AHN Host Reimbursement Policy

AHN HOST REIMBURSEMENT POLICY - USA

Note: Host reimbursement rates vary by region. Please contact your local AHN office for the reimbursement rates applicable to you.This policy is subject to change at any time. Please check all AHN Policies on a regular basis for updates.

AHN Hosts receive a weekly expense reimbursement fee for hosting an international student in their home. Student weekly fees are paid directly to AHN by the Guest. AHN retains a small management fee to cover systems, placement processing and management, and 24/7 critical support services and the remainder of the student fee is reimbursed to the Host to assist with expenses associated with hosting such as accommodation and meals. These fees may change at any time but will not change during any individual placement without prior notice.

The term “weekly fee” is equivalent to seven days. Student weekly fees and host reimbursements will be prorated based on a daily rate if a Guest’s stay does not span a full and complete seven days.

Meals are to be provided in accordance with the meal plan purchased by the Guest and agreed to by the Host family. Guests are expected to prepare their own breakfast and/or lunch with food purchased by the Host. Hosts are required to prepare and share a nutritious dinner five days a week to encourage regular conversation and interaction with the Guest.

Hosts are expected to provide all inclusions and services as described in the product description.

No other fees should be collected by the Host from the Guest unless agreed to by AHN staff.

Each member of the family over the age of 18 agrees to allow AHN to perform a national criminal (not credit) background check with a cost not to exceed $20 per Host family member. AHN will arrange the background check using information provided by the Host. The costs to cover this background check will be deducted from the Host reimbursement payment for the first placement of an AHN Guest. Background Checks will be required once every two years for hosts of students over 18 years of age.  Hosts with current placements of students under 18 years of age will have annual background checks.

Expenses will be reimbursed to the homestay Host once every two weeks and after receipt of the weekly fee by AHN from the Guest. Hosts must mark the Guest as “arrived” on their profile to be eligible for payment. AHN will transfer reimbursements to the Host’s bank account electronically via ACH. The Host will be required to provide a bank account number prior to receiving payment. Payments will be made on the first Monday after the placement start date, as long as the Host has marked the placement as current on their AHN dashboard. If the designated payment day falls on a bank holiday, payment will be processed the following business day.

Host reimbursement for study tour placements will be processed approximately 48 business hours (two business days) after the tour arrival. The actual day of payment will be determined according to when the tour arrived, with payment occurring approximately 48 business hours (2 business days) after the placement has commenced. AHN will transfer reimbursements to the Host’s bank account electronically via ACH.

AHN will contact the Host if it is found that a Host has been overpaid for a placement. Any excess funds are to be reimbursed to AHN via one of the methods.

  1. If the Host is due to receive a payment for an existing or upcoming placement within a month (4 weeks) of the overpayment being identified, AHN will deduct the excess funds from the Host’s next scheduled payment.
  2. If the Host does not have a payment scheduled within a month (4 weeks) of the overpayment being identified, the Host must transfer the excess funds to the AHN bank account. Account details will be forwarded to the Host as required.

As required by law, those who receive stipend payments in excess of $600/year will receive an IRS 1099-MISC form from AHN.  The 1099 form will identify your total receipts over the course of a calendar year. You will only receive one 1099 form, even if you hosted more than once, with a grand total of your stipends. This is the gross receipts for your service as a homestay Host, not your taxable income from hosting. The IRS and state and local authorities will tax your net income, which means you take your gross stipend, deduct the expenses directly associated with Hosting and then declare the balance as taxable income. For most Hosts, this balance is negligible after you adjust for room and board expenses. More information on Tax can be found here: http://www.homestaynetwork.com/hosting/homestay-tax-questions/. To ensure accuracy, you will be required to complete a W9 form with the details for the person that is receiving the payment. This needs to be supplied to AHN prior to receiving payments.

This policy is subject to change at any time. AHN is not responsible for payments missed or delayed as a result of a bank holiday, natural disaster or major system failure. You (the Host) must notify AHN immediately if you feel you have not been paid the full amount for a placement; AHN can only adjust a payment against your most recent reimbursement and cannot backdate beyond that period. AHN takes no responsibility for the retrieval of funds made to an incorrect bank account provided by a Host.

Updated November 2019