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TinkerHub Travel Aid Program

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.

2. Eligibility

2.1 Eligible Applicants

To qualify, applicants must:

  • Be an active TinkerHub member (participation in events, learning stations, projects within the last 60 days).

  • Participate in an active campus chapter, if applicable (minimum one event per month, regular engagement and reporting).

  • Demonstrate financial need.

2.2 Eligible Events

Aid is only available for events that satisfy all of the following:

  1. Events organized by TinkerHub

  2. Events where you are officially attending on behalf of TinkerHub

  3. Events partnered with TinkerHub

  4. Events where TinkerHub has clearly announced that financial aid is available

If there is no official financial aid announcement for an event, you are not eligible to apply for this program.

3. Coverage Details

3.1 Travel Assistance

Supports round-trip travel by train or bus only. Booking must be done at least 20 days before departure. Choose the most economical class:

  • Under 200 km: Seating Class

  • Over 200 km: Sleeper Class

  • AC class only with prior POC approval

  • Air travel is not eligible Local ground travel bills (auto/taxi) are reimbursable with valid receipts.

3.2 Accommodation Assistance

Available only for events lasting more than one day. Supports accommodation from one day before to the last day of the event. Preferred options:

  • Hostels or shared rooms

  • Bookings for extra days (before or after the event) will not be reimbursed.

  • There is a limit to how much can be reimbursed for stay, depending on the event.

  • TinkerHub may book your stay directly for some events. If this happens, you’ll be informed.

3.3 Reserved Funds

A portion of the aid budget is reserved specifically for female and disabled participants to promote inclusion.

4. Application Process

  1. Submit Application via the TinkerHub Hub App/Wiki at least 14 days before the event.

    • Required information: event details, estimated costs, membership proof, and rationale for aid.

  2. Await Decision, communicated by email within 7 business days.

  3. If approved, book travel 20 days before and book accommodation 7 days before the event.

5. Submission & Reimbursement

5.1 After the Event

Submit all travel and accommodation receipts within 3 days of the event’s end date via the link in your approval email.

5.2 Receipt Requirements

  • Scanned copies (PDF or clear images).

  • Must show your name, transaction date, invoice number, and itemized details.

  • No acceptance of UPI, Google Pay, or PhonePe screenshots without valid bills.

6. Disbursement Options

  • Reimbursement: You pay first; TinkerHub reimburses upon verification.

  • Direct Booking: TinkerHub may book travel or stay directly for some events, with prior notification.

7. Participant Responsibilities

  • Arrive at the venue on time and keep original tickets and receipts safe.

  • Actively participate in the event.

  • Submit a written report or learning summary post-event.

  • Optionally share your experiences through a session, blog, or chapter talk.

Note: If you choose not to use the aid, your unused portion will fund another learner––thank you for your contribution.

Apply now: Financial Aid

8. Special Cases

If you have a special situation (health issues, accessibility needs, last-minute changes), contact your event POC.

We may allow exceptions, but:

  • You must inform us in advance

  • You must provide proof if needed

  • Final approval depends on the available budget

9. Policy Rules and Non-Compliance

If you do not follow the rules:

  • Your aid may be cancelled

  • You may not be allowed to apply again in the future

10. Disclaimer

  • TinkerHub has the right to adjust, reduce, or deny aid based on available funds.

  • Expenses that are too high, unreasonable, or outside guidelines may not be reimbursed.

  • This policy may change at any time without prior notice.

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