Clinical Travel Funding

Office of Clinical and Pro Bono Programs (OCP)
Wasserstein Hall, Suite 3085
6 Everett Street
Cambridge, MA 02138

617-495-5202

Students traveling abroad for a winter independent clinical project should apply for a Winter Term International Travel Grant through International Legal Studies.

Local Travel to Clinical Placements

Reasonable student travel expenses that are required to complete clinical obligations for academic credit will be covered, but Independent Clinical travel funding is by application and not guaranteed. In-House clinics manage their own processes for student travel and will share with enrolled students their procedures for funding closer to the beginning of the semester. The Office of Clinical and Pro Bono Programs (OCP)  will pay for reasonable local travel expenses for student clinical practice in most externships. OCP will reach out to students enrolled in local externships and approved local independent clinicals before the semester with a short survey to confirm your travel plans and allocation – do not submit the application below.

For local travel for clinical work in the Boston area, students will likely be provided a pre-paid MBTA subway/bus Charlie Card. In most cases of public transportation to the clinical placement, the total cost of round-trips per week will be less expensive than a semester-long pass so students will not be reimbursed for the full amount of a semester-long pass.  You may have other transportation needs for a pass, but it is not advised to purchase a MBTA semester-long pass solely for travel to a clinical placement. Public transportation should be used in most cases, unless an alternative form is deemed necessary after consideration of time, safety, and cost-effectiveness. In those cases, you might be added to a clinic’s Zipcar account or reimbursed for using your personal car.

Domestic Travel Funding Outside the Boston Area

Application Deadlines

Note: These deadlines are for independent clinical funding applications and externships outside of the Greater Boston area for winter term. There is no travel funding available for independent clinical placements in fall or spring. Externship students should apply within 48 hours of placement notification. Early applications are encouraged to secure best travel pricing.


Winter 2025: October 27, 2024 (11:59pm)

How Does it Work?

Students submit online applications for funding from the Office of Clinical and Pro Bono Programs (OCP). OCP will confirm approved funding amount. Students make their own travel arrangements and submit final receipts and expense tracking. OCP will process a travel grant for up to the awarded amount based on receipts. Students must be set up in Buy2Pay first to receive a check or Zelle direct deposit. We encourage students going to the same city to house together and share resources.  Students should note extenuating circumstances or accommodations in the application.

Estimated Costs for Common Cities

OCP has estimated reasonable costs for travel and housing to several major U.S. cities for the entire winter term.  Externship students traveling to these cities can receive up to these amounts in each category if traveling for the entire winter term. For independent clinical students, the $1,000 and $2,000 caps still apply within these total amounts.

All students must still submit an application. For these common cities, you do not need to submit estimated expense amounts or upload documentation for initial approval, but you will need to submit final receipts and documentation.  If you do not use the entire amount in each category, you will only receive a grant for what you actually spent up to the maximum amount in that category.

If you will be traveling to a city not listed here, you must submit the online application form and upload documentation detailing your anticipated expenses and funding request.

  • Austin, TX: roundtrip travel from Boston $350, housing $1750, local bus or only if needed rental car $900= $3000 total
  • Los Angeles, CA: roundtrip travel from Boston $375, housing $2500, local bus or subway or only if needed rental car $900 = total $3775
  • Miami, FL: roundtrip travel from Boston $275, housing $2000, only if needed rental car $900 = total $3175
  • Philadelphia: roundtrip travel from Boston $150, housing $1800, local bus or subway $175 = total $2125
  • New York, NY: roundtrip travel from Boston $150, housing $2800, local bus or subway $125= total $3075
  • Washington, DC: roundtrip travel from Boston $200, housing $1800, local bus or subway $200= total $2200

Winter Term Independent Clinical

Independent clinical students may apply for winter term independent clinical domestic funding once. If students are contemplating applying for two Winter Term domestic independent clinical placements, please plan accordingly.

Students receiving HLS financial aid – defined as being eligible for and receiving at least $20,500 in the form of an educational loan certified by Student Financial Services office, or the equivalent for international students, are eligible to receive funding up to $2,000 to cover the costs of travel and housing.

Students who are not receiving any HLS financial aid are eligible to receive funding up to $1,000.

Generally, students are NOT eligible for travel funding to get from Cambridge to home or anywhere else students may be going for the winter holiday break. Students may apply for reasonable daily commuting transportation costs to their placement.

Winter Term Externship

Students enrolled in a winter term externship clinic may submit the funding application to cover the costs of reasonable travel expenses associated with the winter term placement outside the Boston area. Students’ financial need is considered when reviewing funding requests.

Generally, students are NOT eligible for travel funding to get from Cambridge to home or anywhere else students may be going for the winter holiday break. Students are eligible for funding for reasonable daily commuting transportation costs to their placement.

Fall or Spring Externship

Externship clinic students who are engaged in remote/hybrid placements in the fall or spring may apply for funding for short-term visits related to their work only with prior approval from Dana Pierce in the Office of Clinical and Pro Bono Programs and subject to funding availability. There is no funding available for fall or spring independent clinical travel outside the Boston area.

Before Submitting an Application:

Students should research and document travel and housing costs in advance of applying for funding. Requests should be reasonable in terms of time and safety and necessary for the completion of the project. Students should pay careful attention to the relevant requirements and be sure to leave enough time to obtain the necessary documents to upload in the application. You must login with a Microsoft Office account to submit the funding application – Your @hlsclinics.org email login provides access. See ITS if you need assistance with your Microsoft Office 365 account.

