The expenses all interpreters must charge to the client.

September 27, 2016 § 7 Comments

Dear Colleagues:

One of the questions I get the most from students and new colleagues has to do with interpreter fees and expenses. We have covered professional fees from several perspectives in prior posts, but so far we have never really discussed the expenses interpreters should pass on to the client.

I write this entry with my conference interpreter colleagues in mind.  Other interpreters can certainly benefit from this post, but they should always keep in mind that expense reimbursement in their professional practice might be governed or constrained by other considerations such as contractual limitations, government or institutional policies, and legislation.

If you work full time as a conference interpreter, or if you mainly do other type of interpreting, but you accept conference work on weekends, after hours, or during the summer vacation; mainly if you are new to the field, but also if you are a veteran who simply never figured out what expenses to charge to the client, this entry will put you on the right track.

Keep in mind that we will not deal with our professional fees here. That is a separate issue. You should have a set fee that you charge per day and per half-a-day of interpreting.  In the past we have discussed how to arrive to the right fee and what to consider when calculating it.  Some of you have attended my seminars on that precise topic. Remember, you must charge the professional fee for the service you render, and you should never have more than one fee for all clients (except for government or corporate professional service contracts where you agreed to a lower fee in exchange for consistency, volume, prestige, or many other considerations). For now, let’s set the fees aside, and concentrate on those expenses necessary to provide the service that the agency, government office, corporate entity, or end client must reimburse you after the service has been provided.

Notice that I am talking of reimbursement and not advance. I do this because that is the standard business practice and you should be prepared to work that way. Oftentimes, interpreters can lose a good client, or close an important door, simply because they asked for an expenses advance. We should always be prepared to cover these costs upfront. A good conference interpreter who is also good in business should always have money set aside for a plane ticket across the ocean, a hotel reservation, and transportation and food. Naturally, when dealing with new clients whose reputation is unknown to you (after a diligent inquiry on your part) it is always advisable to ask for an advance not just for expenses, but also for part of our fee.

As I said, in an overwhelming majority of assignments, you will be expected to pay first, and be reimbursed later, generally at the same time that your professional fees are paid; sometimes because of the accounting practice of the corporate or governmental client, reimbursement may take quite longer than the payment of your professional fee. You need to be prepared for this. Having an amount available to cover these costs while being reimbursed should be considered as a business investment on your part.

The question is: What expenses should I be reimbursed for?

First, if the assignment requires you to travel away from home, and your trip will be on the day before and the day after the event, you should charge one half a day of your interpreting fee for each of those two days. In other words, if you interpreted a conference that lasted three days, you should charge fees equivalent to four days of work:

½ day fee for travel day to assignment + 3 days of interpreting + ½ day fee for travel day back from the assignment = 4 days of interpreting fees

Next, you must be reimbursed for the airfare, train fare, or bus fare you paid to get to the out of town conference and back. Usually, the client expects you to ask for an economy ticket reimbursement, but in extremely long trips, you should ask for business class reimbursement, especially if you are going to work right after you land from crossing the Atlantic or the Pacific. As I have suggested in past posts, you should have a preferred airline where you are a frequent flyer so you can get upgrades to business or first class with your miles while the client is reimbursing you for the economy ticket. Please make sure to include here all other flight-related charges such as luggage fees, airport fees and taxes, visa fees when applicable, that you disbursed in order to get to the out of town venue.

You should also request a reimbursement of all hotel expenses that have to do with lodging: room fare, reservation processing fee, internet service in the room, and so on. Things like room service or pay-per-view movies in the hotel room cannot and should not be included in the reimbursement request. You should pick a business hotel, not a luxury hotel (unless the assignment requires it).

To have an idea of the price range you can charge to the client, in the United States, use the table of the GSA – Internal Revenue Service. It clearly states the maximum rate per room allowed for business travel by city and state.  http://www.gsa.gov/portal/content/104877

Ground transportation should also be a part of your reimbursement, taxis from airports to hotels and back, and taxi rides from hotels to the event and back should always be reimbursed. In some cases, the client will even pay for ground transportation from your home to your town’s airport and back. It is possible, but you should negotiate it before you include these taxi payments in your reimbursement requests. Sometimes the client may want you to ride a passenger shuttle from the airport, and others could even suggest that you take the subway or another urban public transportation. I do not like that, but you should negotiate it with the client.

