PyCon 2019 in Cleveland, Ohio

Financial Aid FAQ

**Q. When can I apply for financial aid for the 2019 conference and when will I know what my award is?** >**A.** Here are important dates around the financial aid process: - October 16, 2018: Financial aid application opens - February 12, 2019: Financial aid application close on 23:59:59 on Feb 12th AoE - February 24, 2019: Financial aid grants awarded - March 3, 2019: Deadline to respond to accept / decline financial aid - May 1-9 2019: Disbursement sessions at PyCon **Q. Are there limits to how much financial aid I may receive?** >**A.** PyCon strives to provide assistance to as many financial aid applicants as possible by optimizing the funds we have available for financial aid. Recipients receive support for some or all of their expenses including travel, hotel, registration, and childcare. While we wish we could give grants to everyone who applies, our funds are limited. >Please review your travel plans and adjust the amount to be under $2,000 USD. Possible ways to reduce expenses: >>1. Conference Registration Fee should not be included in your requested amount. If you are awarded financial aid a reduced rate conference ticket will be provided. >>2. Utilize the [PyCon room share program](https://us.pycon.org/2019/community/roomsharing/) to reduce housing costs. >>3. Adjust travel dates to obtain a lower airfare. > If you have already submitted an initial request, you may adjust your financial aid request by logging in to the [financial aid dashboard](https://us.pycon.org/2019/financial-assistance/). Please make adjustments by February 12, 2019. Please contact us with any questions. **Q. Should I register for the conference before I find out if my financial aid application has been approved?** >**A.** No — Financial Aid applicants do *not* need to register in the fear that the conference will sell out! We set aside tickets for Financial Aid recipients at a reduced rate of $50. **Q. Where can I find out the status of my grant application?** >**A.** Application status and other options can be found on your [dashboard](https://us.pycon.org/2019/dashboard/"dashboard"). **Q. If I request more funds after my grant has been approved, will that affect my current grant?** >**A.** If you can not attend on your current grant, you may optionally request additional funds through the PyCon website dashboard instead of accepting or declining your grant. We can not guarantee that we will be able to accommodate you, since our budget is tightly stretched. This will put you in a second funding round where we try to redistribute funds from people who have declined their grants. Please note that if you are requesting more funds, and we are unable to allocate more funds, your previous grant will no longer be available; this option is only intended for people who would not be able to attend PyCon on their current grant. **Q. What if I need help with a US visitor visa?** >**A.** We can provide you with an "Invitation Letter" upon request, in support of an application for a United States visitor visa. It confirms that as a registered delegate you are invited to attend by the Python Software Foundation (PSF) and the PyCon 2019 committee. **Q. After my grant is approved, how do I register for the conference and tutorials at the discounted rate?** >**A.** Registration for the conference and tutorials is separate from clicking the link in the Financial Aid Award email you received. To register, log into your PyCon [dashboard](https://us.pycon.org/2019/dashboard/"dashboard") and go to the [Registration](https://us.pycon.org/2019/registration/") Tab. Enter the Promo Code provided to you in the Financial Aid email on the registration page where requested. You will receive the option for the Financial Aid discounted registration, as well as receive the tutorial discount for the first tutorial you register for. >If you registered prior to receiving financial aid, please contact the registration team <pycon-reg@python.org> with the email address you used to register. Your existing registration will be adjusted to reflect the Financial Aid Award. Once the adjustment is complete, log into your dashboard and go to the registration tab where you will have the option to add tutorials with the discounted rate being applied to the first tutorial. >Note: **Tutorials sell out quickly,** so if you are planning to attend, please register early. **Q. How do I upload my receipts for reimbursement?** >**A.