Configure Other Fees

Authorized Editor/Publisher roles can determine the amount of a non-submission fee (e.g., preprint charge, page charge) and solicit payment at virtually any point in the editorial or production workflow via the Charge Fee page.

The Editor/Publisher can choose a prepopulated fee template to start with and make changes as needed, or enter all new fee parameters. These include the fee description, amount, and currency, as well as a letter to send to notify the Author of the fee.

To configure:

Go to PolicyManager > Commerce Manager > Create Fee Templates. On the Create Fee Templates page, click the Add button to create a new template.

The Create Fee Template page includes these sections:

Fee Description: Enter a brief description of the fee.

Allowable Payment Methods: Check the box next to the options the publication offers:

Credit Card: Only configurable if your publication has a PayPal account on record with Aries.
Bill/Check: For publications that are not accepting credit card payments, this option must be selected to allow authors a mechanism for paying. Authors billed (outside of EM) and asked to send payment to the publication office.
Request Waiver: Select to allow Authors to request that the submission fee be waived.
Request Institutional Waiver: Functionally, this behaves just like the Request Waiver option; however, it offers the flexibility for a different kind of waiver. For example, your publication may have grant money from member institutions that can be used to fund article-processing charges. An Author from a member institution could request an institutional waiver, the publication would confirm the Author's institutional connection, and the submission fee would be waived.

Payment Instructions: Enter specific instruction for this particular fee (special payment instructions or information about the fee the Author needs). These are displayed to the Author on the Fees and Payments page.

Letters: Use the drop-down menu to associate letters (if desired) with the four decision options: Payment Due, Grant Waiver, Deny Waiver, Cancel Fee. For instructions on letters, see Create Letters for Use with Commerce Manager.

When all fields are complete, click Save.

Once configured a fee template appears in the drop-down menu on the Charge Fee page.

A template may be edited at any time from the Create Fee Templates page using the Edit link. A fee may be removed (using the Remove link), permanently taking it off the list of templates seen on the Charge Fee page. Alternately, a fee may be hidden from the Charge Fee page list; click the Edit link to go to the Edit Fee Template page and check the box next to Hide. Unchecking the box at a later time makes the template visible again.

For information on authorizing Editor/Publisher roles to charge fees, see Commerce Manager: Editor and Publisher Experience.