Interpreting Services Policies
The following are some key policies. We will send you our complete list of policies if you are interested in becoming a customer. All policies are subject to change without notice. Please call 610-604-0452, option 1 or email ird@dhcc.org for the most up to date information. We look forward to discussing your interpreting needs and serving you!
Cancellation Policy
Once an assignment is confirmed, DHCC must pay our contracted interpreters unless they receive proper notice. Notice varies depending on the length of the assignment.
For assignments lasting up to two full days, requests for cancellation of services must be made with two (2) full business days notice in between the date of service and the date of cancellation or payment of contracted hours will be required.
For example: An assignment scheduled for Friday would need to be cancelled by Tuesday in order for it to be non-billable. The 2 full business days would be Wednesday and Thursday. Weekends and DHCC office closures do not count as business days.
For non-medical assignments lasting three (3) consecutive days or more, requests to cancel the entire event must be made 5 full business days in advance of the first date of service. If less notice is given, the customer will be charged the full cost of the first two full days of service in addition to a $50 cancellation fee.
For ongoing, non-medical schedules with weekly assignments lasting 4 weeks or more, requests to cancel the entire schedule must be cancelled 5 full business days in advance of the first date of service. If less notice is given, the customer will be charged for the first two confirmed assignment days in addition to a $50 cancellation fee.
Availability
DHCC does its best to find interpreters for all assignments; however, we can only provide service based on the availability of appropriate subcontracted interpreters. Proper lead-time of 5 business days is recommended for regular assignments and 2 weeks for legal assignments is recommended.
Travel Expenses
DHCC’s mileage reimbursement policy is that we match the rate that the IRS allows at the time the interpreting assignment takes place. The DHCC rate will change when the IRS rate changes, and may change without notice. Travel is charged for each mile the interpreter travels to and from an assignment. Parking, tolls, train fare, cab fare or bus fare will also be charged as incurred by each interpreter. Depending on distance, DHCC may negotiate an additional rate of $35/hour for travel time. This additional rate is subject to change without notice. Please call 610-604-0450 (voice) or email info@dhcc.org for the most up to date information.
Extra Time
Customers are encouraged to estimate the correct length of time of the assignment including any extraordinary time needed prior to the actual start time. (See the following example.)
If your business requires a security check prior to entering the building, add this time to your request time. For example: You have a meeting from 9:00 – 11:00, but the interpreter has to clear security in another building prior to the meeting and this will take 30 minutes. You should book the assignment for 8:30 – 11:00.
DHCC realizes that sometimes assignments go over the contracted time period. If the interpreters are available to stay after the end time of an assignment, extra time will be charged in 15-minute increments. Interpreters book their own time and may not be able to stay longer due to other commitments. If your meeting frequently runs over the scheduled time, consider extending the end time of your request.
Additional Charges to Hourly Rates
All assignments are charged for the requested timeframe with a 2-hour minimum; additional time will be billed in 15-minute increments.
Holiday Rate: Regular and Specialty rates are doubled and EIS rates charged at time and a half if assignment falls on New Year’s Day, Memorial Day, Fourth of July, Labor Day, Thanksgiving and Christmas.
Last Minute: Any non-medical, regular or specialty assignment requested for the same or next business day is charged at double the rate.
Last Minute Medical: A daytime Medical Emergency surcharge of $50 per interpreter will apply to any last minute, medical assignments requested during business hours for the same or next business day.
A Night Differential of $5.00 per hour per interpreter will apply to any assignment that takes place between the hours of 12:00am and 6:00am. Night Differential is doubled on Holidays listed above.
Terms of Payment
Payment is required within 30 days of the invoice. DHCC gladly accepts Visa, MasterCard, AMEX and Discover. Payments made after thirty days may be subject to an interest charge with notice.