** After your application has been approved, and you have accepted the award, log into your PyCon dashboard and click on the "Upload Receipt" link on your [dashboard](https://us.pycon.org/2019/dashboard/"dashboard"). >>**Receipts must include the following:** >>1. **Your full name** >>2. **The name of service provider** (i.e., hotel name, taxi company, airline name, etc.) >>3. **The date of the transaction.** >>4. **The amount of the transaction.** **Q. Why do I need to upload my receipt for registration? Don't you all already have the receipt?** >**A.** The US Internal Revenue Service requires that reimbursement requests be supported by receipts from the submitter. The financial aid receipt system and registration system are not integrated; the registration system is managed by a third party. If you don't upload your registration receipt, it will not be counted towards your grant. **Q. Can I be reimbursed for food?** >**A.** Yes. You may submit actual food receipts **or** request per-diem reimbursement; please do not request both. The financial aid committee automatically adds a per-diem rate for food to the receipts you submit. For 2019, the US GSA (Governmental Services Administration) set the per-diem rate for Cleveland, OH at $66 per day. Per-diems may only cover the days you are attending PyCon and up to one travel day before and after conference attendance. **Q. How do I upload a hotel receipt when I haven’t checked out yet?** >**A.** A hotel reservation receipt from the hotel or a booking service may be submitted as a receipt. **Q. Can I be reimbursed for auto expenses or mileage if I am driving to PyCon?** >**A.** Yes. Either gas receipts **or** mileage may be submitted. The IRS mileage rate includes cost coverage for maintenance and wear and tear on the vehicle. The IRS mileage rate for 2019 will be released in December 2018. **Q. What if I don’t come to PyCon?** >**A.** If you do not register **and** attend PyCon, you will not receive your grant. **Q. Why can’t I upload my receipts?** >**A.** You must accept your grant by the deadline or you will not be able to upload receipts for reimbursement. If you accepted your award within the published timeline, please contact <pycon-aid@python.org> for assistance. **Q. What if my receipt is larger than my grant amount?** >**A.** You can upload a receipt (example - airfare) for an amount larger than your grant, but you will only be reimbursed up to the award amount. **Q. How do disbursements work?** >**A.** Disbursement of funds will be onsite during the conference in USD. The disbursement sessions schedule will be published in the conference schedule. >Please bring a government-issued ID, such as a driver's license or passport, to the disbursement session so that the financial aid team can confirm your identity. If you plan to cash your reimbursement check at Fifth Third Bank, we must ensure that the name on the check matches your government ID in order to prevent delays in receiving the funds. **Q. What payment options are available?** >**A.** You can choose between receiving PayPal, a physical check in USD on-site, or a wire transfer for international payments. The PSF does not issue funds in cash. >No funds will be disbursed prior to the event. Only those that attend the conference, confirm identity in person, and have submitted receipts will be reimbursed. >You may choose another person to receive the financial aid disbursement on your behalf, but the PSF cannot guarantee that the other person will release the funds to you. >If you select the wire transfer option, we will need the following information: - The name of the beneficiary on the account - The beneficiary's address on the account - The bank name - The bank address - The bank SWIFT code - The account number or IBAN - The US intermediary bank SWIFT code **Q. Is there a bank near the convention center where I can cash my financial aid check without a fee?** >**A.** The PSF has a banking relationship with Fifth Third Bank, which will cash PSF checks for travel grants and financial aid without charging a check cashing fee. The 600 E. Superior Ave. location is ready to welcome PyCon attendees. >You will need a government-issued ID to cash checks if you live in the United States and a passport if you live outside of the United States. >Please let Phyllis Dobbs <phyllis@python.org> know if you have any issues with cashing your check. >> Branch location: [600 E. Superior Ave. Cleveland, OH 44114][1] >> Branch telephone: (216) 274-5533 >> Branch hours: 9:00 am to 5:00 pm Monday-Friday, Closed Saturday/Sunday >> [Fifth Third Bank locations website][2] [1]: http://www.google.com/maps/place/ATM+(Fifth+Third+Bank)/@41.5020139,-81.6927311,16z/data=!4m5!3m4!1s0x0:0x2b358770df15bb87!8m2!3d41.5010597!4d-81.6898741 [2]: http://locations.53.com