You must request a daily allowance for meals (Per Diem) for every day that you are away from home (travel and interpreting days). To eliminate the hassle of collecting receipts for every meal you have, in the United Stets, refer to the table of the GSA – Internal Revenue Service. It clearly states the Per Diem allowed by city and state.  http://www.gsa.gov/portal/content/104877

If you are based in the United States and are traveling to a foreign country to provide the interpreting service, instead of following the table above, you will need to base your hotel and Per Diem expenses on the list that the United States Department of State publishes every year. It also contains the appropriate amounts by country and city. https://aoprals.state.gov/web920/per_diem.asp

Although I do not exactly know what requirements are needed to follow the same practice for those of you based in a European Union country, At least you can refer to the E.U. Per Diem list by country.

https://ec.europa.eu/europeaid/sites/devco/files/perdiem-rate-20150318.pdf

The following list can be used by those of you who live in Mexico: http://www.cualtos.udg.mx/sites/default/files/adjuntos/tarifas_viaticos_nacionales.pdf

Finally, you should be reimbursed for all other work-related expenses needed to provide the professional service such as parking fees, car rentals and gasoline, highway, tunnel and bridge tolls, photocopies, etc.

You should save all receipts or all other reimbursable expenses: airfare, taxis, hotels, etc. Even if the client does not ask for them, and you should always try to get reimbursed by the mere presentation of your professional fees and expenses invoice detailing reimbursable costs by category, it is a good practice to keep them in case they are needed, and for tax purposes as well.

It is possible that the client may offer to purchase the plane tickets, pay for the hotel directly, they may take you out to eat all meals, and so on. That practice is also acceptable, and in such cases you should only ask to be reimbursed for those costs that you paid for.

I hope you find this information helpful, and I sincerely expect you to pass all of these expenses to the client. That is how professionals work. I now invite you to post your comments regarding this very important part of our professional practice.

Are they trying to fool the interpreters and translators?

September 20, 2016 § 17 Comments

Dear Colleagues:

We have been under constant and merciless attacks from the big multinational language “industry” corporations for several years. These uninvited guests at the professional language services table have stubbornly fought to take away the market from the professionals who should service the clients through systematically minimizing the role of the interpreter and translator, and dehumanizing the profession by launching a campaign to convince the weak and uninformed that what we do is an “industry”, not a profession.

In the past we have discussed the oddity of having pharmaceutical companies in the same professional associations with the physicians, and we have talked of the way attorneys defend their craft so it continues to be known as the legal profession, not the legal “industry”. Sadly, as you know, there are individual interpreters, translators, and even professional associations in our field that have decided to tear down that barrier erected by all professions to protect both: the end client of the professional service and the professional service provider, and have happily commingled professional interests and concerns with those of corporate entities whose sole objective is to cut costs, provide a borderline service, as long as it is legal and acceptable, and profit as much as possible.  This translates into often deplorable working conditions for interpreters and translators and substandard, often insulting professional fees.

There is nothing wrong with commercial entities following this model. It is legal and that is what they were incorporated for. The problem arises when greedy professional associations, government bureaucrats, trainers, and individual interpreters and translators begin to campaign for this corporate interests completely disregarding the profession and those who provide quality services.  It is very dangerous to have all of these members and peripheral members of the profession ceaselessly attempting to convince professional interpreters and translators, new and old, that the way of the future leads to a profession bastardized by an “industry” where professional interpreters and translators will have to take their marching orders from minimum-wage high school level coordinators and project managers whose only priority is to squeeze everything they can get from the interpreter and translator and pay a fee (that they cleverly refer to as “rate” to rhyme with the “industry” philosophy they practice and try to propagate) worthy of a hamburger flipper, not a professional service provider. For years they have used scare tactics and “there is no other choice” arguments to coerce many weaker colleagues to give in and drink the “industry’s” Kool Aid.

First they tried to shame and ridicule professional interpreters and translators by spreading unfounded and hateful rumors that the real reasons for our opposition to the crowning of these multinational language “industry” service providers were our ignorance of new technologies and our fear of globalization.  Using their very deep pockets, they took this message to all corners of the earth and repeated these lies until many believed them as true.

