures and supplementary files—does the price increase?

Not under the standard policy. The legacy APC page states there are no surcharges based on figures or supplementary data.

Scenario: Our institution requires a formal invoice before payment

Request the invoice as soon as the manuscript is accepted (or when prompted by the journal). Provide your institution’s billing details and any purchase order requirements to avoid delays.

Scenario: We need a waiver due to funding constraints

Request a waiver promptly and provide a short justification. The legacy APC page indicates waivers may be available for authors from low-income or lower-middle-income countries (World Bank lists). 

Scenario: We want to withdraw after peer review started

Withdrawal may trigger stage-based administrative charges. Review the Withdrawal Policy before requesting withdrawal, and communicate early to avoid unnecessary costs.