Terms & Conditions for Work America

Work America Programme Terms and Conditions We are BUNAC, Working Adventures Worldwide. Our agreement sets out what you are legally entitled to expect from us when you purchase travel services through us. Please read the following information very carefully. If you are still unsure of any aspect of your chosen programme, please contact the specific programme team in BUNAC’s London office, on 03339997516 or email us on enquiries@bunac.org.uk. Please read the following information very carefully. If you are still unsure of any aspect of your chosen programme, please contact the specific programme team in BUNAC’s London office, on 03339997516 or email us on enquiries@bunac.org.uk. Please read the following information very carefully. If you are still unsure of any aspect of your chosen programme, please contact the specific programme team in BUNAC’s London office (see below for full contact details). The description of the programmes constitutes the general conditions pertaining to each of the programmes we offer. Section 1: General 1) All applications will be considered in order of receipt. a) However, BUNAC reserves the right to decline any bookings in which case all monies will be refunded. Written acceptance to the programme will be emailed to you as soon as possible following receipt of a complete online application form and appropriate payment. Applications, including the CIEE application forms must be received by April 1st 2020 to ensure that BUNAC can obtain your Certificate of Eligibility (DS-2019) in time for a US embassy appointment b) If you have not paid your full programme fee by 1st February 2020 BUNAC reserves the right to offer your place on the programme to other applicants c) Places on a programme are limited and offered on a first-come, first-served basis. Where all the programme places for the selected departure date have been filled, BUNAC will contact the applicant and offer an alternative. If this is unsuitable the online payment will be refunded. d) To participate on the programme you must be enrolled on a full time degree course at a UK university or institution for the full academic year. Courses must be at least 2 years in duration. Final year students are eligible to apply e) The minimum age for applicants to apply is 18 and applicants must be 18 by 1st June 2020 f) The recommended booking deadline is 10 weeks before the intended departure date 2) Adequate travel insurance is mandatory for all BUNAC participants. a) Either the insurance offered through BUNAC or an acceptable alternative must be purchased and proof provided to BUNAC before departure. Section 2: Your Travel Booking 1) When you make a booking, you guarantee that as the lead name, you have the authority to accept and do accept, on behalf of your party, the terms of these booking conditions and those of any suppliers. 2) It is your responsibility to ensure that all of the details on your travel documents are correct and to bring to our attention any errors or discrepancies immediately. 3) Your contract will either be with us or with another supplier of travel services and this will depend on the type of arrangements you book. a) In general, BUNAC is acting as the Booking Agent for your supplier and your contract is with that supplier. b) Where your contract is with a supplier, the booking conditions of that supplier will apply to your booking and BUNAC accepts no responsibility for any errors or omissions made by a supplier. 4) You authorise BUNAC to liaise with the Emergency Contact listed on your application form as it deems necessary. 5) In the unlikely event that you are unhappy with any service provided by BUNAC, its suppliers, affiliates or agents, you must first inform the supplier of the service in order to give them the chance to rectify the problem. If the supplier does not satisfactorily rectify the problem, you must put your complaint in writing to the supplier and at the same time inform BUNAC by e-mail or in writing. BUNAC will do its best to rectify the problem. If you are still unhappy with the way that your complaint has been addressed you may escalate it to our Customer Relations Department. Section 3: Programme payments 1) All fees are paid directly to BUNAC Travel Services Limited unless specified. In some instances you may be required to pay fees for visas direct to the relevant government embassy. 2) No charge is made for payments made by Debit Card or credit card. We reserve the right to refuse personal cheques as a method of payment. 3) If you are applying within 10 weeks of your departure the full balance (visas, flights and/or packages) will be due at the time of application. If you are applying more than 10 weeks before your departure, the minimum payment at the time of booking is equal to the Work America Programme deposit fee. 4) Any outstanding payment for visa, group flights and packages will be due at least ten weeks prior to departure. All arrangements for transport, accommodation or services (including the issue of tickets, coupons and vouchers) are made by BUNAC as agents only, and on condition that neither they nor any associate company, agent, servant or employee shall be liable for any injury, loss, damage, claim, expense, accident, deviation, delay or curtailment, caused by any reason beyond the control of BUNAC and their agents, which may occur during the journey or be incurred by any company, organization or person. 