Travel Grants FAQ

Questions

Answers

Q: When/how can I apply for a PyCon US Travel Grant?

A. Here are important dates around the travel grant process:

  • December 6, 2024: Travel grant applications open
  • February 18, 2025: Travel grant applications close at 23:59:59 on February 18th US Eastern
  • February 26, 2025: Travel grants awarded
  • March 10, 2025: Deadline to accept / decline travel grants
  • March 10, 2025: Receipts and Secure Document portals open
  • May 15 - May 18, 2025: Disbursement sessions at PyCon US

Please ensure you can receive emails from pycon-aid@python.org; the Travel Grant team will send email communications regarding updates and information about awards, receipt uploads, and disbursement sessions from this email address.

Q: Are there limits to how much funding I may receive?

A: We ask that applicants adjust the amount requested to $2,000 USD or less for international travel and $1,500 or less for US domestic travel. Please let us know if there are extenuating circumstances that may make the trip more expensive

Possible ways to reduce expenses:

  • Adjust travel dates to obtain lower airfare.
  • Consider attending a PyCon local to you.

If you have already submitted an initial request, you may adjust it by logging in to the PyCon US dashboard. Please make adjustments to your application by February 18, 2025. Feel free to contact us with any questions.

Q: What kind of costs are covered by the PyCon US Travel Grant?

  • Airfare
    • Economy-class tickets for travel to/from Pittsburgh international airport
    • Baggage fees for travel to/from Pittsburgh International Airport
    • The travel grant program does not cover paid seat assignments
    • Flights with layovers for more than 2 days will be reimbursed at the rate of a direct ticket; PyCon travel grants do not fund personal or business trips.
  • Lodging
    • Hotels, motels, hostels, AirBnB, etc. within 10 miles of the convention center for the days you attend the conference. Any lodging costs incurred in other cities due to visa appointments, layovers, driving to the conference, etc, will be the responsibility of the travel grant recipient.
    • You are welcome to use the PyCon room booking service, but this is not a requirement for reimbursement.
    • If you share a room with anyone else, we can only reimburse you for your portion of the shared room. Travel grants only cover costs for the person receiving the grant.
    • Lodging reimbursement is limited to a maximum of $215 USD per night before tax.
    • Lodging reimbursement is limited to the days you are actively attending PyCon US, plus a travel day on either side, up to a maximum of 10 nights.
  • Ground Transit
    • Taxi, Lyft/Uber, bus, trains
    • Mileage to/from airport, bus/train station, lodging, or conference center
    • Parking at the airport, bus/train station, or conference center
    • Rental cars can be reimbursed as part of your travel grant if they are rented in lieu of airfare and are less than or equal to round-trip airfare.
  • Per diems
    • Meal per diems cover food during the days you attend the conference, plus a travel day at the beginning and end of your trip. These will be automatically added to your travel grant by the travel grant committee; please do not upload food receipts.
  • Visa/ESTA fees
    • For non-US nationals who must have a visa/ESTA to attend the conference
    • Visa fees should cost around $60 USD, ESTA fees should cost around $21 USD. Visa application service fees are not reimbursable by the travel grant program.
  • Poster printing fees for PyCon US poster presenters
  • Check cashing fee charged by PNC Bank in Pittsburgh

The following costs are not covered by the PyCon US travel grant program:

  • Trip insurance
  • Paid/upgraded seats on airplanes
  • Transportation and meals related to travel to/from a visa application center for visa appointments
  • Visa application service fees
  • Airport Lounge Access Fees
  • On-board/Airport/Hotel WiFi Charges
  • Cellular roaming/international charges
  • COVID-19 vaccines, tests, masks, or other medical supplies

If you use points or rewards to offset the cash paid for a valid travel cost, the PSF will reimburse you for the cost prior to points or rewards application. For example, if your airfare costs $500 and you use $200 in points and $300 in cash to pay for the airfare, the PSF will reimburse $500 (up to the travel grant award amount).

Any receipt that is in non-USD currency will be reimbursed at the foreign currency amount converted to USD as of the date of the receipt.

If there are any ambiguities, final discretion lies with the PyCon US Travel Grant Team.

Q: What if I need help with a US visitor visa or invitation letter?

A: PyCon US can provide you with a “Visa Letter” or an “Invitation Letter” to support a United States visitor visa application. Visa letters can be requested once you have a fully paid and confirmed conference registration. The letter confirms that as a registered delegate, you are invited to attend by the Python Software Foundation (PSF) and the PyCon US 2025 Committee.

Invitation letters can be requested in lieu of a “Visa Letter” if you do not have a confirmed, paid conference registration and are still waiting to register for any reason at the time of your request. The letter serves as an invitation from the Python Software Foundation (PSF) and the PyCon US 2025 Committee to register for and attend the conference, but cannot confirm your participation.

Please fill out this form to request a Visa Letter or an Invitation Letter

Q: Can I be reimbursed for food?

A: The Travel Grant Committee automatically calculates a meal per-diem rate for food for each travel grant recipient based on the travel dates submitted with your travel grant application. Please do not submit meal receipts. For 2025, the US GSA (Governmental Services Administration) set the per-diem rate for Pittsburgh, PA at $80 per day. Per-diems only cover the days you are attending PyCon US.

