For Postdoctoral Scholars at UC San Diego, balancing a demanding career with family responsibilities is a significant consideration. Recognizing this, the university provides robust support through its Care Program Ucsd, encompassing both Childcare Reimbursement and Dependent Care Flexible Spending Account (DepCare) programs. These initiatives, established under the PX Collective Bargaining Agreement, aim to ease the financial burden of childcare, ensuring postdocs can focus on their research and academic pursuits. This guide will walk you through each program, eligibility criteria, and how to access these valuable benefits.
Understanding the Dependent Care Flexible Spending Account (DepCare FSA)
The Dependent Care Flexible Spending Account (DepCare FSA) is a pre-tax benefit program sanctioned by the federal government, designed to help employees allocate funds for eligible dependent care expenses. By enrolling in DepCare FSA, you can set aside a portion of your pre-tax income to cover childcare costs, effectively reducing your taxable income and increasing your take-home pay.
Effective Date: January 1, 2023
Eligibility: This program is available to Postdoctoral Scholar-Employees (titles 3252, 3255, 3256) holding at least a 50% time appointment.
Benefit: Eligible postdocs can contribute up to $5,000 per calendar year to their DepCare FSA. This contribution is made through pre-tax payroll deductions, offering substantial tax savings.
Further Information: For comprehensive details about the DepCare FSA, including eligible expenses and enrollment procedures, please visit the official UC Net resource: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/other-benefits/flexible-spending-accounts/depcare-fsa.html
Exploring the Childcare Reimbursement Program
The Childcare Reimbursement Program at UCSD offers direct financial assistance to eligible Postdoctoral Scholars to offset childcare expenses. This program recognizes the diverse needs of postdoc families and provides reimbursement for both general childcare and professional travel-related childcare costs.
Program Highlights
Effective from October 1, 2023, this program allows eligible Postdoctoral Scholars to receive up to $2,500 per calendar year in childcare reimbursement. This amount is set to incrementally increase each year, demonstrating UCSD’s ongoing commitment to supporting postdoc parents:
- October 1, 2024: Reimbursement cap increases to $2,600
- October 1, 2025: Reimbursement cap increases to $2,700
- October 1, 2026: Reimbursement cap increases to $2,800
It’s important to note that expenses cannot be claimed under both the Childcare Reimbursement Program and the Dependent Care FSA. You must choose the program that best suits your needs for each specific expense.
This program is governed by Article 37 of the UC-UAW Postdoctoral Scholars (PX) Collective Bargaining Agreement. While this guide provides an overview, the CBA remains the definitive source of information.
Eligibility for Childcare Reimbursement
To be eligible for the Childcare Reimbursement Program, your dependent children must be 12 years of age or younger at the time the childcare expense is incurred and reside in your home. This definition includes foster children, adopted children, and children in part-time living arrangements.
Reimbursement Process and Deadlines
To receive reimbursement, Postdoctoral Scholars must submit documentation of eligible expenses within specific quarterly periods and by the corresponding deadlines:
| Dates Expenses Incurred | Submission Deadline Date |
|---|---|
| October 1 – December 31 | January 31 |
| January 1 – March 31 | April 30 |
| April 1 – June 30 | July 31 |
| July 1 – September 30 | October 31 |
Reimbursement requests should be submitted using the Postdoctoral Scholars Childcare Reimbursement form (UBEN 255). The reimbursement is processed through payroll as taxable income. Unused funds cannot be rolled over to the next year, so it’s crucial to plan and submit your claims within the designated timeframes.
Submitting Your Reimbursement Form: A Step-by-Step Guide
To successfully submit a reimbursement claim, follow these steps through the Office of Postdoctoral Scholar Affairs (OPSA):
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Gather Documentation: Collect all necessary documents, including:
- Childcare provider’s license
- Proof of payment (receipts)
- Child’s birth certificate or passport (for age verification)
- Proof of residency
- For professional travel reimbursement, documentation of approved travel.