5) Other fees and payments required after full payment has been made may include, but not exclusive to, booking fees, airline failure cover, some government imposed taxes and fees imposed beyond our control. These other fess and payments may also be non-refundable upon application. 6) The programme support services (as identified in Work America Programme) are provided for up to 5 months over the summer period. In-country support is provided through our designated US visa sponsor, CIEE. Section 4: US Visas and processing information 1) Visas are issued at the discretion of The US Embassy. 2) The visa cost is set by the US Embassy and is subject to change without notice. a) BUNAC will notify participants of any change. b) Where there is an increase in the cost, the participant will be responsible for meeting such costs. 3) Once a visa application has been submitted to the specific Embassy/Department of Immigration the visa fee is retained by the specific Embassy/Department of Immigration and cannot be refunded. 4) BUNAC cannot accept responsibility for any costs incurred through a delay in visa processing or where a visa is refused. 5) It is a visa requirement that participants give evidence of having access to a minimal monetary fund upon entry to specific countries. Amounts are as follows PROGRAMME Work America VISA J-1 Summer Work & Travel SUPPORT FUNDS USD $800 6) Your DS-2019 form must be printed with your name, date of birth, place and country of birth exactly as it is written in your passport. It is your responsibility to provide details on the BUNAC and CIEE application form exactly as they appear on your passport. The DS-2019 replacement cost, due to misinformation or loss by the applicant is £75. 7) Your DS-2019 must be kept with your passport at all times whilst in the US until you return to the UK. 8) BUNAC cannot guarantee that you will be granted a visa. Ultimately it is at the discretion of the US Embassy to deny or issue a visa. You may have problems and experience delays if you: a) Have a caution, been arrested or convicted of a crime b) Were born in or have travelled to a Middle Eastern or Islamic country c) Have previously experienced US visa/immigration problems d) Have overstayed a visit to the US. 9) It is your own responsibility to book your embassy appointment in either London or Belfast. BUNAC will provide you with guidelines on how to book your appointment and complete the relevant forms. 10) All applicants must present their documents in person to a US Embassy. The visa will not be issued on the same day. The Embassy will hold your passport until processing has been completed, therefore you should not book any travel abroad during the visa application stage. The Embassy will not prioritise or ‘fast track’ any visa application. 11) You should not book your embassy interview or transport to your interview until you have been told to book your interview by BUNAC and receive confirmation of your visa interview from the US Embassy. 12) If your DS2019 visa paperwork needs to be shipped over to you outside of UK mainland then you will be liable for the cost of shipping. BUNAC cannot ship your paperwork until this is paid. 13) BUNAC will aim to get you to America on your preferred flight date but cannot be held responsible if this is not possible due to any delays by yourself, the US Embassy, the postal service or courier company. The US Embassy can change visa application processes at any time. J-1 visas are issued at the discretion of the US Embassy. BUNAC is not responsible for any applications held for additional processing or refused by the Embassy. 14) All participants on Work America must comply with SEVIS regulations. You must validate your SEVIS record upon arrival in America BEFORE applying for a social security card and within 10 days of the start date of your DS-2019. You will need to activate your SEVIS record by calling CIEE directly once in America. Full details on how to do this will be given to you before departing. Any delay in validating will have serious effects on your visa and could result in your visa being cancelled and you having to leave America immediately. You must also abide by SEVIS regulations if changing or starting a new job which means gaining permission from the programme sponsor, CIEE beforehand and sending BUNAC the necessary paperwork. Having a visa cancelled due to non-compliance can have a negative effect on future trips to the US 15) It is important to note that BUNAC do not advise booking a flight before you visa is issued 16) If you decide to leave or change your job then it is a requirement of your programme sponsor, CIEE to give your employer 2 weeks notice. Failure to follow the correct procedure when leaving or changing jobs will be seen as job abandonment, and this will result in CIEE terminating your visa, and you returning home. If you are having problems with your employer or your job, you should immediately call CIEE who can try to resolve your issues. 