2025-2026Tech for Change Hackathon Grant Management Form. Please use it to file the mid-grant and final project report. 

Honorariums or Stipends

There are times that PITUN will process honorariums for specific events, and this is the formal process PITUN must utilize to process honorariums through our fiscal agent, New Venture Fund. Specific forms are required to process an honorarium and are listed below:

• NVF Electronic Funds Transfer Form
• NVF International Wire Transfer Form
• W-9 for U.S. Residents
• W-8 for International Residents

NVF requires account verification in addition to the EFT form. You must submit a copy of a voided check, a redacted bank statement that verifies the account information, or a bank authorization on bank letterhead. 

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Travel Reimbursement and New Venture Fund Travel Reimbursement Policy

Requests for reimbursement must be submitted by December 1, 2026, by 5:00 pm EST.

A receipt must accompany any expense for which you request reimbursement.  All receipts must be submitted simultaneously. 

Terms and Conditions: All flights up to the lowest available, most direct, coach class fare (standard economy). We do not intend to have anyone fly red-eye flights when traveling from one coast to the other for a specific meeting or event. Up to the lowest available business class fare for international flights (arriving in a different country than that from which it departed) of more than five hours of actual flight time, including domestic connecting flights. Baggage fees apply to oversized or overweight bags that contain NVF equipment/supplies/materials.

Transportation to and from an airport

The cost of transportation to and from the point of origin of travel is covered under the travel expense policy. We expect a reasonable expense, and it is the project's discretion whether to cover this portion.

Complete these forms for Travel Reimbursement. 

• NVF Expense Reimbursement form
• NVF Electronic Funds Transfer Form
• NVF International Wire Transfer Form
• W-9 for U.S. Residents
• W-8 for International Residents

NVF requires banking account verification in addition to the EFT form. Reimbursement requests without a copy of a voided check, a redacted bank statement verifying the account information, or a bank authorization on bank letterhead will not be processed. 

This form will only be used to send specific information to the New Venture Fund regarding a particular grant, sponsorship, or SOWs .  Please do not use this form unless Brenda Perea, Senior Program Manager, PIT-UN, specifically requested to do so.

Material Needed to Complete a First Report

• A copy of the SOW agreement 
• Answers to the Exhibit B questions. (Questions for exhibit B are found in the ratified agreement.) 
• Summary of progress to date
• Goals and objectives with results to date (progress of activities against project objectives)
• Challenges encountered or lessons learned so far, particularly if progress is not as anticipated
• The original NVF Project Budget Template with the reporting tab filled out. If the finance department has a separate financial sheet, you can upload it instead of the original NVF Project Budget Template.
• Any links or copies of specific deliverables or open educational resources.
• Any links to publications (case studies, reports, papers...) developed out of this work.

Material Needed to Complete a Interim Reports

• Answers to the Exhibit B questions. (Questions for exhibit B are found in the ratified agreement.) 
• Summary of progress to date
• Goals and objectives with results to date (progress of activities against project objectives)
• Challenges encountered or lessons learned so far, particularly if progress is not as anticipated
• The original NVF Project Budget Template with the reporting tab filled out. If the finance department has a separate financial sheet, you can upload it instead of the original NVF Project Budget Template.
• Any links or copies of specific deliverables or open educational resources.
• Any links to publications (case studies, reports, papers...) developed out of this work.

Final reports: due dates indicated in agreement 

1.Narrative report (10 pages maximum), including the following information:a.Goals and objectives, with results achieved

b.Challenges encountered/lessons learned

c.Copies of any publications or media generated as a result of the project

d.As stated in Section VII(B) of the Agreement, the full report must include the following certification:

All Carnegie Mellon University activities conducted with the Grant funds were and are consistent with charitable purposes as set forth in Section 501(c)(3) of the InternalRevenue Code, and Carnegie Mellon University complied with all provisions and restrictions contained in this Agreement, including, for example and without limitation, those provisions relating to lobbying and political activity.

2.Financial report detailing final accounting of budgeted vs. actual expenditures of all grantfunding, including the entire project budget and all sources of revenue and expenditures(including grassroots and direct lobbying expenditures, if applicable), in addition to this Grant.

3.List of all intellectual property and assets purchased or created with the Grant.

There are three separate timelines for final reports depending on the institution receiving the grant funding.

• December 15, 2025 - Grant term ends for UT-Austin and CUNY-Hunter College

Final report due dates are now staggered due to no cost extensions on final financial report generation

• January 30, 2026 Final Reports for UT-Austin and CUNY Hunter College
• April 1 - Grant term ends for OSU
• May 15 Final Reports for OSU
• April 30 - Grant term ends for MUST
• June 15 Final Reports for MUST 

Material Needed to Complete The Final Grant Report 

The requirements for completing the final grant reports can be found in Exhibit B of the RFP and the ratified grant agreement. 

1. a copy of the grant agreement 
2. Answers to the Exhibit B questions. 
3. The original NVF Project Budget Template with the Reporting Tab filled out. If the finance department has a separate financial sheet, you can upload that as well.
4. Any links or copies of specific deliverables or open educational resources.
5. Any links to publications (case studies, reports, papers...) developed out of this work.