> For the complete documentation index, see [llms.txt](https://hackdays-guide.mlh.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://hackdays-guide.mlh.com/close-out-your-event/reimbursements.md).

# Receipts and Reimbursement

Submit itemized receipts and understand Hack Day reimbursement conditions and country rates.

*Last reviewed: 17 September 2026.*

## Before You Request Reimbursement

Reimbursement is available only for approved events that satisfy the [Hack Day requirements](/start-here/requirements-and-eligibility.md). Before requesting reimbursement, make sure you can confirm all of the following:

* Your Hack Day was approved by MLH, 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 <hackdays@mlh.io> rather than waiting until the reimbursement window may have closed.

We offer different reimbursement rates depending on the country in which the 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 reimbursements may be in either USD or your local currency, depending on your banking details and preferences in Ramp. The typical timeline for reimbursement 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 <hackdays@mlh.io> 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/reimbursement-rate-finder content="" %}

Rates were last updated on 17 September 2026. If your event approval lists a different rate, follow your approval and email <hackdays@mlh.io>.

Gibraltar, Monaco and Vatican City use provisional rates based on the existing allowances for the United Kingdom, France and Italy, respectively.

{% hint style="info" %}
If your country is not listed, email <hackdays@mlh.io> before your event.
{% endhint %}