Externship Clinic Travel Funding

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.

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 and codes with business insurance coverage. Be sure your estimated cost includes taxes, insurance, and fees. Gas is an eligible expense when using a rental car.  Use AAA gas calculator to estimate your cost.
• Students using their own car for travel to/from their placement may be eligible for a mileage reimbursement to account for gas plus wear and tear on the car.  Please consult the current GSA mileage reimbursement rate to calculate the expense.  Gas receipts from a gas station are an ineligible expense for students using their own vehicle.

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.

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.

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.

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.

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.