Refund Policy
Clinical Journal of Nursing & Clinical Practice (CJNCP) is committed to clarity and fairness in all financial matters. This Refund Policy explains when payments may be refunded, when they are non-refundable, and how to request a review. It complements our Withdrawal Policy, Article Processing Charges (APC) page, and Waiver Policy, ensuring authors, funders, and institutions can plan confidently while we safeguard editorial and production resources.
1) Scope and guiding principles
- APC timing: CJNCP charges an Article Processing Charge only upon acceptance of a manuscript. There are no submission fees and no charges for rejected articles.
- Non-refundable by default after acceptance: Because editorial and production work begins immediately post-acceptance, APC payments are generally non-refundable.
- Limited exceptions: Refunds may be granted for duplicate payments, payment processing errors, verified fraud/unauthorized use, or journal-side cancellations made before publication of the version of record.
- Administrative (withdrawal) fees: If authors withdraw after certain editorial milestones, stage-based administrative fees may apply; these are distinct from APCs and are addressed on the Withdrawal Policy page.
- Respect for volunteer time: Our approach protects the time of peer reviewers and editors and preserves resources required to publish nursing scholarship with care and integrity.
2) Definitions
- APC (Article Processing Charge): A fee payable after acceptance that supports copyediting, typesetting, metadata/DOI registration, online hosting, and preservation.
- Administrative (withdrawal) fee: A stage-based fee that may be charged only when authors request withdrawal after editorial resources have been expended; separate from APCs.
- Version of record (VoR): The fixed, citable, published article with DOI.
- Duplicate payment: An accidental second payment for the same invoice or manuscript ID.
- Processing error: Overpayment due to a platform or bank issue, or payment captured in the wrong currency/amount.
3) Refund eligibility overview
The following matrix summarizes typical outcomes. Final decisions consider documentation, timelines, and the stage of editorial/production work already completed.
| Scenario | Typical outcome | Notes |
|---|---|---|
| APC paid after acceptance; author initiates withdrawal | Not refundable | Production work begins promptly after acceptance; see Withdrawal Policy for stage-based administrative fees. |
| Duplicate payment for the same invoice | Refundable | Provide both transaction receipts; we reverse the duplicate payment. |
| Overpayment due to processing/currency error | Refundable (partial) | We refund the difference or credit to the correct invoice per payer preference. |
| Verified fraudulent or unauthorized transaction | Refundable | Subject to verification; we may require a bank or card-issuer confirmation. |
| Journal-initiated cancellation prior to VoR (e.g., policy/legal reason) | Refundable (full or pro-rated) | When CJNCP discontinues publication for reasons outside the authors’ control before VoR, we refund appropriately. |
| APC paid; article later corrected or retracted | Not refundable | Post-publication changes maintain record integrity but do not reverse publication services already delivered. |
| APC paid; publisher platform outage delays posting | Not refundable (service remedy applies) | We prioritize restoration and ensure the article posts; if delay is material, we may offer a goodwill credit. |
Refundability may be influenced by statutory requirements in the payer’s jurisdiction. Where law mandates, we comply with the stricter standard.
4) Why APCs are generally non-refundable after acceptance
Once a manuscript is accepted, CJNCP begins a sequence of services that create lasting value and incur non-recoverable costs: professional copyediting; layout/typesetting; DOI reservation and metadata registration; HTML/PDF generation; accessibility checks; quality assurance; and repository/preservation preparation. These steps occur rapidly and in parallel to ensure prompt publication and discoverability. Refunding the APC after these services would shift costs onto other authors and undermine equitable access to open research. For these reasons, APCs are ordinarily non-refundable once paid.
5) Duplicate or erroneous payments
How we handle payment mistakes
- Duplicate payments: If the same invoice is paid twice, we promptly refund the second payment to the original funding source once verified.
- Overpayments: If you overpay due to exchange-rate or form-entry errors, we refund the difference or credit it to the correct invoice per your written preference.
- Wrong payer or cost center: If an institutional payment should have been made from a different cost center, we can reissue the invoice and apply an internal transfer or provide a refund with a replacement invoice—subject to your institution’s policy.
- Processing errors: If a card gateway or bank error causes a mischarge, we coordinate with the provider and refund or correct the charge upon confirmation.
Please include invoice number, manuscript ID, date and method of payment, and transaction reference(s) in your message to speed up resolution.
6) Journal-initiated cancellations prior to publication
In rare circumstances, CJNCP may discontinue publication before the version of record appears (for example, if serious ethical or legal concerns come to light after acceptance). When CJNCP initiates such a cancellation independent of author request, we assess whether a full or pro-rated refund is appropriate, considering which production services have been delivered. We communicate clearly with the corresponding author and, where relevant, the payer institution.
7) Chargebacks and dispute resolution
- Direct resolution preferred: Contact CJNCP first; most issues are resolved faster and with better documentation than through card disputes.
- If a chargeback is filed: We provide the card network with documentary evidence (invoice, acceptance letter, delivery of services). Refunds are not issued while a chargeback is active.
