Content AIESEC US EP Refund Application Package 1. Refund Criteria 2. Refund Process 3. Refund Application Checklist 4. Refund Application 1
Refund Criteria *EP stands for Exchange Participant and TN stands for Traineeship Nominee Should a traineeship be secured, and the EP does not follow through with their commitment to the traineeship for any reason, the decision to refund the traineeship will be made by AIESEC United States upon receiving a refund application from the EP. AIESEC US reserves the right to withhold payment of a refund on fulfilment of the criteria set out above where: (ii) An EP has rejected a match and AIESEC US, at its sole discretion, decides that the match is in fact a suitable one, taking into account the requirements outlined by the EP on their CV and preferences; or AIESEC US, at its sole discretion, deems that the reason for there being no match is due to weaknesses in the EP's application; or (iii) AIESEC US, at its sole discretion, deems that the reason for there being no match is due to a lack of pro-activeness on the part of the EP in searching for and applying for suitable TNs. Below are the criteria of the refund application: (a) The EP s visa application is denied: (ii) The next Match Fee shall be free if the match happens within 12 months of the myaiesec.net status being changed back to available; or The EP can apply for a refund for Match Fee. (b) The Hosting Organisation with which the EP is matched to withdraws from the TN: (ii) The next Match Fee shall be free if the match happens within 12 months of the myaiesec.net status being changed back to available; or The EP can apply for a refund if no suitable alternative TN can be found. (c) The EP has not received all necessary documents required for application for visa/work permit from the hosting LC, which results in the EP not being able to commence with the exchange. This hold true if all of the following hold true: The EP provided all passport details and didn t receive, within two weeks, all the necessary documentation from the hosting AIESEC entity required for application for a visa/work permit; 2
(ii) (iii) (iv) The EP updated the hosting entity about his/her passport application within one week of a match in cases where an application for a passport has been initiated with the government officials upon acceptance, unless otherwise agreed upon with the hosting AIESEC entity or organization. An EP Acceptance Note may be deemed invalid if this standard is not met; The EP reviewed the visa/work permit regulations for the host country prior to the purchase of a ticket to travel to the country (air/sea/land transportation); The EP submitted the visa application within a period up to two weeks after getting all the documents unless an alternative timeline was agreed upon with the hosting AIESEC entity or the TN. (d) (e) (f) (g) The EP becomes ill and completing the Traineeship could be dangerous for their health. (Proof Required) The EP has an emergency in their close family (meaning the parents, grandparents, children and siblings of the EP). The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks The EP does not have an official working/living permit in the country of exchange upon arrival unless other legal options have been agreed upon 3
Refund Process Application Process 1. Applicant needs to fill out an application form (page 4); 2. Application needs to be submitted within 90 days from the day match fee is charged (based on dates on aieseonline.net); 3. Attach any supporting document that helps us understand the reason of refund with the application form (e.g.: email threads, photos, description of the case, etc.); 4. Mail the application form and supporting document(s) to the National Office of AIESEC US at: Review Process OGX Department (Refund Request Form) 11 Hanover Square Suite 1700 New York, NY 10005 - AIESEC US National Committee will review your application and decide on whether to distribute a refund. - Refund review is done twice a month on the Friday of the second and last week of each month. - If the application is rejected, AIESEC US national staff will send the applicant an email with reasons of rejection. - If the application is approved, AIESEC US will send the applicant an email to request the following information to process the refund: credit card number, name on credit card and date of expiration of credit card. - If no response is received after 10 days, no refund will be processed and your refund application will be rejected. 4
AIESEC US EP Refund Application Checklist If you have any questions, please email Cindy Chen at ogx_assistant@aiesecus.org. Name (Last, first): Local Chapter: AIESEC US EP Refund Application Form A screenshot or copy of payment details Any supporting document that helps us understand the reason of refund with the application form (e.g.: email threads, photos, description of the case, etc.) Signature: Date: AIESEC US EP Refund Application 1 Check List
AIESEC US EP Refund Application Form Name (Last, First): Date of Birth: Email: Mobile Number: University: AIESEC Local Chapter: EP ID: Month when application was approved: Reason for applying for a refund (circle one that applies): (a) (b) (c) (d) (e) (f) The EP s visa application is denied The Hosting Organisation with which the EP is matched to withdraws from the TN The EP becomes ill and completing the Traineeship could be dangerous for their health; or The EP has an emergency in their close family (meaning the parents, grandparents, children and siblings of the EP) The EP is in danger due to the area where he/she works being formally declared in emergency due to war, natural disasters, people revolution, and terrorism attacks The EP does not have an official working/living permit in the country of exchange upon arrival unless other legal options have been agreed upon Other than the reasons above, no refund application will be processed. Please keep in mind that application fee is non-refundable under any circumstances. Amount of refund requested (Check one that applies): 350 (GCDP/GIP Education) 600 (GIP Non-Education) AIESEC US EP Refund Application 2 Application Form
250 (2 nd Traineeship of GCDP/GIP Education) 450 (2 nd Traineeship of GIP Non-Education) Signature: Date: AIESEC US EP Refund Application 2 Application Form