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SRS Host Reimbursement Policy

Applies to all SRS Homestay placements and host families

Effective Date: August 6, 2025

Last Updated: August 6, 2025

1. Purpose

This policy outlines how StudentRoomStay (“SRS”) reimburses approved host families for providing housing, meals, and/or transportation services to placed students. It applies to all active placements under the SRS Homestay program.

2. Reimbursement Overview

SRS provides hosts with a weekly stipend based on the student’s selected homestay package. The stipend is intended to offset living expenses associated with hosting, including:

  • Housing and utilities (electricity, gas, water, Wi-Fi)
  • Basic toiletries for the student (e.g. toilet paper, hand soap)
  • Meals (if included in the package)
  • Transportation (if included in the package)
  • Participation in regular family life and household support

Note:

3. Payment Schedule

  • Stipends are paid every week, typically via ACH transfer

  • While payments are processed by SRS, the date on which funds become available in your account depends largely on your individual financial institution’s processing times. Because bank processing times can vary, SRS cannot guarantee an exact “pay date” each week.

  • First payment is issued after the two weeks of an active placement
  • If a payment date falls on a bank holiday, payment will be processed on the next business day

  • Please note that a seven (7) day grace period applies to all host stipend payments. SRS reserves the right to issue payments at any point within this 7-day grace period due to circumstances outside of our control, including but not limited to banking delays, holidays, or processing issues.

  • Payment Contingency:

    SRS stipend payments are contingent upon SRS receiving full payment from the student, school, agency, or sponsor responsible for the student’s program. If SRS does not receive payment, host stipend payments will be delayed or withheld until payment is received.

4. Proration & Absences

Stipends may be prorated if:

  • A student is absent from the home for more than 10 consecutive nights
  • A student departs early or changes placement
  • A host requests removal of a student with less than 30 days’ notice
  • SRS determines that services were not provided as agreed

Example: If a student departs halfway through a pay period, the host will be paid a prorated amount based on the number of nights the student was present.

5. Reporting Requirements

To remain eligible for timely payment, hosts must:

  • Maintain communication with SRS Support
  • Submit required monthly check-in reports for active students
  • Notify SRS of any changes in household composition or service delivery

Late or missing reports may delay stipend disbursement.

6. Overpayments

If a host is overpaid:

  • SRS will deduct the overpaid amount from the next scheduled stipend
  • If no further payment is due, SRS will request reimbursement via ACH
  • Failure to return overpaid funds may result in program removal

7. Tax Information

  • Hosts who earn more than $600 in a calendar year will receive a 1099-MISC from SRS
  • Stipends are reported in Box 3 – Other Income
  • Hosts are responsible for reporting any taxable income and expenses related to hosting
  • A valid W-9 form must be submitted before payments can be issued

For additional tax guidance, see: Homestay Tax FAQ

8. Study Tours & Short-Term Placements

For group study tours and short-term students:

  • Payment is typically processed within 48 business hours after arrival
  • Hosts must confirm the student’s arrival in the system to activate payment
  • Reimbursement timing may vary based on program logistics

9. Termination of Stipend

Host reimbursement ends when:

  • The student moves out
  • The placement is terminated early
  • The host is suspended or removed from the program
  • Services are not provided as outlined in the Host Agreement

Stipend entitlement ends on the student’s final night in the home.

10. Contact

We appreciate your understanding and encourage hosts to allow for standard banking variability when planning around payment timing.

For questions about your stipend or payment status, contact:

📧 support@studentroomstay.com

📞 (833) 766-6789