17) It is your responsibility to ensure your application is submitted in time, is correct & complete with all necessary supporting documents. 18) Work undertaken on the J-1 Summer Work & Travel programme must be seasonal in nature. There are some job types that your visa sponsor CIEE prohibit you from undertaking. A full list of prohibited jobs can be found below. https://cms.bunac.org/media/images/website/documents/2018/WAP/Prohibited%20Jobs.pdf 19) American J-1 Summer Work & Travel: This visa allows eligible individuals to work for up to 4 months during over the university summer period. Eligible work dates are between 1st June 2020 and 30th September 2020 a) You are not permitted to work in any one job for longer than the dates listed above. b) You are entitled to a 30 day grace period starting after your final day of work. Your CIEE insurance will provide in-country medical insurance coverage up to October 29th 2020. c) It is a CIEE programme condition that you have secured a job before obtaining visa sponsorship. You will not be able to search for a job on arrival to the USA 4) Cooling off period: When you book on to the Work America programme you will have a 5 working day cooling off period during which time if you cancel your entire programme fees will be refunded to you, minus a £25 administration fee. If you book after the recommended booking deadline as specified on www.bunac.org you may forfeit your right to a 5-day cooling off period. If this is the case this will be communicated to you at the time of booking. All cancellation requests need to be submitted in writing to members@bunac.org.uk. Section 5: BUNAC products & services - Cancellation and Changes 1) Cancellations are only deemed to be requested when written notification is received by BUNAC, but not otherwise. a) Cancellation charges are based on what stage your Work America application is at. b) Separate cancellation terms apply for the individual products and services as below. c) The figures below are the cancellation fees. The value of your refund is equal to the amount that you have paid for that service minus the cancellation fee as listed below. 2) In all circumstances the visa fee is not refundable once the visa application has been made. 3) If we are your Booking Agent, your contract with your suppliers may allow them to cancel or amend bookings. We will ensure that you are promptly notified of any significant changes, but accept no liability for any changes or costs incurred which may result. Work-finding services Booking 1) We recommend applying as soon as possible and no later than 1st March 2020. 2) Whilst BUNAC offer free assistance with pre-arranging your working holiday job all other Work America programme inclusions including in-country support are only available to BUNAC members who have paid the full programme fee. 3) It is a visa sponsor requirement for you to have a job secured before we can request your DS-2019 Certificate of Eligibility. 4) If you are using BUNAC’s job finding services and you are offered a job by an employer linked with BUNAC, your second payment will be due 14 days after your job offer date so we can move forward with your visa application 5) Assistance with securing a job in America is not conditional upon purchasing other BUNAC support services and travel services 6) BUNAC will assist you by putting your CV forward to relevant employers and arranging Skype interviews, however It is completely at the discretion of participating employers if they choose to extend an offer of employment to you or not. Job listings available on BUNAC’s online Job Zone are issued on a first come first served basis. Employers may be recruiting through other means and positions may fill without notice. It is your responsibility to apply for jobs whilst they are available 7) After your interview, BUNAC will aim to get the result of the interview from the employer as soon as possible. It is your responsibility to liaise with BUNAC and your employer to accept your job offer. 8) BUNAC will provide free assistance with pre-arranging a work and travel position fitting with specific start dates as detailed on our website. 9) You are welcome to search for your own position. It is a programme requirement for your job to be vetted and approved by CIEE's job vetting team. Processing time to vet a job can vary and vetting is dependent on your employer being responsive with CIEE during the vetting process. You cannot begin working until CIEE have approved your job. BUNAC cannot be held responsible for any hold ups or delays or job rejections due to an American employer being unresponsive or non-compliant with CIEE's vetting procedure. Cancellation 10) If you have any concerns or issues whilst abroad regarding your employment, then you should contact your visa sponsor CIEE immediately who will try to resolve your issue. If your issue is unresolvable, other position options may be explored 11) BUNAC will not be able issue any refund or compensation once you are back in the UK after your programme has finished without having prior knowledge to any in-country issues or problems. 