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HooHacks 2024 Travel Reimbursement Information
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🚌 HooHacks Travel Reimbursement ✈️

To make attending HooHacks even more accessible this year, we will be sending buses to multiple locations and also offering travel reimbursements to our attendees. Buses will be offered for all attendees, however bus space is limited, so be sure to confirm your spot as soon as possible! Other travel reimbursement is only offered to those who request it and submit a project.

Where are we sending buses? 🗺️

Buses are scheduled to pick up students early morning Saturday, March 23rd and drop off students at their original schools late evening on Sunday, March 24th.  Exact pick up timings, locations, and bus ticketing information will be released at a later date. If you would like to take the bus, you will have to reserve a spot and information on how to do so will be released shortly!

**  If you attend UVA or do not submit a project, you will not be eligible for travel reimbursement.

What travel reimbursement will we offer? 👇

For attendees who drive to the event and submit a project, we will offer reimbursement for gas at a rate of up to $3.25 for every 25 miles driven.

For attendees who rent a car to drive to the event and submit a project, we will offer reimbursement up to $50. If there are multiple people riding in the car, each will be eligible for reimbursement up to $50/person or the total cost of renting the vehicle/number of people in the car, whichever is less. However, you will NOT be eligible for mileage reimbursement.

For attendees who use a train or take a non-UVA provided bus to get to the event and submit a project, we will offer reimbursement for your train ride up to $50 total (roundtrip) or the cost of the ticket, whichever is less.

For attendees who fly to the event and submit a project, we will offer reimbursement for the flight up to $150 total (roundtrip) or the cost of the ticket, whichever is less. The flight tickets must be between 3/22-3/25.

If you take both a train and a flight, a non-UVA provided bus and a flight, or a flight and rent a vehicle, you may be reimbursed for both up to $200 total (roundtrip) or the cost of your tickets/rental, whichever is less.

** If you attend UVA or do not submit a project you will not be given travel reimbursements.

How do I get reimbursement? 🤔

Before the event: Pre-register for reimbursement by filling out your travel plans in the confirmation form. If you do not fill out this form you will not receive reimbursement.

If you are unsure of your travel plans, indicate the most likely mode of transportation. If you change your mode of transportation, you will still receive funds if you complete the confirmation beforehand.

DRIVERS

If you are driving your own vehicle, you will need to provide the license plate number of the vehicle you will take to UVA.

TRAIN/NON-UVA PROVIDED BUS/AIR

Provide the name of the train station/airport you are leaving from in the confirmation.

On the day of the hackathon: During the event, we will have a separate designated table where you can collect your reimbursement. You must present your student ID and Venmo/PayPal/Zelle information.

        DRIVERS

If you drove your own vehicle, on the day of the event, you will be asked to submit a photo of where you parked with the license plate visible in the photo. This should match the number you provide in the pre-registration.

If you rented a car, you will need to provide proof of purchase for the car you rented. If multiple people were in your vehicle, all must be present when requesting reimbursement.

        

        TRAIN/NON-UVA PROVIDED BUS/AIR

On the day of the event, you will be asked to show confirmation of ticket purchase to verify your trip.

        

The amounts on this document are not guaranteed and subject to the discretion of our team.

TL;DR ⏩

We offer reimbursement for those who drive and fly if and only if they also submit a project. Apply for reimbursement during confirmation and come see us on the day of the event! Contact hackathon.virginia@gmail.com for any questions or concerns!