In January 2022, we shared information to clarify the University’s current policies and processes related to dependent care reimbursement. This was in response to some external funding agencies, such as the NIH, making certain types of dependent care expenses allowable on sponsored projects with the appropriate supporting documentation and subject to dollar limits that are unique to each funding agency and award.
While University Policy FN28 generally excludes dependent care reimbursement, that Policy does allow for exceptions. In accordance with that Policy, the University has granted an exception to permit reimbursement where allowable, under certain sponsored projects. Additionally, a committee has been created to review University Policy FN 28, including the rules regarding the University’s reimbursement of dependent care expenses, and recommend a revised permanent policy.
After continued discussions related to coordinating externally funded dependent care reimbursements with Care.com, the following are additional clarifications regarding the processes for these types of reimbursements:
- If externally sponsored award funding is not available: Care.com is available to University employees. Review the Office of Human Resources (OHR) website for full details about Care.com.
- Individuals with external funding for dependent care: may choose to use either their external funding or Care.com, as long as reimbursement requests submitted to all funding sources do not exceed 100% of the dependent care expense receipt. This means that if allowable, part of the expense may be submitted for reimbursement against a sponsored project, and part may be submitted to Care.com.
- Dependent care expenses on externally funded awards from federal and non-federal sources will be permitted according to sponsor/donor guidelines. Federal sources allow expenses that are allowable, reasonable, and allocable. Compliance with the terms and conditions of each award and documentation requirements of individual externally funded awards are the responsibility of department research grant/gift administrators, which might include proof of sponsored project funding, receipt of expense incurred, and/or provider license.
- Visit this page for full details about dependent care reimbursement, including a flow chart outlining the reimbursement process through Concur.
- Care.com co-payments can be reimbursed using externally sponsored award funding through the Concur process outlined in this flow chart.
If you have any questions about submitting dependent expenses that are associated with an externally funded award via Concur, please contact Purchase, Pay & Travel Customer Service.
For questions related to Care.com, please contact OHR.