12) You can withdraw from BUNAC’s work-finding services at any time subject to providing 5 days written notice to members@bunac.org.uk without penalty. In-country work and travel support packages Work America package price Work America Essentials £699 Work America Ultimate £1499 A full list of the inclusions of the Ultimate package can be found on the BUNAC websitehttps://bunac.org/uk/work-abroad/work-america/ultimate US J-1 Visa fee $160 USD Approx (2018 cost) The above fee is paid directly to the US Embassy Baggage and Cancellation insurance £6 per week The above fee is paid to BUNAC Travel Services Ltd and insurance is provided through Endsleigh Insurance. The following cancellation terms apply after your 5-day cooling off period 1) Cancellations will not be acted on until written confirmation by mail or email has been received by BUNAC. If a DS-2019 has been issued it must be returned to BUNAC before any refunds are given. The refunds stated below relate to the refund of the registration fee only. Any third party costs such as your visa fee which is paid directly to the US Embassy are non-refundable. The deposit (£100) for the BUNAC Work America programme is non-refundable. If you are using BUNAC’s job finding services and you are offered a job by an employer linked with BUNAC, your second payment will be due 14 days after your job offer date so we can move forward with your visa application After you have paid the balance of the registration fee the following cancellation terms apply: Written notification of cancellation is required to be sent to member@bunac.org.uk Cancellation received before DS2019 requested £189 (your £100 non-refundable deposit + £89). Cancellation received after DS2019 requested £289 (your £100 non-refundable deposit + £189). • If you cancel any time after 1st June 2020 no refund will be given. • If you cancel due to not obtaining a job before leaving for America then the above cancellations fees will apply. • If a visa is refused for reasons not previously disclosed to BUNAC then no refund will be given. • If your visa is held for ‘extra processing’ and you choose to cancel then the cancellation fee is £125 • If your visa is refused then the cancellation fee in regards to the registration fees is £125. • If we have not requested a DS-2019 before 1st June 2020 and you have not submitted your full application and supporting documents then you will be deemed to be not proceeding with your application and will be cancelled from the programme and no refund will be given. • Once your flight is confirmed your programme fee is non-refundable, BUNAC will notify you once a flight has been booked. • On occasion you may feel that as such you have no choice but to cancel from the programme, if this occurs you would not obtain a full refund. Travel Extras - Trek America booking conditions If, after our confirmation has been issued, you make a change to your existing booking, Trek America will charge an amendment fee of GB£50 per booking. This is down to the discretion of Trek America and no changes are guaranteed. No changes can be made within 56 days. The following cancellation fees apply; • Tours 42 days or longer in duration, cancelled 85 days before departure: Loss of deposit • Tours 42 days or longer in duration, cancelled between 84 to 57 days before departure: 25% of the holiday cost • Tours 41 days or under in duration, cancelled more than 56 days before departure: Loss of deposit • All tours cancelled between 56 and 43 days before departure (inclusive): 50% of the holiday cost. • All tours cancelled between 42 and 31 days before departure (inclusive): 75% of the holiday cost. • All tours cancelled 30 days or less before departure (or failure to join the holiday or failure to pay any local payment due) (inclusive): 100% of the holiday cost. Travel Extras – G Adventures booking conditions At the time of booking you will be required to pay a £150 non refundable deposit. The full balance of your trip is due 65 days before departure. The following cancellation fees apply; • Cancellation 60 days or more before departure: Loss of deposit • Cancellation 59-30 days before departure: 50% of cost of services booked • Cancellation less than 30 days before departure: 100% of cost of services booked. BUNAC Endsleigh Insurance Travel insurance is a vital part of your arrangements, and insurance is provided as part of the Work America package through Aetna Student Health. It is your responsibility to carry the insurance card provided by CIEE which will be issued with your DS-2019 at all times in case treatment is needed in the USA. All claims must be made as per the terms of your insurance policy. Full information of your CIEE Insurance plan and the claims procedure can be found at http://www.ciee.org/insurance/ It is important to note that there are exclusions on the CIEE insurance health policy. One exclusion of the policy is any pre-existing health conditions you have. If you do have a pre-existing health condition