Configure Submission Fees

Publications can create one or more Submission Fees. A Submission Fee may be associated with one or more Article Types (one Submission Fee per Article Type). For example, publications may solicit a Submission Fee for original research articles but not charge one for an invited paper or editorial article.

A Submission Fee may be a flat rate (e.g., 100 USD submission fee, 1,540 EUR open access fee) or a variable amount based on society membership or some other criteria (e.g., 75 USD members, 100 USD non-members, 60 USD students).

Publications can allow one or more payment methods: Credit Card, Request Waiver or Request Institutional Waiver, and Bill Me. (The Bill Me option is for publications that opt to send invoices and collect payments outside EM.)

To configure:

Configuring submission fees requires multiple steps: defining the fee and pricing options, associating the fee with one or more article types, and creating letters associated with the various payment options and states to send to Authors.

Create submission fee

Go to PolicyManager > Commerce Manager > Configure Author Submission Fees > Add. The Add Submission Fee page includes these sections:

Fee Description: Enter a brief description of the fee (e.g., if your publication sets submission fees by calendar year: 2017 submission 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 can receive a Payment Due letter through EM and 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 submission 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.

Select Pricing Options: This section includes a list of any configured pricing options for your publication, as well as a Configure Pricing Options button. If you have already configured options, you may check the box next to any that are applicable to this submission fee. (To set up new pricing options, see below.)

When all fields are complete, click Save.

Once configured a Submission Fee appears on the main Configure Author Submission Fees page. A fee may be edited (using the Edit link) at any time. A fee may be removed (using the Remove link) only if it is not associated with an Article Type and has not been used on a payment record. A Submission Fee that has been used can be retired, i.e., made unavailable for future use (click the Edit link to go to the Edit Submission Fee page and check the box next to Hide).

Configure pricing options

To configure pricing options, either click the Configure Pricing Options button on the Add/Edit Submission Fee page or go to PolicyManager > Commerce Manager > Configure Pricing Options.

To enter a new option, click the Add button. The Add Pricing Option page includes these sections:

Pricing Option: Enter a brief description of the pricing option.

Amount: Enter the amount (do not enter a currency symbol).

Currency: Select a currency code from the drop-down list. (This is the set of currency codes supported by PayPal.)

AUD Australian Dollar	MXN Mexican Peso
BRL Brazilian Real*	MYR Malaysian Ringgit*
CAD Canadian Dollar	NOK Norwegian Kroner
CHF Swiss Franc	NZD New Zealand Dollar
CZK Czech Koruny	PHP Phillipine Peso
DKK Danish Kroner	PLZ Polish Zloty
EUR Euros	SEK Swedish Kroner
GBP Pound Sterling	SGD Singapore Dollar
HKD Hong Kong Dollar	TWD Taiwan New Dollar
HUF Hungarian Forint	THB Thai Baht
ILS Israeli Shekel	TRY Turkish Lira*
JPY Yen	USD U.S. Dollar
* for in-country PayPal accounts only

When all fields are complete, click Submit. The displayed confirmation page includes several links:

Return to Configure Pricing Options: Use this link to return and add more or manage existing pricing options.
Configure Submission Fees: Use this link to go to the Configure Submission Fees page to associate Pricing Options with a Submission Fee.

Once configured, Pricing Options appear in the list on the Configure Pricing Options page. The list may be reordered using the numbered text boxes and the Update Item Order button; this dictates the order in which the Pricing Options are displayed on the Configure Submission Fees page.

A Pricing Option not configured for use with any Submission Fees and is not associated with any payment record can be removed from the list (using the Remove link). An option that has been used can be retired, i.e., made unavailable for future use (use the Edit link to go to the Edit Pricing Option page and check the box next to Hide).

Associate submission fee with Article Type

After Submission Fees are created, they can be associated with Article Types.

To do this, either click the Edit Article Types link on the Configure Author Submission Fees page or go to PolicyManager > Submission Policies > Edit Article Types. On the Edit Article Types page, click the Edit link next to the Article Type to be configured.

On the Edit Article Type page, scroll to find the Fees and Charges section. Check the box next to Charge Submission Fee and select the appropriate fee to associate with this article type from the drop-down menu.