Payment Schedule & Cancellation
Payment Schedule & Cancellation
Deadlines for 2025 Travelers
Financial & Other Important Deadlines
All Xperitas participants must be paid in full by the required deadline to participate. Xperitas only sends individual invoices by email for the final program payment. For all other payments, please adhere to the payment schedule that pertains to your program.
Payments can be made online with a credit card on a participant's Xperitas portal. Instructions are sent with enrollment confirmation. Checks or money orders can be made payable to Xperitas and sent to our office. Write the participant's name, school (if applicable) and destination on each payment. Mailed payments must be postmarked by the payment deadline. Xperitas cannot accept postdated checks. All postdated checks will be returned immediately.
2025 Spring Programs Payment Schedule
Programs departing in March and April
Billing and Payments: Xperitas will email a bill for the final payment approximately three weeks before it is due. For all other payments please refer to this schedule. A payment reminder will be sent to you via email a week before a scheduled payment is due. Payments can be made by credit/debit card via the Xperitas portal or by check or money order payable to Xperitas.
Please reference Important Information and Other Important Deadlines located further down this page to review important payment information, such as late fees and bounced checks.
| Date | Action | Cost | Notes |
|---|---|---|---|
| June 15 | Early Bird deadline | $500 | Receive a $200 discount from your total program cost. Once the online application and $500 deposit are submitted and processed, participants will receive enrollment confirmation. |
| October 1 | Final enrollment deadline | $500 deposit due at time of enrollment | No payment due for Early Bird registrants. Once the online application and $500 deposit are submitted and processed, participants will receive enrollment confirmation. |
| November 1 | 1st Program Payment | $1,000 | |
| December 1 | 2nd Program Payment | $1,000 | |
| January 15 | Final Program Payment | Final balance due |
2025 Summer Programs Payment Schedule
Programs departing May - August
Billing and Payments: Xperitas will email a bill for the final payment approximately three weeks before it is due. For all other payments please refer to this schedule. A payment reminder will be sent to you via email a week before a scheduled payment is due. Payments can be made by credit/debit card via the Xperitas portal or by check or money order payable to Xperitas.
Please reference Important Information and Other Important Deadlines located further down this page to review important payment information, such as late fees and bounced checks.
| Date | Action | Cost | Notes |
|---|---|---|---|
| June 15 | Early Bird deadline | $500 deposit | Receive a $200 discount from your total program cost. Once the online application and $500 deposit are submitted and processed, participants will receive enrollment confirmation. |
| October 15 | Final enrollment deadline | $500 deposit | No payment due for Early Bird registrants. Once the online application and $500 deposit are submitted and processed, participants will receive enrollment confirmation. |
| November 15 | 1st Program Payment | $1,250 | |
| January 15 | 2nd Program Payment | $1,250 | |
| March 15 | Final Program Payment | Final balance due |
*If a program application comes in after the final enrollment deadline, the family stay application is due one week from program application acceptance.
Cancellations Due to Unforeseeable World Events
Xperitas uses the U.S. State Department Travel Advisory system to determine if a region or country is safe for travel. Travel advisory levels range from 1 to 4, with 1 indicating “exercise normal precautions” and 4 indicating “do not travel”. Leading up to a group’s departure, if the U.S. Department of State elevates the travel advisory level of a region or destination on your itinerary to a level 3 or 4, Xperitas reserves the right to cancel travel to these regions and destinations. This includes travel advisory level changes due to unforeseeable world events, such as terrorism, violence, natural disasters and pandemics. Travel restrictions or bans issued by the destination government, including Tribal Governments, would be subject to the same cancellation policy.
When cancellations are initiated by either Xperitas, the group leader, the school administration or district due to a State Department advisory level change or destination government restrictions, Xperitas will work with group leaders to modify the itinerary/destination. These changes may result in additional charges. If the program cannot be modified and is cancelled, regardless of the time of cancellation, Xperitas will do everything in its power to work with the airline and other vendors to obtain the greatest refund possible. Please note that the amount of the refund will be reduced by any air and land arrangements that we are unable to recover at the time of cancellation and by the administrative fee (see schedules below) that covers organizational resources used in the planning of your language/cultural immersion program.
Please note: Xperitas does not offer cancel-for-any-reason insurance. All travelers who would like trip cancellation insurance for non-medical reasons are encouraged to purchase additional travel insurance independently.
2025 Spring Cancellation Schedule
Programs departing March and April
Cancellations: Any cancellation made through October 1, 2024 will receive a full refund minus a $100 administrative fee. Cancellations made after this date will be calculated on an individual basis at the time of cancellation and follow the schedule and terms below.