We all know that professional interpreters and translators are not opposed to technology; it is common knowledge among our peers that we all welcome the opportunity to work and learn from other high-quality professional colleagues who live somewhere else in the world.  The truth that these entities do not want the professional service user-beneficiary to know is that interpreters oppose the laughable fee (again, referred to as “rate” by them) system these outsiders to the profession propose, where they offer to pay by-the-minute of interpreting service over the phone or video outlet, lower interpreting fees for remotely interpreted conferences because the interpreter “does not need to travel” despite the fact that the service, preparation and effort are the same whether the interpreter is at the venue or twelve time zones away. They forget, or choose to ignore, that their savings are already impacted by modern technology when they save transportation, lodging, Per Diem, and travel day fees customarily paid to interpreters in case of travel. Those are the savings, not lowering the interpreter’s fee.

The same situation applies to translators who have welcomed new tools and best practices that enhance quality and reduce time and effort. The things that real professional translators will not accept, and the multinational language “industry” providers who propose no pay for repetitions, numbers, etc., while pretending to use the best of the best in the translation world as mere “post-editors” of the work that computer program algorithms and paraprofessional translators (who have been paid rock-bottom fees) did, so that the final product that the agency’s client sees is at least half decent. Professional translators know that this is not the way to provide a translation service; they know of the time and effort involved in rescuing a non-existent translation from a deformed text they were just handed by the so-called “project manager” (who have no idea of what they are asking the translator to do) is a professional practice that should never happen, but when it does, it should command an even higher fee than a translation from scratch. These translators are not afraid of technology and they are not against globalization; they oppose a job description that resembles more the work of a babysitter (of incompetent translators) than the professional service of a translator.

I know that I am not telling you anything new. We have all discussed these issues in this blog and elsewhere many times, and we have successfully defended our profession by educating the good clients and through pointing out the nefarious services and products that very often come out of these multinational language “industry” companies.  Yes, there are good agencies. We all know who they are, and we shall continue to work with them on a professional relationship based on mutual respect and understanding, but unfortunately, most agencies act as described above.

The reason I decided to write this new entry was to send you all a warning; to give you the heads up: These multinational entities are back, and they have a new strategy.

You see, they are now trying to convince interpreters and translators that they have changed; that it was all a misunderstanding. That they never meant any harm to the individual interpreters and translators. They want you to believe that they appreciate you and cherish you, and they will come up with very creative schemes.

All you have to do is to look at their conference programs to immediately notice how they are designing strategies to make interpreters and translators happy; to make you feel appreciated and respected, so at the end of the day you give up and agree to work for them under despicable conditions.  Look at the different conference programs and see how they are inviting as presenters of this new approach no others than their very own company executives, and interpreters/translators who have decided to abandon the defense of the profession and join the ranks of the “industry” in exchange for who knows what.

This is their new strategy, so we have to be alert. They must think that this time they will get us, but, dear colleagues, we are no Trojans. We will not welcome their “gift” disguised as a horse.  These are dangerous times and the “industry” has deep pockets that they rather use to destroy the “profession” than to attract high-level professional interpreters and translators by paying professional fees.  We cannot let our guard down. We are not “Little Red Riding Hood” but the big bad wolf is trying to get us.

I now invite you all to share your suggestions and experiences in dealing with these very serious problems; I only ask you not to post any comments defending the multinational language “industry” movement.  This is a forum for professional interpreters and translators. There are plenty of places in cyberspace where those who want to praise the qualities of these folks can ingratiate themselves with the “industry”.

What interpreters should do when asked to charge less for their services.

September 13, 2016 § 12 Comments

Dear Colleagues:

Lately, it seems to me that there are requests everywhere for interpreters to work for less and even for free. Whether it is the Olympic Games, the political campaign events in the United States, or the community organizers’ voter registration actions.  Everybody seems to want a free ride.  At first impression, it looks like these are worthy causes and we as interpreters should be on board; unfortunately, when you take a second look at the request, you start wondering what is really going on. You see, Olympic Games’ organizers ask us to provide our professional services for free, they tell us it is a righteous idea, it will help to bring people together, and it will contribute to world peace. Then you realize that the physicians, paramedics, attorneys, dietitians, and many other professionals involved with the Olympic movement are not doing their jobs for free, they are getting paid for their professional services.  The same thing happens when you notice that the person asking you to volunteer your interpreting services to a political campaign or to a community organization’s event are paid staffers who do nothing for free. Something is not quite right.

Principled causes and ideas are great and we celebrate their existence, but professional services should always be remunerated, regardless of the virtuous cause they help advance. Otherwise, professionals should only get paid for awful, despicable activities. Under this criteria, healthcare workers should always work for free.