  • Conference days: $38 (breakfast and lunch provided by PyCon US)
  • Tutorial and first two sprint days: $48 each (lunch provided by PyCon US)
  • Other days: $80 each

Q: How do I provide a hotel receipt when I haven’t checked out yet?

A: A reservation confirmation may be submitted as a receipt. The reservation confirmation should include the name and address of the lodging provider, check-in and check-out dates, number of occupants, and the amount charged per day.

Q: Can I be reimbursed for auto expenses or mileage if I am driving to PyCon US?

A: Yes. The IRS mileage rate includes cost coverage for estimated gasoline, maintenance, and wear and tear on the vehicle. The 2025 IRS mileage rate is $.70 per mile (https://www.irs.gov/tax-professionals/standard-mileage-rates). Please provide a PDF or screenshot of the mileage for your trip. Please do not submit gas receipts.

Q: What if my receipt is larger than my grant amount?

A: You can upload a receipt for an amount larger than your grant. You will only be reimbursed up to the award amount.

Q: Should I register for the conference before I find out if my travel grant application has been approved?

A: You do not need to register in fear that the conference will set out before travel grants are awarded. We set aside tickets for travel grant recipients.

Q: If my grant is approved, how do I register for the conference?

A: Registering for PyCon is separate from accepting your travel grant. To register, log into your PyCon US dashboard and go to the Registration Tab. Enter the Promo Code provided to you in the Travel Grant email on the registration page where requested. You will receive an option for complimentary conference registration.

If you registered prior to receiving a travel grant, please contact the registration team with the email address you used to register. Your existing registration will be adjusted to reflect the Travel Grant Award and you will receive a refund for the amount you paid.

Q: May I donate my travel grant or complimentary registration to another person?

A: PyCon US travel grants are intended only for the individual who applied; the offers and voucher codes are non-transferable.

Q: How do I upload my receipts for reimbursement?

A: If you are offered a travel grant, log into your PyCon US dashboard to accept it. Then click on the “Upload Receipt” link on your dashboard.

Receipts must include the following:

  • Your full name
  • Name of the service provider (i.e., hotel name, taxi company, airline name, etc.)
  • The date of the transaction
  • The amount of the transaction
    • Airfare and transit receipts should include your origin and destination locations and dates of travel
    • Lodging receipts should include the dates of your stay and the number of people staying in the room

Q: What if I don’t come to PyCon US?

A: If you do not register and attend PyCon US, you will not receive your grant. Please notify the Travel Grant Committee (pycon-aid@python.org) that you cannot attend so that we can redistribute your funds.

Q: How do I receive my travel grant disbursement?

A: Please visit the Travel Grant Team during the dates and times below; you can find us in Room “Show Office A” across from Registration at the convention center. You must attend a disbursement session during the conference in order to receive your travel grant.

  • May 15, 2025 8:30 am to 11:30 am
  • May 16, 2025 10:30 am to 2:00 pm
  • May 17, 2025 2:00 pm to 4:15 pm
  • May 18, 2025 10:00 am to 12:00 pm

Please bring a government-issued ID, such as a driver’s license or passport, to the disbursement session so that the travel grant team can confirm your identity. The identity check ensures that the name on the payment matches your government ID to prevent delays in receiving the funds.

If you need to make special accommodations, please contact us at pycon-aid@python.org.

Q: What documents are considered government IDs for checking in at the Travel Grant disbursement session?

A: All IDs should be current and include a picture.

If you are 18 years of age and over:

  • United States citizens: driver’s license, learner’s permit, or picture ID issued by one of the 50 US states, passport, or a military ID
  • Non-US citizens: a valid passport.

If you are under 18 years of age:

  • PyCon US requires that you are accompanied by a parent, teacher, or guardian 18 years of age or older.
  • The Travel Grant Team will verify the accompanying adult’s valid identity proof (see above rules for an adult).
  • Please bring a valid School Photo ID, driver’s license, learner’s permit, state ID, or a passport for the minor, if available.

Q: What payment options are available?

A: You may choose to receive your travel grant via any of the methods listed on our Payment Options.

Payments will be issued within 7 business days after you have checked in at a disbursement session and the PSF has received complete receipts and payment details. The quickest payment methods are Zelle and PayPal. If you select wire or ACH, your bank may take longer to release funds based on their policy. Please check with your bank to ensure your account can receive an ACH or wire transfer if you select one of those payment options.

Q: Is there a bank near the convention center where I can cash my travel grant check without a fee?

A: The PSF has a banking relationship with PNC Bank which will cash PSF checks for travel grants.

When you cash your check at PNC, you will be charged a check-cashing fee. Notify the Travel Grant team that you intend to cash the check during your disbursement session so we can add that fee to your travel grant.

When you go to the bank to cash your check, please bring a government-issued ID if you live in the United States, or a passport if you live outside of the United States.

Please let the accounting team know if you have any issues with cashing your check.

  • Branch location: PNC Bank, 225 Fifth Ave, Pittsburgh, PA 15222 USA
  • Branch telephone: (412) 762-2021
  • Branch hours: 9:00 to 17:00, Monday to Friday. Closed Saturday-Sunday.
  • Bank website link

Search