you will need to provide additional coverage to ensure you are fully covered for your trip. Cancellation, curtailment and airline baggage loss before you arrive into America is not covered on the provided insurance. We recommend that you take an additional policy to cover you for this. BUNAC have partnered with Endsleigh to provide an optional policy which participants can purchase to be covered for cancellation, curtailment and airline baggage loss. If you choose not to purchase the additional cover and you need to make a claim that is not covered on the CIEE insurance plan, BUNAC do not accept liability. If you decide to cancel and you have purchased Endsleigh’s additional policy then there will be a cancellation fee charged by Endsleigh. If you cancel more than 14 days after purchasing your policy, a charge will be made based on the number of days you have had cover. We will also charge a cancellation fee of £20.00. Important note - changes beyond our control Compensation will not apply if a significant change is made for reasons beyond our control. These include: war, threat of war, riots, civil disturbances, terrorist activity, industrial disputes, natural and nuclear disasters, fire, epidemics, health risks, changes due to rescheduling or cancellation of flights by an airline or alteration of the airline or aircraft type; closed or congested airports or ports, hurricanes and other actual or potential severe weather conditions, and any other similar event. 9) Our Responsibility for Your Arrangements We have taken all reasonable care to make sure that all the services that make up the arrangements made by BUNAC are provided by efficient and reputable businesses. These businesses should follow the local and national laws and regulations of the country where they are provided. However, please be aware that overseas safety standards may be lower than in the UK. Our liability will be limited in accordance with the contractual terms of the companies that provide the travel services and work placements and any relevant international convention. If you are experiencing problems with your employer whilst you are in America then you should contact both CIEE your visa sponsor and BUNAC immediately who will try to resolve your issue. If your issue is unresolvable, other employment options will be explored. BUNAC will not be able to issue and refund or compensation once you are back in the UK after your programme has finished without having prior knowledge to any in-country issues or problems. 10) Your Work Programme Conduct – You Agree: • To abide by the programme terms and conditions as listed here, as well as that of any employer BUNAC has agreed a work placement contract for you • To act in a professional and courteous manner, within the BUNAC work placement environment at all times • To become familiar with and adhere to the local laws and customs of the country that you are working within, especially where they may influence the work placement you represent (i.e, including but not exclusive to: driving rules, local health & safety practices etc) • To adhere to the Co-operator regulations and norms with reference to acceptable behaviour, timetables and dress code, where applicable • Not to act in any manner likely to bring the placement, the programme, BUNAC or the local Co-operator into disrepute Any transgressions may result in you being removed from the programme. The decision to take such action will be made by BUNAC and the local Co-operator and will be confirmed to you verbally and in writing. 11) Travel Advice and Vaccinations British Citizens should refer to the travel advice posted by the Foreign and Commonwealth Office at www.fco.gov.uk for all the countries you intend to visit. Vaccinations may be required for some or all of the places you are intending to visit. It is your responsibility to ensure that you have arranged all necessary vaccinations for your itinerary. Alternatively, the STA Travel Clinics offer a full range of travel vaccinations, anti-malarials and expert advice as well as other services for your travel health needs. Locations, open hours and consultations appointments can be viewed/booked online at http://www.statravelclinic.co.uk Insurance Travel insurance is a vital part of your arrangements. We strongly recommend that you have taken out adequate insurance for the duration of your journey. Travel insurance is a mandatory element of some travel arrangements. We can arrange travel insurance for you and provide you with a quote and answer any queries you may have regarding the insurance we can offer. 