The Office of Clinical and Pro Bono Programs provides limited funding to clinical course students who need to travel to their related clinical placements during winter term. This funding is to offset the cost of transportation and housing while off-campus.
How Does It Work?
Students must pay out of pocket and will be reimbursed approximately four weeks after submitting their receipts to the Office of Clinical and Pro Bono Programs. Students will be reimbursed only up to the full amount of their grant award. Students should note that funding is not guaranteed and the full amount requested may not be approved.
Before Requesting Funding:
- Research project costs in advance of applying for funding; and
- Document expenses for which you seek reimbursement.
Follow Steps to Request Funding
Review Funding Criteria
In reviewing funding requests OCP considers the cost of housing and travel to the region of clinical placement as well as student’s financial need.
Review Eligible Expenses
Students traveling to placements in their hometown will not be reimbursed for travel or housing expenses.
Expenses must be reasonable costs that are necessary for the completion of the clinical project and that arise as a direct result of the placement. Expenses must be incurred by the individual student; third-party costs (parent, spouse, etc…) cannot be submitted for funding.
- Air, train, and bus fare are eligible for funding. Fares must be economy-class.
- For air travel, only airfare can be submitted for funding (i.e. no baggage fees, miles, or upgrades).
- 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.
- Taxis, shuttle services, and public transportation are not eligible for funding.
Students are responsible for finding their own housing (some options include extended family, friends, local universities, churches, hostels, 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.
Rental Cars and Gas
If your project requires renting a car, please be sure to explain the need and cost in the Request Form in the “Other Expenses” box. Students should read the Harvard Rental Car Policy for help with estimating the cost of the car rental. For students in rural areas only, rental cars may be submitted for funding consideration if frequent travel is necessary as part of the project (e.g. prison visits) and public transportation is not available in the area. OCP will also reimburse gas once students submit the receipts.
If placement requires significant driving, clinical students should first seek reimbursement from their host organization. If students still have gas expenses, our office will consider requests for reimbursements after all other funding has been awarded.
Reimbursement for students using their own car is at a rate of 54.5 cents per mile, up to $500.
Submit Funding Request Form by October 30, 2018
Important Note: The funding application includes a financial waiver allowing OCP to access student financial records from Student Financial Services. Final funding decisions are at the discretion of OCP. We expect students to use their funding responsibly and for the purposes for which it was awarded.
Deadline: October 30, 2018
Accept your Grant by November 16, 2018
Grant decisions for students who applied for funding will go out via e-mail by November 9, 2018.
Students should read this e-mail carefully. To accept this grant, students must submit the Travel Grant Agreement form and the Vendor Setup Form to the Office of Clinical and Pro Bono Programs by e-mail at firstname.lastname@example.org. International students must submit the Foreign National Vendor Setup Form. The deadline to submit these forms is: November 16, 2018.
How to Receive Your Reimbursement Check
How to Receive Your Reimbursement Check
In order to initiate the reimbursement process, students must submit their receipts along with the expense tracking spreadsheet according to the instructions provided in the grant award e-mail. The deadline to submit receipts is January 31, 2019.
- For travel, submit an air, bus, or train receipt that has your name, itinerary, price, and payment information clearly displayed.
- If driving to and from your project city, please indicate the total miles driven and calculate your reimbursement at the applicable GSA Privately Owned Vehicle (POV) Mileage Reimbursement Rate.
- For housing, submit a sublet contract, official agreement, or other form of receipt that includes (1) name of both parties, (2) location, (3) price, and (4) dates of occupancy.
Students should expect to receive a check from Harvard Financial Services approximately four weeks after receipts are submitted.
If you are an international student, please note that Harvard University has implemented an online program designed to collect tax-related information from foreign individuals via a secure internet site, called Glacier. This system automatically determines the individual’s U.S. tax status, treaty eligibility, and tax withholding rates based on information provided by the foreign national. To this extent, please note that the final reimbursement amount may be less than the grant funding amount awarded by OCP.