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Travel Reimbursement

📃 Apply!​

If you are applying with a team, please make sure everyone on the team applies!

✅ Eligibility

  • Must be flying over 250 miles or driving over 50 miles from UT Dallas Engineering and Computer Science West (2520 Rutford Ave, Richardson, TX 75080)
  • Must be non-UT Dallas student
  • Submit a travel reimbursement application before the deadline (October 16th 2025 @ 11:59pm CST)

⚖️ Terms of Reimbursement

Unless explicit, written permission is issued from [email protected] , all of the following guidelines must be followed. HackUTD reserves the right to make any changes to this policy as necessary.

  • All travel assistance is based on a first-come-first-serve application process.
  • Travel reimbursement acceptance guarantees you and your team acceptance to HackUTD.
  • Travel Reimbursement will be approved with an email from the HackUTD team email - [email protected]
  • We will be in touch by October 20th with a decision regarding reimbursement for priority applications.
  • Once travel is approved, you will have one week to send proof of booking (if reimbursing a bus or flight ticket).
  • Travel reimbursement money can only be used for any combination of gas, car rental, bus ticket, a flight ticket.

⛽ Gas Reimbursements​

Gas reimbursements are usually capped at $50 per person travelling depending on distance. If traveling in a group, the maximum we will reimburse is $50 per person up to $200. If traveling with more than 4 people, reimbursement will be subject to our discretion.

The reimbursement amount you are eligible for will be given in your acceptance email.

Full Reimbursements are not guaranteed.

❓Eligibility​

  • Must attend HackUTD in-person
  • Must submit and present a project.
  • Must be travelling to UT Dallas Engineering and Computer Science West (2520 Rutford Ave, Richardson, TX 75080) from a distance of 50 miles or more.
  • Must provide images of paper receipts for any purchases.
    • Receipts must have a proof of payments (such as last 4 digits of a card) and must have a date between 11/6/2024 - 11/10/2024.

🚌 Bus Reimbursements​

We do not provide bus service from any university to our campus. If you decide to take a bus (greyhound, etc.) we will reimburse the cost of the bus ticket up to $50.

❓Eligibility​

  • Must attend HackUTD in-person
  • must submit and present a project.
  • Must be travelling to UT Dallas Engineering and Computer Science West (2520 Rutford Ave, Richardson, TX 75080) from a distance of 50 miles or more.
  • Bus ticket must have your First and Last name as presented on your application.
  • Must provide images of paper receipts for any purchases.
    • Receipts must have a proof of payments (such as last 4 digits of a card) and must have a date between 11/6/2025 - 11/10/2025.

✈️ Flight Reimbursements​

Flight reimbursements are handled on a case by case basis. Generally these reimbursements will be in the range of $50-150. However, more can be allotted based on team travel. We highly recommend you apply with a team if you are requesting Flight Reimbursements.

The amount of your reimbursement you are eligible for will be given to you when you receive your acceptance email. Full Reimbursements are not guaranteed.

❓Eligibility​

  • Must attend HackUTD in-person
  • must submit and present a project.
  • Must be travelling to UT Dallas Engineering and Computer Science West (2520 Rutford Ave, Richardson, TX 75080) from a distance of 250 miles or more.
  • All travel via plane must be booked on a regular economy or economy seat.
  • HackUTD will not cover costs of seat upgrades, extra bags, or any other abnormal fees or charges.
  • Flight ticket must have your First and Last name as presented on your application and have a round trip with DAL (Dallas Love Field) or DFW (Dallas-Fort Worth) as one of the destinations.
  • Must provide images of paper receipts for any purchases.
    • Receipts must have a proof of payments (such as last 4 digits of a card) and must have a date between 11/6/2025 - 11/10/2025.

💰Reimbursement Process

  • Reimbursements will start to be processed and disbursed Sunday, November 23, 2025 after verifying that Projects were submitted, and presented.
  • After you are approved for reimbursement, you will be sent a form requesting reimbursement methods and receipt upload to the email you applied with.
  • Reimbursements will be made through a Paypal or Zelle payment to the email or phone number provided.
  • Reimbursements can take up to 3 days to post to your account. Please be patient!

🙋‍♂️Questions

Please reach out to us at [email protected] if you have any questions regarding this process.