Billing, Cancellations & Refunds
Premiums for Visiting Scholar Health Insurance are billed to the host department. The chart string to be utilized for this purpose must be listed on the Visiting Scholar Health Insurance Application when submitted. Departments may designate only operating or discretionary accounts for Visiting Scholar Health Insurance expenses. Sponsored accounts cannot be used.
Billing will be either for (a) the period of time from the date the scholar arrives to the date his or her University benefits commence, (b) the entire period of coverage, or (c) the balance of the fiscal year. When a scholar's stay bridges two or more fiscal years, billing for each fiscal year will take place in September.
The Office of Risk Management cannot accept payment from the scholar. However, many departments pass the cost of coverage on to the visitor and, at the department's discretion, charge the scholar on a monthly or quarterly basis.
See Plan Information for rates.
Cancellations & Refunds
The Visiting Scholar Health Insurance Plan is intended for visiting scholars who are unable to secure adequate health insurance from an outside source, not as a means to expedite the visa application process. Incoming visitors who will be providing their own insurance are encouraged to submit their policy information as early as possible to avoid application delays. See Waiver Process for more information.
Waiver requests may be filed at any time prior to arrival. However, a $50 penalty will be charged if the waiver request is granted after coverage through the Visiting Scholar Health Insurance plan has been established.
Refund of pre-paid premium is made only in the following instances:
- Early Departure: Visiting Scholar Health Insurance may be terminated when a scholar leaves the University early and the Office of Risk Management is notified in writing within 30 days of the scholar's departure. If notification is submitted in advance, coverage will terminate on the date after the scholar departs from the US. Any unearned premium will be returned to the host department. Cancellation requests received within 30 days of departure will take effect on the date of notification and a prorated refund will be issued. Coverage cannot be canceled retroactively. Refund requests submitted after 30 days will be denied.
- Research Appointment Canceled: It is the responsibility of the host department to notify the Office of Risk Management when the scholar cancels or misses his/her research appointment. A $100 cancellation fee will be applied if the request to terminate coverage is submitted more than 30 days after the scholar's intended start date. Please note that premium can only be refunded in the same fiscal year payment was made.
Refund of pre-paid premium will NOT be made in the following instances:
- Scholar or dependent acquiring other health insurance: Requests to waive coverage through the Visiting Scholar Health Insurance Plan will be accepted within 30 days of arrival. If the request is approved, a $50 cancellation fee will be applied and the remaining unearned premium will be refunded to the department. Waiver requests submitted after this time will not be considered.
- While the scholar is out of the country: Insurance coverage must remain in place for the full appointment term. Coverage may not be canceled while the scholar is outside of the US if the scholar will return to complete his/her program.
- Northwestern University