Submit Funding Application

Steps to Apply and Receive Funding

  • Review Funding Criteria

    In reviewing funding requests for domestic independent clinicals, OCP considers the following:

    • The merit of the project,  thoughtfulness and clarity of the proposal, and the necessity of travel in order to complete the project;
    • The relationship of the proposed budget to the outlined project;
    • The reasonableness of the funding request and evidence provided (e.g., Public transportation should be used for local travel, and other forms of transportation will only be considered if public transportation is not accessible);
    • The availability of funds and student’s financial need.

    In reviewing funding requests for externship clinicals, OCP considers the following:

    • The relationship of the proposed budget to the clinical work required;
    • The reasonableness of the funding request and evidence provided (e.g., Public transportation should be used for local travel, and other forms of transportation will only be considered if public transportation is not accessible)
    • The student’s financial need.
  • Review Eligible Expenses

    TRAVEL FROM BOSTON TO PLACEMENT

    • Students are generally NOT eligible for funding if the students’ placements are located in their home region or anywhere else students may be going for the winter holiday break.
    • If travel does not originate in Boston and is more expensive than traveling from Boston, we will fund the portion of the fare equivalent to the fare from Boston. If travel does not originate in Boston and is less than the cost of traveling from Boston, we will fund the lesser amount.
    • Air, train, and bus fare may be eligible for funding.
      • For air travel, only economy-class airfare with one bag can be requested (Miles or upgrades are ineligible).
    • Travel to/from the airport/station is not eligible for funding (taxi, shuttle, car sharing service, train, etc.).
    • Students using their own car for travel to/from their placement may be eligible for a mileage reimbursement up to account for gas and wear and tear on the car.  Please consult the current GSA mileage reimbursement rate to calculate the expense.  Gas is an ineligible expense for students using their own vehicle.

    HOUSING

    Students are responsible for finding their own housing (some options include extended family, friends, local universities, churches, hostels, hotels, or apartment rentals). Housing incidentals (utilities, groceries, etc.) are not eligible for funding, even if you receive free/low-cost housing from family or friends.

    DAILY COMMUTING DURING PLACEMENT

    Students may apply for reasonable transportation costs if commuting to their placement.

    • Students may request funding for daily, weekly, or monthly public transportation bus and subway passes.

    RENTAL CARS, GAS, & PRIVATELY OWNED VEHICLES

    Other forms of commuting are not funded unless frequent travel is necessary as part of the project (e.g. prison visits) and public transportation is not available in the area.

    • For rental cars, please be sure to estimate/document the cost, explain the need, and provide the route if you were to take public transportation in the “Rental Car Expense” section of the funding application. Students must book using the Harvard University preferred vendors with business insurance coverage. Be sure your estimated cost includes taxes, insurance, and fees. Gas is an eligible expense when using a rental car.
    • Students using their own car for travel to/from their placement may be eligible for a mileage reimbursement up to account for gas and wear and tear on the car.  Please consult the current GSA mileage reimbursement rate to calculate the expense.  Gas is an ineligible expense for students using their own vehicle.
  • Submit Funding Application and Financial Aid Waiver by Deadline

    The funding application includes a waiver allowing OCP to access student financial aid records from Student Financial Services. Final funding decisions are at the discretion of OCP.

  • Accept Your Funding

    Winter funding decisions will go out via e-mail after review. Students should read this e-mail carefully.

    To accept this funding, students must officially reply to the email acknowledging the Grant Terms.

     

  • Set up a Buy2Pay Profile

    You will need a current Harvard Buy2Pay financial system vendor profile. You can elect to receive your payment by check or through Zelle as a direct deposit. Zelle is strongly recommended as it is much faster. Look for an automated email invitation from the Harvard Buy2Pay system after your funding application has been approved with a link and instructions.

    If you have an existing Buy2Pay profile, you will be asked to update it.

  • Submit Receipts and Other Documentation by January 31

    Students must submit their receipts along with the expense tracking spreadsheet according to the instructions provided in the funding award email. The deadline to submit receipts for winter term is January 31.

    You must submit receipts for all expenses. A simple Venmo screenshot is not acceptable.

    For travel, submit an air, bus, train, or rental car receipt.  Documentation for online booking or purchases must be a receipt and not an itinerary or booking reservation confirmation. A receipt should include all required information:

      • Passenger name
      • E-ticket or ticket number with proof of payment
      • Itinerary
      • Class of service (which should appear on an itinerary or ticket confirmation) First class is not an allowable expense.
      • Total amount paid
      • Payment type (credit card, cash)
    • If driving to and from your placement in a personal car, please indicate the total miles driven and calculate your reimbursement using the appropriate GSA rate and a Google Map.
    • For housing, submit a sublet contract, official agreement, hotel folio, or other form of receipt that includes:
      • Name of parties
      • Location
      • Total amount paid
      • Dates of occupancy
    • For public transportation, gas, and tolls, submit receipts.

    Students should expect to receive a check in the mail from Harvard central finance approximately four weeks after receipts are submitted or sooner if by Zelle direct deposit.

  • Important Information for International Students

    If you are an international student, please note that Harvard University uses an online program designed to collect tax-related information from international payees via a secure internet site, called Sprintax Calculus. This system will classify international individuals and entities for U.S. tax purposes and determine appropriate tax withholding and tax treaty eligibility (if applicable). To this extent, please note that the final grant check amount may be less than the initial grant funding amount awarded by OCP.  The process to get set up in Sprintax takes time and could delay your grant check so please act quickly in setting up this profile via Buy2Pay.