This reminds me of an occasion, many years ago, when a judge asked me to interpret a restraining order application form for free. When I refused stating that I would not do it unless I was paid for the professional service, the judge told me that it would be my fault if I refused and the victim was later harmed by the alleged perpetrator she was seeking protection from. He said that I was greedy.

Despite the fact that this judge was backed by an ignorant selfish interpreter coordinator at that courthouse, I immediately responded that my services were professional, just like the judge’s. I then asked him what kind of moral authority he had to scold me for not working for free while at the same time he was making a pretty fat check for presiding over the hearing. I did not interpret and I never knew what was of that alleged victim that a judge refused to help, because it was up to him to lend her a hand by just approving the payment of my professional interpreting services of the restraining order application.  You see, it is easy to be a Good Samaritan when it is on other people’s dime, it is more difficult when it affects you directly.

It is easy to ask for volunteer work when you are getting paid for asking others. I have nothing against volunteer, charitable work, but it has to be on my terms. I am a professional just like the physician, or the judge of my story, I run my own practice and I have to generate an income to cover expenses and to live the way I want to live; in my particular case, I work hard and provide an excellent professional service to be able to live my lifestyle.

As professionals, we must never lower a fee to give someone a break because they are poor, needy, or just need a break to get back on their feet.  You see, the day you agree to reduce your fee to a client, regardless of the motivation behind your decision, will be the last time you were able to charge your regular fee. From that point on, because everything gets to everybody’s ears in this world, all clients will always ask why you are charging them a full fee when you charged a lower amount to another client.  It is a dead end with no return.  It is a terrible business decision. I think you are starting to see why a lawyer or a doctor ask you to lower your fee for their “needy client or patient” while at the same time they charge them their regular fee.  When someone asks you to provide a professional service for free or at a reduced fee they are belittling the profession; they are automatically placing you in a separate category from the one where doctors, engineers and accountants are.  To lower your fee is a disgrace.

People, clients included should know that they will always be able to find someone else willing to work for a lower fee, but you are not that person. Your services are of the highest quality and that goes hand in hand with a robust fee.  On the other hand, because we should have a spirit of social empathy and solidarity, we must provide certain services pro bono.

Please pay close attention to what I am about to say:  As a professional, I am who decides when to volunteer my services, I decide the causes that are worthy of my time and effort. Professional interpreters should set aside a time for these free services, buy it should be at a time and place you decide; that way you can set the time aside when it does not interfere with your professional practice or your personal life.  You should designate, let’s say, the first Saturday of the month from 8 in the morning to 2 in the afternoon to assist anyone who needs your services for free, and you should do it at a church, community center, or similar venue. During that time, chosen by you, you will interpret legal, healthcare, school or any other community situations that those attending the facility during the previously set hours many need. Once the time is up, and at any other time, you will only see full-fee paying clients.  This is very different from living at the mercy of others who may want you to provide free or discounted professional services at times when you should be taking care of your professional obligations towards your paying clients.  This will immediately put you on the driver’s seat and will make it clear to everyone that you charge for your services, and sometimes, when the cause is righteous, and on your terms, you provide services free of charge. By doing so, you are not lowering the professional standards, you are not harming your own practice, and you are not insulting the profession.

Next time that you are asked to lower your fees or to work for free because the client deserves a break, stand firm on your regular fees, and if you decide that you want to provide a service for free, not discounted, then let that person know the terms of your pro bono services.  I ask you to please share your thoughts on this very delicate issue that is vital to us as individuals trying to make a living, and to the profession at large.

A big problem with continuing education.

September 6, 2016 § 9 Comments

Dear Colleagues:

Let me start this entry by saying that I am a strong supporter of continuing education for all interpreters. I know that the topic is somewhat controversial and some colleagues believe that it is unnecessary to have an organized practice of checking on colleagues who have already graduated from school or achieved certification or accreditation. I have been contacted by colleagues telling me that they consider continuing education a waste of time; that they are already certified or accredited and there is no other professional level above that; they have said that there is nobody out there who knows enough to teach anything to interpreters that are already at this level.

There is another group of colleagues who believe that continuing education is just a way for some interpreters to make money from teaching others what they can learn on their own; Some even claim that it creates a false sense of insecurity and need to take a seminar or a workshop, especially when these courses are sanctioned or even organized by government agencies or professional organizations.

