Financial Aid
Introduction
The TinkerHub Travel Aid Program is an initiative by the TinkerHub Foundation to support its community members' growth and development. The program provides financial assistance for travel-related expenses, enabling members to participate in key events, workshops, and programs organised by or associated with TinkerHub. This initiative reflects TinkerHub's commitment to fostering learning opportunities and enabling equitable access for its members, regardless of geographical limitations.
Description
The aid covers round-trip travel (rail, road, or air) from your home city to the event venue and back as well as accommodation for events lasting more than one day. Local travel or personal trips will not be reimbursed.
Each recipient is allocated a specific amount of financial aid. Any expenses beyond this limit will not be reimbursed.
The amount of aid may vary depending on the program and available funds.
Event Types
Financial assistance is provided only for the following types of events:
Events organised by TinkerHub.
Events attended on behalf of TinkerHub.
Events partnered with TinkerHub.
Selection Criteria
The selection for financial aid will be based on several factors, including:
Demonstrated need for financial assistance
Level of involvement in TinkerHub activities
Relevance of the event or program to the applicant’s role or interests
Available budget for the specific event or program
Process
Application - Community members who require financial assistance must apply for the TinkerHub Travel Aid Program through the Hub app at least 14 days before the eligible event. The application should include necessary details such as the reason for requesting aid, estimated travel expenses, proof of TinkerHub membership or core team role, and any other supporting documentation.
Approval - Applications will be evaluated based on the selection criteria. Applicants will be notified of the decision via email within 7 business days from the date of application. Upon approval, recipients can proceed with travel bookings.
Travel Booking - Once approved, aid recipients are responsible for arranging their travel logistics (air, rail, or bus). Bookings must be made at least 7 days before the event.
Guidelines for Travel Booking:
All travel should be by either rail or road. If the distance is high, air travel may be an option, provided the fare is comparable to other modes of transportation.
For travel under 200 km, it is recommended to book Seating Class tickets. For travel exceeding 200 km, Sleeper Class tickets should be booked.
AC class tickets can be booked with prior approval from the point of contact (POC) if other mentioned classes are unavailable.
Choose the most economical travel option available. Affordable transportation options are encouraged to ensure more members can benefit from the aid.
For local conveyance, public transport or pre-paid taxis/auto-rickshaws should be used, and bills must be provided for reimbursement.
Accommodation Booking - Once the travel aid is approved, recipients must book their accommodation at least 7 days before the event. If accommodation is directly arranged by TinkerHub, recipients will be informed in advance.
Guidelines for Choosing Accommodation:
Accommodation is only applicable for events lasting more than one day.
Hostels are preferred for lodging.
Bookings should only be made for the duration of the event. Reservations made before the event start date or after the event's conclusion are not eligible for reimbursement.
There is a maximum cap on accommodation expenses, which is determined by the event. The aid will only cover costs up to this limit.
Recipients are encouraged to opt for shared accommodations to minimize costs and maximize support for more members.
Submission and Settlement - After the event, recipients must submit their travel receipts using the form provided with their decision email. This must be done within 3 days of the event's conclusion. Receipts must be issued in the recipient's name, and must include the date and invoice number. Reimbursement will only be processed after verification.
Disbursement - There are two types of disbursements:
Reimbursement: Recipients initially cover the costs, and TinkerHub will reimburse the expenses after verifying the receipts.
Direct Payment: In some cases, TinkerHub may handle the travel bookings and make payments directly. This will be communicated to recipients beforehand.
Post-Program Commitment - After the event, recipients are required to submit a brief report on their experience and learnings. They must also commit to sharing the knowledge gained with the TinkerHub community.
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Special Circumstances and Exceptions
Exceptions are made on certain special circumstances and it has to be approved in advance with the POC and is subject to verification and is totally under the discretion of TinkerHub.
Non-Compliance
Any non-compliance to the policy will lead to the revocation of the financial aid.
Disclaimer
Reimbursement will be made only for expenses we deem reasonable, and this is subject to the available funds. We reserve the right to adjust the reimbursed amount based on what we find appropriate.
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