Alt text: A friendly childcare provider interacts with young children in a bright and engaging daycare setting.
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Complete Form UBEN 255: Download and complete the Postdoctoral Scholar Childcare Reimbursement form (UBEN 255). Save the completed form as a PDF.
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Email Submission: Submit your request packet, including the UBEN 255 form and all supporting documents, via email to [email protected].
- Subject Line: Use “Postdoc Childcare Reimbursement” as the email subject.
- Email Body: Clearly indicate whether your request is for “Eligible Childcare Provider” and/or “Professional Travel Childcare Expense Program.” Include any additional information that might support your request.
- Attachments: Attach the completed UBEN 255 form and all required receipts and documentation.
Once OPSA receives your request, you will receive a confirmation email. Approved reimbursements are typically processed within 30 calendar days and paid through UC Path.
Professional Travel Childcare Expense Program: Support During Travel
Recognizing the added childcare costs that can arise during professional travel, the Professional Travel Childcare Expense Program is a valuable component of the Childcare Reimbursement Program. This program can be used to offset various childcare expenses incurred while you are on approved professional travel, such as:
- Additional childcare at home during your travel.
- On-site childcare at your travel destination.
- Transportation costs for a child and/or caregiver to your travel location.
- Accommodation and food for a caregiver accompanying you to care for your child during travel.
- Costs associated with shipping expressed breast milk home while traveling.
To utilize this program, ensure your professional travel is pre-approved and adheres to Article 28 of the collective bargaining agreement regarding travel reimbursement.
Frequently Asked Questions about UCSD Childcare Programs
What is the age limit for a qualified dependent?
Children must be 12 years or younger at the time the expense is incurred to qualify under the Childcare Reimbursement program.
How is a child’s age verified?
Proof of birth, such as a birth certificate or passport, along with identification confirming the child as a dependent, is required for age verification.
What defines an applicable childcare provider?
A qualified childcare provider must possess a valid Tax ID or Social Security number. Centers caring for six or more non-resident dependents must comply with state and local licensing and regulations. Reimbursement is not provided for care by a spouse, your child under 19, a household member, or someone you claim as a dependent.
Alt text: A joyful mother and child share a playful moment in a sunny outdoor environment, highlighting the importance of family time.
Are summer camps eligible childcare programs?
Yes, if the summer program meets the criteria of an applicable childcare program, it is eligible for reimbursement. You are responsible for providing the necessary documentation.
Is the childcare reimbursement taxable?
Yes, as per IRS regulations, childcare reimbursements are considered taxable earnings and are processed through payroll.
Why is the reimbursement taxable?
The Childcare Reimbursement Program doesn’t meet the IRS requirements for non-taxable dependent care assistance programs, hence it is treated as taxable income.
Can I claim the childcare credit on my tax form?
Consult with a tax advisor to determine your eligibility for claiming the childcare tax credit.
What if my external funding also provides childcare reimbursement?
If you receive childcare reimbursement from an external grant or fellowship, it will be deducted from the UCSD program allowance. If the external funding exceeds the UCSD program amount, you will receive the full external funding and will not be eligible for the UCSD Childcare Reimbursement Program.
How will I receive my reimbursement?
Reimbursements are processed through payroll and issued in your usual payment method (direct deposit or paper check). If processed after your active employment ends, reimbursement will likely be via paper check.
Does the childcare reimbursement program affect my Dependent Care FSA limit?
No, participation in the Childcare Reimbursement Program does not reduce your maximum contribution limit for the Dependent Care FSA, as the reimbursements are treated as taxable wages.
Resources and Contact Information
For any further questions or assistance, please reach out to the UCSD Office of Postdoctoral Scholar Affairs (OPSA) via email at [email protected]. They are your primary point of contact for navigating the care program ucsd and ensuring you receive the support you are entitled to.
By leveraging these valuable resources, Postdoctoral Scholars at UCSD can effectively manage childcare costs and focus on their critical research and academic endeavors.
