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Effective July 1, 2008, a system-wide child care reimbursement policy was established to reimburse ASEs appointed at 25% time or more who have (a) qualified dependent(s). Effective Winter October 1, 2023, each ASE with eligible appointment(s) shall receive up to $1,350 375 per quarter for expenses incurred during the ASE’s appointment period during the academic year and a maximum reimbursement of $1,350 375 for all of Summer Session. 

The Child Care Reimbursement form must be submitted by the student to the hiring department together with appropriate receipts and documentation no later than the last day of the following term.  

Reimbursement Procedure

The For Academic Student Employee (ASE) appointments, the student’s hiring department/program will be responsible for processing the Child Care Reimbursement forms.  Form and receipts should be kept by the student’s hiring department in the student's employment file for ASE’s, and kept by the student’s academic home department/program in the student's employment file for GSR’s. The submitted to the hiring department.  The hiring department should complete the data entry in UCPath. The funding for the reimbursement should be provided by that hiring department. The student should be notified once the reimbursement has been processed.

Form and Fact Sheet can be found on the Division of Graduate Education and Postdoctoral Affairs website.

Child Care Reimbursement Program FAQ is included in the above sheet.

See also: Common Scenarios to Navigate in UCPath

Effective Fall 2013, students employed as Graduate Student Researchers (GSRs) at 25% time for an entire quarter will be eligible for reimbursement of qualifying childcare expenses.  Effective Winter October 1, 2023, each GSR with eligible appointment(s) shall receive up to $1,350 375 per quarter for expenses incurred during the GSR’s appointment period during the academic year and a maximum reimbursement of $1,350 375 for all of Summer Session.The academic home department/program covers the cost of GSR child care reimbursements in terms of setting up the payment; thus, the payment should be set up by the hiring department. Form and receipts should be submitted to the hiring department. The academic home department/program will be subsequently reimbursed by the relevant VC office from discretionary campus funds.

The Child Care Reimbursement form must be submitted by the student to the hiring department together with appropriate receipts and documentation no later than the last day of the following term.

Reimbursement Procedure

For Graduate Student Researcher (GSR) appointments, the student’s academic home hiring department/program will be responsible for processing the Child Care Reimbursement forms (as opposed .  Form and receipts should be submitted to the hiring department in the case of ASE Program).The Child Care Reimbursement Form should be kept by the student’s hiring department in the student's employment file for ASE’s, and kept by the student’s academic home department/program in the student's employment file for GSR’s. .  The hiring department should complete the data entry in UCPath. The funding for the reimbursement should be provided by that hiring department. 

The student should be notified once the reimbursement has been processed.

Form and Fact Sheet can be found on the Division of Graduate Education and Postdoctoral Affairs website. 

GSR Child Care Reimbursement Program FAQFAQ is included in the above sheet.

See also: Common Scenarios to Navigate in UCPath

Effective Fall 2018, students supported by fellowship/traineeship funds at the equivalent of a Graduate Student Reader for at least 25% time plus resident tuition and fees will be eligible for reimbursement of qualifying childcare expenses up to a maximum of $1100 per quarter.

The Child Care Reimbursement form must be submitted by the student to the hiring department together with appropriate receipts and documentation no later than the last day of the following term.  

Reimbursement Procedure

Students will be reimbursed by departments and programs using the same procedures used for stipend payments through the Division of Graduate Education and Postdoctoral Affairs. The Fellow/Trainees’s academic home department will be responsible for providing all required forms, records, and receipts to the Division of Graduate Education and Postdoctoral Affairs.

Form and Fact Sheet can be found on the Division of Graduate Education and Postdoctoral Affairs website.

See also: Common Scenarios to Navigate in UCPath