> For the complete documentation index, see [llms.txt](https://hacktoberfest-handbook.mlh.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hacktoberfest-handbook.mlh.com/reimbursements.md). # Reimbursements *Last reviewed: August 2026.* Reimbursement is available only for approved `Hacktoberfest Hack Day` events hosted by individuals, school clubs, or community organizations. Corporate hosts and `Hacktoberfest Meetup` events are not eligible. ## Before You Request Reimbursement Before requesting reimbursement, make sure you can confirm all of the following: * Your event was approved as a `Hacktoberfest Hack Day`, was free to attend, and took place entirely in person. * Each attendee was checked in through OrganizerHQ while physically present at the venue. Registrations, online participation, and advance or remote check-ins do not count. * You completed the required event closeout steps, including the event summary and photos. * Every requested expense is eligible, supported by a complete itemized receipt, and submitted through Ramp by the deadline in your approval or onboarding materials. {% hint style="warning" %} Your maximum reimbursement is the lower of your approved, itemized spending or your country's per-hacker rate multiplied by verified in-person OrganizerHQ check-ins, capped at 50 hackers. MLH cannot reimburse more than you spent. {% endhint %} ## Submit Your Receipts Keep a full itemized receipt for every purchase. MLH will invite you to submit receipts through Ramp, the finance platform used for Hack Day reimbursements. Submit receipts by the deadline in your event approval or onboarding materials. If a Ramp invitation or deadline is missing, email promptly so you do not miss the reimbursement window. We offer different reimbursement rates depending on the country in which the Hacktoberfest Hack Day is organized; use the rate finder below. We use purchasing power parity to calculate a comparable amount of funding in each country. We list reimbursement amounts in USD here. Your reimbursement may be in either USD or your local currency, depending on your banking details and preferences in Ramp. The typical timeline is 30 days from submitting receipts, although it can take a few weeks more or less depending on individual circumstances. ## Eligible Expenses Food, snacks, and non-alcoholic beverages are always eligible. Other event expenses may be eligible with advance approval. Email before making an uncertain purchase. Excessive expenses, especially prizes or swag purchased independently, may be rejected. ## How the Maximum Is Calculated MLH cannot reimburse more than the eligible amount actually spent. The maximum is the lower of: * Your total approved, itemized event expenses * The country-specific per-hacker rate multiplied by the number of verified OrganizerHQ check-ins, capped at 50 hackers For example, a US event with 30 verified check-ins has a maximum allowance of 210 USD. If it has 165 USD in approved, itemized expenses, the maximum reimbursement is 165 USD. ## Find Your Reimbursement Rate Search by country and enter the expected number of verified OrganizerHQ check-ins. The calculator shows the country allowance; the final reimbursement is still limited to approved, itemized spending. {% @mlh-hack-day-schedule/hacktoberfest-reimbursement-rate-finder content="" %} Rates were last updated in August 2026. If your event approval lists a different rate, follow your approval and email . {% hint style="info" %} If your country is not listed, email before your event. {% endhint %} --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://hacktoberfest-handbook.mlh.com/reimbursements.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.