- Outcome handling: If the card network decides in the payer’s favor and reverses the transaction, we mark the invoice unpaid and pause production/posting until the matter is regularized.
- Good-faith errors: For demonstrable errors, we cooperate to close the case rapidly and issue replacement invoices if needed.
8) Relationship to the Withdrawal Policy
The Withdrawal Policy governs when authors may withdraw and explains potential stage-based administrative fees that reflect editorial and reviewer work already performed. These fees are independent of APCs. If a withdrawal occurs after acceptance and APC payment has been made, the APC is not refundable in the ordinary course because production activities are underway (copyediting, typesetting, metadata registration, etc.). In exceptional, documented public-interest ethics cases, the Editor-in-Chief may consider equitable adjustments to administrative fees; APC refunds after acceptance remain rare.
9) Timelines and required documentation
Timelines
- Acknowledgment: We confirm receipt of refund queries within 1–3 business days.
- Decision: Typical determination within 5–10 business days after complete documentation is received.
- Payment processing: Approved refunds are initiated within 5 business days; bank posting times vary by method/country.
Documentation checklist
- Manuscript ID and invoice number.
- Payer name and contact email; institution details if applicable.
- Payment date, method, and transaction reference(s).
- Reason for the request (duplicate, processing error, fraud, journal-initiated cancellation, etc.).
- Supporting documents (receipts, bank or card-issuer confirmation for unauthorized use, institutional letter).
10) How to request a refund review
Simple, auditable steps
- Email the editorial office with the subject line: Refund Request – Manuscript ID [####] – Invoice [####].
- Provide the documentation listed above. Do not include patient identifiers or sensitive data in your email.
- State whether you prefer refund to the original payment method or a credit note to apply against a future invoice (where permitted).
- Await confirmation; we may ask brief clarifying questions to complete the review.
- Receive a written decision outlining the outcome and timing of any approved refund or credit.
Refunds are sent to the original funding source unless law or institutional policy requires a different method.
11) Equity, waivers, and special circumstances
CJNCP supports equitable access to publishing through our Waiver Policy, which may reduce APCs for eligible authors (e.g., authors based in certain economies, genuine funding constraints, trainee-led work, or special editorial initiatives). Waivers must be requested at submission or during initial checks; they cannot be retroactively converted into refunds after acceptance and payment. For humanitarian crises or large-scale disruptions that materially prevent publication, the Editor-in-Chief may use discretion to consider alternative remedies (e.g., delayed payment plans, partial credits).
12) Examples (illustrative)
Example A — Duplicate payment
An institution accidentally pays the same invoice twice via bank transfer and card. The department emails both receipts. Outcome: the second payment is refunded to the original source.
Example B — Processing error
A card gateway charges an extra currency conversion fee due to a glitch. After verification, CJNCP refunds the overcharge difference to the payer.
Example C — Withdrawal after acceptance
After acceptance and APC payment, authors discover a critical data error and request withdrawal. Outcome: APC is not refunded; the stage-based administrative fee is waived in light of transparent, public-interest reasons. The authors may resubmit after correction.
Example D — Journal-initiated cancellation
A serious legal issue unrelated to author conduct prevents publication before VoR. Outcome: CJNCP cancels the article and issues a full or pro-rated refund depending on services already performed.
Example E — Unauthorized card use
A department card is used without authorization. With bank confirmation, CJNCP refunds the transaction and reissues the invoice to the proper payer.
Example F — Post-publication correction
An honest analytical error leads to a correction notice. Outcome: No refund; publication services remain valid and discoverability is maintained.
13) Frequently Asked Questions (FAQ)
Common questions
Do you ever refund APCs after acceptance?
Only in narrow, journal-initiated cases prior to VoR or where a verified processing error or fraud occurred. Author-initiated withdrawals after acceptance are not refundable.
Can a waiver be granted after I have already paid?
Waivers must be requested at submission or during initial editorial checks. After payment, we cannot convert to a refund; however, a goodwill credit may be considered for a subsequent manuscript in exceptional cases.
Can my institution receive the refund instead of the original card?
Refunds are returned to the original payment method unless law or institutional policy requires otherwise, in which case we follow documented instructions.
What if the delay in publication is on the journal’s side?
We prioritize resolution and keep you updated. If the delay is material, we may offer a goodwill credit; APC refunds are uncommon once services have been delivered.
Are administrative (withdrawal) fees refundable?
If charged in error, yes. Otherwise, these reflect real costs at the time of withdrawal and are generally not refundable.
14) Governance, audits, and updates
- Recordkeeping: We maintain auditable records for all financial transactions and refund decisions.
- Consistency: Staff apply this policy consistently and escalate complex cases to the Editor-in-Chief.
- Policy updates: CJNCP reviews this policy regularly; the version and date of effect appear at the top of the page. Submissions are processed under the version in effect at acceptance unless otherwise noted.
15) Contact
To request a refund review or ask a question, contact the editorial office via the journal’s official contact page. Include your manuscript ID, invoice number, payer details, payment date/method, transaction reference(s), and a concise explanation. We aim to acknowledge within 1–3 business days.