12) Your Financial Protection If you book onto Work America programme with the BUNAC flight programme, the combination of travel services offered to you is a package within the meaning of the Package Travel and Linked Travel Arrangements Regulations. Therefore, you will benefit from all EU rights applying to packages. BUNAC will be fully responsible for the proper performance of the package as a whole. Additionally, as required by law, BUNAC has protection in place to refund your payments and, where transport is included in the package, to ensure your repatriation in the event that they become insolvent. More information on key rights under the Package Travel and Linked Travel Arrangements Regulations 2018 can be found here: https://www.legislation.gov.uk/ukdsi/2018/9780111168479/contents. Price changes: a) When you book onto to the Work Support programme you guarantee the price of the package price. b) The prices for other elements of your trip, flights / visas are based on rates of exchange, taxes, user fees and fuel costs applicable at the time of publication and may be subject to adjustment at any time. We reserve the right to pass on any increase or surcharge imposed by the airline/agent/partner over and above the rates obtained in 2020. If the increase is more than 8% of the original price published herein, the participant shall be entitled to cancel the booking and have the full cost refunded, provided written notice is received by BUNAC within ten days of the date on which BUNAC mails the notification of such changes 2) Transfer of your programme to another person - You can transfer your package to another person, subject to an amendment fee of £50. Once your name has been confirmed on a flight ticket – there will be a name change fee of £140, plus any difference in fare and tax will be payable. The transfer must be done a minimum of 7 days before departure 3) Changes to the product – if there is a major change in the product offering, the customer will be notified and offered to accept the changes or cancel the product free of charge. For any minor changes – BUNAC will notify the customer, but no further action will be required. As per the Package Travel Directive, part or all your booking will be financially covered. Please see below for a clear outline of what is covered for your booking. ATOL Protection - Many of the flight-inclusive holidays on www.bunac.org.uk are financially protected by the ATOL scheme under Air Travel Organisers’ License (ATOL) number 3206. But ATOL protection does not apply to all holiday and travel services listed on this website. Please ask us to confirm what protection may apply to your booking. If you do not receive an ATOL Certificate then the booking will not be ATOL protected. If you do receive an ATOL Certificate but all the parts of your trip are not listed on it, those parts will not be ATOL protected. For more information about financial protection and the ATOL Certificate go to: www.atol.org.uk/ATOLCertificate 13) Complaints If you have a problem during your holiday, please inform the relevant supplier of travel services immediately. Should they be unable to resolve the matter, please contact the UK on 03339997516 or at members@bunac.org.uk. If you fail to contact us, we will be unable to investigate your complaint and rectify any errors whilst you are away and this may affect your rights under this contract. 14) Data protection By finalising your arrangements with us, you are accepting that these terms and conditions and the terms and conditions of any contract made with any other suppliers of travel services within your arrangements apply to your booking and your travel arrangements. You acknowledge that as part of your booking, we will process personal information that you provide to us about you and other members of your party (and you agree that you have the right to provide us with personal information about other members of your party) for the purposes of performing our obligations in relation to your booking (which includes, but is not limited to, giving your personal information to airlines, other suppliers of travel services and public authorities (such as customs or immigration) (together "Travel Suppliers") where this is required for the fulfilment of your arrangements). If you travel outside the European Economic Area, we may need to provide the personal information you provide us with to Travel Suppliers who are located outside the European Economic Area. If we cannot pass this personal information to the relevant Travel Suppliers we will be unable to provide your booking. In making your booking, you acknowledge that this personal information will be passed on to the relevant Travel Suppliers. If you have provided us with certain special categories of personal information in order for us to provide you with a better standard of service (for example, when booking a flight or holiday with us you may provide us with information about your dietary or medical requirements, which may reveal details about your mental or physical health or condition), then by providing us with this type of personal information, you are consenting to its use in the manner set out above (i.e. in connection with the performance of your booking; which may include a transfer of such personal information outside the European Economic Area). The protection of your personal information is important to us, please see our privacy policy (available at /privacy) for further details of how we use your information. Your contract with us is subject to the laws and jurisdiction of England and Wales. You may, however, choose the law and jurisdiction of Scotland or Northern Ireland instead.