Finally, there is the position of others who acknowledge the value of continuing education, but oppose it de facto when they state that as a policy or program, continuing education is too expensive to run and control. That there is not enough money to do it, and for this reason interpreters are not required to comply. This is the position adopted by the Administrative Office of the United States Courts, the only court jurisdiction in the United States with an interpreter certification requirement that does not include continuing education as one of the elements to maintain a valid certification.

In my opinion, it is not possible to provide a truly professional service without preparation. Interpreting is a complex task that requires of sharp skills and huge amounts of knowledge.

The practice of any profession in a developed country requires that those individuals providing the service have a degree and a license, patent, certification or accreditation to show that they meet the minimum standards needed to work as a professional. Then, in order to keep said certification or whatever license is required, the professional individual must comply with continuing education requirements to guarantee society that they have kept up with the changes in their profession.  Lawyers, physicians, accountants, engineers, teachers, and in many cases interpreters, must abide by these rules. Everyday more developing countries are following on these steps, and (in some cases with huge opposition from special interest groups) are beginning to require continuing education for their attorneys and doctors among many others.

Interpreters are aware of their reality: you need to study and prepare for a conference if you want to do a good job. Most colleagues would not disagree.

I believe that the need for continuing education becomes more apparent and crucial in the case of those interpreters whose work is linked to the life, health, freedom, and wellbeing of a person.

As interpreters, we all work with something that is constantly changing, permanently evolving: we work with languages.  As interpreters who work in the real world, we are also impacted by science and technology. They have changed the way we work: from simultaneous interpreting equipment to note-taking on a tablet; from digital dictionaries to video remote interpreting.  The language we spoke when we first started working and the means used to deliver our rendition do not look like the ones we presently use on a daily basis.  There is a constant need to learn.

Moreover, healthcare, medical, court, and legal interpreters work with medicine and legislation. Sometimes these fields are less permanent than language and technology.  Those agencies that certify or accredit these interpreters, whether they are run by a government or by a professional association, cannot put the client at risk. They have to assure the consumer of the professional service (a physician, attorney, patient, defendant, plaintiff, or victim) that the interpreters who have achieved certification or accreditation meet the standard requirements to practice the profession, and that they have been able to update their skills and knowledge by complying with continuing education requirements.  Remember, we are dealing with human life, freedom, and assets.

Most court and healthcare interpreters in the U.S. acknowledge the importance of continuing education in ethics, interpreting, science, legal changes, and technology.  There are also many colleges, professional associations, independent interpreter trainers, and government agencies that organize and offer quality continuing education at all levels.  In the United States, continuing education is accessible all over the country at one time or another.  The problem is not the willingness of the interpreter to attend the seminars, courses or workshops (even though sometimes the motivation to study may be the risk of losing the certification or accreditation for lack of credits); the real problem is the difficult and sometimes absurd requirements that some government agencies ask for in order to approve a workshop or a seminar for continuing education.

There are government agencies where an ethics workshop will never be approved for continuing education, even when the only subject matter of the class is ethics, unless the word “ethics” is included on the title of the workshop.  Sometimes a workshop that deals with the business aspects of the profession, or a seminar on legislative changes are not approved for continuing education because the individual who makes the decision does not understand the subject matter or its relevance. There are also places where continuing education credits are only granted when the course or workshop is offered by the government.

There are some government agencies where the person deciding what does or does not constitute continuing education for an interpreter program has never interpreted, or has never been involved with interpreting or translating.  Many times these are people who were transferred from another bureaucratic post because of their clerical skills, not their professional knowledge. Sometimes the people running a program decide to exercise their “power”, and only approve for continuing education credits those workshops that they contracted and organized; ignoring, and for all practical purposes running out of the state, all seminars and courses offered by reputable entities and instructors that, in the judgment of this government bureaucrat, “are too expensive”, even when the presenters are world-class.

I believe that certifications and accreditation at all levels and in all specialty fields are too important to leave them at the mercy of individuals who are only interested in covering their own behinds or favor their buddies. The granting of continuing education credits should be decided by government officials who are interpreters and know the profession, or even better, by a committee of local reputable interpreters who know what the profession needs because they know what it is all about.  I now ask you to share with the rest of us your experiences in dealing with these unreasonable government officials, or your ideas as to how continuing education credits should be granted.

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