Based on availability, canceled participants may re-enroll by submitting any missing payments plus a $40 fee and any applicable changes in airline costs. Payment must be made by cashier's check or money order.
| Date of Cancellation Received | Cost | Notes |
|---|---|---|
| Cancellations received through October 1, 2024 | Refund of all money paid MINUS a $100 administrative fee | This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| October 2 - November 14, 2024 | Refund of all money paid MINUS a $250 administrative fee | This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| November 15, 2024 (or later) | Refund of all money paid MINUS a $500 administrative fee AND any air/land expenses incurred by Xperitas (Varies by program and cancellation date) | This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| 30 days prior to departure | No refund possible |
2025 Summer Cancellation Schedule
Programs departing May - August, 2025
Cancellations: Any cancellation made through October 15, 2024 will receive a full refund minus a $100 administrative fee. Cancellations made after this date will be calculated on an individual basis at the time of cancellation and follow the schedule and terms below.
Based on availability, canceled participants may re-enroll by submitting any missing payments plus a $40 fee and any applicable changes in airline costs. Payment must be made by cashier's check or money order.
| Date of Cancellation Received | Cost | Notes |
|---|---|---|
| Cancellations received through October 15, 2024 | Refund of all money paid MINUS $100 administrative fee | This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| October 16 - November 30, 2024 | Refund of all money paid MINUS a $250 administrative fee | This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| December 1, 2024 (or later) | Refund of all money paid MINUS a $500 administrative fee* AND any air/land expenses incurred by Xperitas | Air/land expenses vary by program and cancellation date. This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience. |
| 30 days prior to departure | No refund possible |
Other Important Information
Automated Payment Plan
Xperitas offers monthly automated payments. This is an easy and effortless way to make sure that participants are up to date with program payments! Participants can select to enroll in automated payments prior to June 15 by checking the corresponding box. Automated payments begin on July 10th annually. Please find below the automated payment schedules based on spring and summer travel seasons. Please note outside of these two seasons enrolling in automated payments is not offered.
Spring Programs: $400 starting on July 10th and occurring each month through December 10th.
Summer Programs: $400 starting on July 10th and occurring each month through January 10th.
Participants will need to pay the final balance due for the program when they receive notice of their final balance. If you have any further questions about automated payments, please contact registration@xperitas.org.
Late Registration Fees
A $40 fee will be assessed for deposits and/or applications received after the final enrollment deadline. Late enrollment can not be guaranteed for all programs; contact us for more information.
Late & Missing Payments
Payments postmarked after the published deadline incur a $40 fee. Xperitas reserves the right to cancel participants missing a payment two weeks after the deadline. Published cancellation fees will apply.
Refunds not due to cancellation are subject to a fee assessment. The processing (including potential fees) may take 4-6 weeks, with disbursement via check in the participant's name.
Returned Checks
Checks that are returned to Xperitas unpaid by the bank carry a $40 fee. All subsequent payments must be in the form of a cashier’s check or money order.
Cancellation Schedule
Cancellation Schedule for Spring Programs: March and April, 2025
Cancellations received:
- Through October 1, 2024 receive a refund of all money paid MINUS a $100 administrative fee*
- October 2 - November 14, 2024 receive a refund of all money paid MINUS a $250 administrative fee*
- November 15, 2024 or later receive a refund of all money paid MINUS a $500 administrative fee* AND any air/land expenses incurred by Xperitas (Varies by program and cancellation date)
- 30 days prior to departure - No refund possible
*This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience.
Cancellation Schedule for Summer Programs: May, June, July, August, 2024
Cancellations received:
- Through October 15, 2024 receive a refund of all money paid MINUS a $100 administrative fee*
- October 16 – November 30, 2024 receive a refund of all money paid MINUS a $250 administrative fee*
- December 1, 2024 or later receive a refund of all money paid MINUS a $500 administrative fee* AND any air/land expenses incurred by Xperitas (Varies by program and cancellation date)
- 30 days prior to departure - No refund possible
*This fee is to help cover the cost of organizational resources incurred in the planning of the language/cultural immersion experience.
Refunds not due to cancellation are subject to a fee assessment. The processing (including potential fees) may take 4-6 weeks, with disbursement via check in the participant's name.
Re-enrollment
Based on availability, cancelled participants may re-enroll by submitting any missing payments plus a $40 fee and any applicable changes in airline costs. Payment must be made by cashier’s check or money order.
Other Important Deadlines
Financial Aid
Financial Aid applications for 2026 Spring and Summer programs are due on October 15, 2025.
Applications that are incomplete or submitted after the due date will not be considered.
Family Stay Applications
Family Stay applications* (if applicable) for 2025 Spring and Summer programs are due on November 1, 2024.
*If program application comes in after application deadline, Family Stay application is due one week from program acceptance
Passport Submission
- Submit passport information and copy of passport for Spring 2024 programs via the Xperitas portal by December 1, 2024.
- Submit passport information and copy of passport for Summer 2024 programs via the Xperitas portal by February 1, 2025.
Applications that are incomplete or submitted after the due date will incur a $40 late fee.
Passports must be valid for at least 6 months after your program return date. If your passport has less than 6 months validity past the program return date, you are at risk of not being able to travel abroad or being sent back to the U.S. upon arrival in the destination. In these cases, participants would be responsible for any associated costs incurred.