Overview and guiding principles
Archives of Asthma, Allergy and Immunology (AAAI) operates as an open access journal. Open access publishing requires ongoing editorial administration, peer review coordination, quality checks, production preparation, metadata creation, and online hosting/archiving workflows. Many of these services begin soon after submission and acceptance and often cannot be “undone” once completed.
This Refund Policy is designed to be fair, consistent, and transparent. It explains eligibility rules, common scenarios, and how authors can request review of a refund. It should be read together with the Article Processing Charges (APC) page, Charges Policy, and Withdrawal Policy.
Editorial independence and payments
Editorial decisions (accept/reject) are based on scientific merit and integrity—not on payment status. Refund decisions, where applicable, are administrative and stage-based.
Definitions used in this policy
| APC (Article Processing Charge) | A fee, when applicable, that supports open access publishing services (peer review administration, production preparation, hosting, metadata, archiving). |
|---|---|
| Service stage | The point in the editorial/production workflow (e.g., pre-review screening, peer review completed, accepted, production initiated, published). |
| Refund | Returning a portion of paid fees when a request meets eligibility criteria and when services have not been substantially delivered. |
| Non-refundable charges | Fees for services already delivered or resources already consumed (e.g., completed editorial handling, production work, DOI/metadata processing if completed). |
General refund eligibility
Refunds may be considered only under defined circumstances and must be requested in writing by the corresponding author. AAAI evaluates refund requests using objective criteria such as workflow stage, service completion, and documented reasons for the request.
Potentially eligible scenarios (examples)
- Accidental duplicate payment (same invoice paid twice)
- Payment made for the wrong manuscript ID (administrative error)
- Journal confirms that a paid service was not initiated and the manuscript was closed early by journal action
- Exceptional administrative errors verified by the publisher
Typically not eligible scenarios (examples)
- Withdrawal after substantial editorial and/or peer review handling has occurred
- Withdrawal after acceptance or after production has begun
- Author dissatisfaction with reviewer comments or editorial decisions after the process has been completed fairly
- Refund requests based on “change of mind” after services were delivered
- Requests after publication where the article remains part of the permanent record (corrections/retractions follow integrity policies rather than refund logic)
Fairness to reviewers and staff
Peer review involves independent expert time and editorial coordination. Once this work is performed, related administrative costs are generally not recoverable.
Stage-based refund rules (typical handling)
Refund outcomes depend on how far the manuscript progressed and what services were delivered. The table below describes typical handling. The journal may adjust outcomes in exceptional cases based on documented evidence and fairness considerations.
| Payment error (duplicate / wrong invoice) | Eligible for correction and refund of the erroneous amount after verification of payment records. |
|---|---|
| Pre-review closure (early screening stage) | May be eligible for partial refund depending on whether any administrative services were completed (screening, communications, file checks). |
| Peer review initiated / completed | Refund is generally not provided for services already delivered (review administration and editorial handling). Exceptional cases may be considered only with strong justification. |
| Accepted / production started (copyediting, typesetting, proofreading, DOI/metadata work) | Refund is generally not eligible because production and metadata services are already underway or completed. |
| Published online (with DOI/metadata) | Not eligible. Post-publication issues are handled through corrections/retractions/withdrawal procedures to preserve record integrity. |
Why stages matter
Open access publishing costs are largely service-based. Once services are delivered (review coordination, production preparation, DOI/metadata work), refunds may not be feasible without compromising sustainability and fairness.
Non-refundable items and common misunderstandings
Certain services—once performed—are generally non-refundable. This is not a penalty; it reflects that work has already been done and cannot be reversed. Examples include:
- Editorial screening and administrative handling
- Peer review coordination and follow-ups
- Integrity checks (similarity screening, ethics verification requests)
- Copyediting and language/formatting adjustments (where applicable)
- Typesetting, layout preparation, figure processing, and proof creation
- DOI/metadata creation and dissemination steps (where completed)
- Online hosting, archiving preparation, and indexing communications (where initiated)
Refunds are not a substitute for appeals
If you disagree with a decision, use the editorial appeal pathway. A refund request does not replace scientific review or ethics evaluation.
How to request a refund
Refund requests must be submitted by the corresponding author using the same email used during submission (or verified by the journal). To avoid delays, include complete documentation and allow time for verification of payment records and workflow stage.
1) Email request: Send a refund request to the editorial office with “Refund Request — [Manuscript ID]” in the subject line.
2) Include documentation: Provide payment receipt/invoice details, transaction ID, and payer name.
3) State the reason: Explain the reason for the refund request and the manuscript status (submission, review, accepted, etc.).
4) Verification: The journal verifies payment records, service stage, and eligibility conditions.
5) Decision notice: AAAI will provide a written response describing the outcome and rationale.
Information to include (minimum)
- Manuscript ID and full title
- Corresponding author name and email
- Invoice number and transaction reference
- Date of payment and payer details
- Reason for refund request
Processing timeline
Refund processing requires verification and may take additional time depending on payment method and financial systems. AAAI will communicate status updates where needed and will document outcomes for transparency.
Disputes, chargebacks, and respectful communication
If an author initiates a chargeback without contacting the journal first, it can interrupt administrative resolution and may delay handling. AAAI encourages authors to communicate directly with the editorial office to resolve billing issues promptly and fairly.
The journal will investigate disputed payments using documentation and workflow records. Authors should avoid abusive communications; AAAI will respond to good-faith inquiries and maintain professional standards in all exchanges.
Chargebacks
Chargebacks are handled as financial disputes and may require additional verification steps. When a chargeback is filed, the journal may pause certain administrative actions until resolved.
Exceptions and special circumstances
AAAI may consider exceptions in rare situations, such as verified administrative errors, duplicate processing, or documented circumstances that prevented the journal from delivering agreed services. Any exception is assessed case-by-case and documented.
If an article is retracted due to serious integrity issues, the journal’s primary obligation is to correct the record. Financial outcomes, if considered, depend on the reason for retraction, service stage, and documented responsibilities. The journal’s approach remains consistent: fees generally reflect services delivered rather than outcomes desired.
Related policies and where to find fee information
Authors should consult these pages for full clarity on fees, waivers, and withdrawal procedures:
- Article Processing Charges (APC) / APC page
- Charges Policy (if separated from APC page)
- Waiver Policy (eligibility criteria and process)
- Withdrawal Policy (withdrawal rules and stage-based implications)
Transparency commitment
AAAI aims to present fee and refund information in plain language so that authors can make informed decisions before submitting.
Frequently asked questions
Can I get a refund if my manuscript is rejected?
Generally, no. Editorial and peer review services are delivered during evaluation regardless of outcome. Rejection is a scientific decision, not a service failure.
What if I paid twice by mistake?
Duplicate payment errors are typically refundable after verification. Provide invoice and transaction references in your request.
What if I withdraw my manuscript?
Refund eligibility depends on stage and service completion. Early-stage closures may be considered differently than post-review or post-acceptance withdrawals. See the Withdrawal Policy for details.
Does payment influence acceptance?
No. Editorial decisions are based on merit and integrity. Payment and refunds are handled separately as administrative matters.
How do I request a waiver instead of a refund?
Waivers are handled before or during processing as defined in the Waiver Policy. Refund requests are evaluated after payment and depend on eligibility criteria and stage.
