Travel support terms

1. Funding and approval

All travel-support requests and reimbursements are subject to approval, available funding, and verification. Request the exact amount you need in U.S. dollars and explain your transportation plans in your application.

Early applicants attending a school outside Michigan receive priority consideration for their travel requests. Early application or admission does not confirm travel funding. Applicants from any school may request support in the regular round.

For both early and regular applicants, travel-support decisions and specific amounts are confirmed on event day, not in advance. A request, admission offer, or estimated amount is not approval. Do not book travel relying on reimbursement before receiving written confirmation of an approved amount.

2. Covered expenses

Subject to approval, support covers documented economy bus, train, or airline tickets, fuel for the event trip, and necessary transportation between the airport/station and venue. Lodging, meals, upgrades, and personal expenses are excluded.

Claim only your actual share of shared transportation costs. Expenses cannot be claimed twice, reimbursed by another source, or claimed after being refunded. Fuel receipts are required; no additional mileage allowance is provided.

3. Requirements

To receive reimbursement, you must attend and check in, submit a project, present it for judging, visit the reimbursement booth, and provide the required receipts. Meeting these requirements does not itself guarantee approval.

Social media posting is optional and does not affect approval or reimbursement.

4. Reimbursement amount

Your reimbursement can cover verified eligible transportation expenses up to your approved support amount, subject to final approval.

SpartaHack reserves the right to deny travel reimbursement to any participant who wins a prize, regardless of the prize type or value.

5. Deadlines

Visit the reimbursement booth and provide your available receipts by February 7, 2027, at 6 p.m. Eastern Time. Anyone in line by then will be served. Any extension will be announced at the event.

Finance may estimate return-trip fuel using inbound receipts. Actual return-trip fuel receipts are due by February 14, 2027, at 6 p.m. Eastern Time, using the submission instructions provided at the booth.

6. Payment

Approved reimbursements are paid in USD within 60 calendar days after your complete claim receives final approval. The supported payment method and recipient requirements will be confirmed before you accept a travel-support offer.

For participants under 18, payment goes to the parent or guardian who signed their minor consent form. SpartaHack will not request banking passwords or collect bank account or routing numbers through the application.

7. Exceptions and questions

Organizer-caused disruptions will not, by themselves, disqualify an otherwise eligible participant. Finance may consider documented emergencies individually. Exceptions are subject to approval and do not increase approved funding or waive expense verification.

False, altered, or duplicate claims may be denied. For questions or to request an exception, contact hello@spartahack.com.