Students must be enrolled on a full-time academic degree program at KAUST when applying for and at the time of the event. Students also need to be accepted for the Hackathon or Competition by the event organizers.  

Students need to initially notify Student Affairs of their intention to travel to the event, and provide the following information in the Hackathon Travel Funding application form (via the Hackathon Campus Connect site.

• proof of registration and acceptance to the event by the organizers 

• a short team bio, with additional comment as to how they feel they meet the competition criteria and the benefits/value of their participation in the event.  

• Disclosure by all team members as to any KAUST funding for previous Hackathons and Competitions (events, dates, amounts, source). 

Student Affairs notification of intention to travel, as well as submission of funding application information to  the Hackathon Campus Connect site needs to take place at least 10 working days in advance of a SAP Concur Travel application. 

All student travel requests must have prior PI/Supervisor approval and be formally submitted as a Travel Request (with costings) through SAP Concur.  

Requests will be reviewed and need approval before proceeding with travel bookings, with all requests examined on a case-by-case basis.   

This is in line with usual Business Travel policy allowances, with funding limited to:- 

Travel:  

• Economy Return flights from Jeddah 

• Taxi/Bus transportation provided for Jeddah Hackathons & Competitions by Student Affairs. 

(If students fail to make the arranged taxi/bus booking or flight, then any subsequent booking is to be arranged personally and at their own cost) . 

• All Ground transportation for other locations is self-financed and arranged.   

Accommodation: Standard hotels rates permitted (for 3* hotel bookings) 

Per Diem: Student Daily allowance for meals/incidental expenses 

Visa application (if applicable): Standard visa service and fees only permitted. 

[To note, travel is permitted the day before the competition and returning the evening of the competition’s completion] 

This relates to any express service visa processes (if applicable), Business class flights, 4/5* hotel accommodation, personal extensions to the trip duration, and non-essential expenses, all of which are not permitted under this funding framework. 

All approved student travel requests and bookings need to be made through the University/KANOO Travel Agency. In advance of these bookings, please contact Student Affairs for details of the relevant Cost Center and Pocket ID.  

All student travel undertaken must strictly comply with the University’s Business Travel Policy.

Student Affairs will not undertake travel bookings for students, nor process reimbursements for any bookings or costs incurred outside of this policy and timeframes.