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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 biweekly 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 two weeks, typically via ACH transfer
  • Hosts must mark the student as “Arrived” in their SRS dashboard to activate payment
  • First payment is issued after the first three days of an active placement
  • If a payment date falls on a bank holiday, payment will be processed on the next business day
  • A 7-day grace period applies to all payments

4. Proration & Absences

Stipends may be prorated if:

  • A student is absent from the home for more than 30 consecutive days
  • 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

For questions about your stipend or payment status, contact:

📧 support@studentroomstay.com

📞 (833) 766-6789