Childcare Reimbursement & Dependent Care Programs 

The new PX Collective Bargaining Agreement, ratified on December 9, 2022, establishes Childcare Reimbursement and Dependent Care Programs. 

Dependent Care Flexible Spending Account Program (DepCare)

Childcare Reimbursement Programs

Program Overview

Effective October 1, 2023, Postdoctoral Scholars actively employed in all titles covered in the Recognition Article of the UC-UAW Postdoctoral Scholars (PX) Collective Bargaining Agreement are eligible to receive Childcare Reimbursement of up to $2,500 per calendar year (January 1 – December 31) for expenses incurred during the Postdoctoral Scholar’s appointment period for the following reasons:

1. Eligible Childcare Provider reimbursement; and
2. Professional Travel Childcare Expense Program.

Beginning October 1, 2024, the Childcare Reimbursement Program shall increase by $100 each year as follows:

• October 1, 2024: $2,600
• October 1, 2025: $2,700
• October 1, 2026: $2,800

A Postdoctoral Scholar cannot submit receipts for the same expense to the Childcare Reimbursement Program (including the Professional Travel Childcare Expense Program) and the Dependent Care Flexible Spending Account (FSA) program.

The benefits described in this document follow the parties agreement in the collective bargaining agreement (CBA) Article 37 – Childcare Reimbursement and Dependent Care Programs. The CBA is the controlling document and this website is not meant to replace or contradict the language that is contained in the CBA or applicable University policy and is not a substitute for reviewing contract articles carefully. This guidance will be interpreted as consistent with the CBA and, in the event of a conflict, the language of the CBA or applicable policy control.

Eligibility

For the purpose of this Program, qualified dependents shall include children who are age 12 or under as of the date the expense is incurred and who are living in the eligible Postdoctoral Scholar’s home. This is inclusive of foster or adopted child(ren) or part-time living situations.

Reimbursement

The Postdoctoral Scholar (Postdoc) must submit documentation for eligible expenses incurred within quarterly date ranges, shown below, by specific deadlines in order to receive reimbursement.

Reimbursement requests for expenses must be submitted after the expenses are incurred.

Reimbursement requests should be submitted using the Postdoctoral Scholars Childcare Reimbursement form (UBEN 255) through our campus process (see instructions below).

The childcare reimbursement is paid through payroll as taxable earnings to the Postdoc. Unused childcare reimbursement funds do not rollover.

General Guidance On Submitting A Reimbursement Form

The Postdoctoral Scholar must present qualifying documentation to the Office of Postdoctoral Scholar Affairs (OPSA), the designated campus office:

• The Postdoctoral Scholar will present receipts from a licensed childcare provider.
• Such receipts must show childcare expenses incurred during the Postdoctoral Scholar’s employment at the University over the three-month period as described in the chart above.
• The designated campus office shall process the reimbursement no later than thirty (30) calendar days from the date the Postdoctoral Scholar submits for reimbursement.

Postdocs will also need to certify that they are not receiving a childcare reimbursement through an external training grant or fellowship in excess of the amounts provided for in the collective bargaining agreement.

Once a UBEN 255 form is submitted, OPSA certifies that the form is complete, that the employee has/ had an appropriate appointment, and that the applicable documentation is attached.

A Postdoc who is eligible for the Dependent Care FSA program cannot submit receipts for the same expense for both Childcare Reimbursement and the Dependent Care FSA program.

The reimbursement will usually be in the same form as the employee normally receives pay (check or electronic deposit). If an employee is no longer actively employed at the time of the reimbursement, then a paper check will be issued.

Professional Travel Childcare Expense Program

The reimbursement amount described in the collective bargaining agreement may be used to offset childcare expenses incurred during professional travel. Examples of such expenses include, but are not limited to, the following:

In order to use the Professional Travel Childcare Expense Program, the professional travel requires pre-approval.

All professional travel must be in accordance with the collective bargaining agreement’s Article 28 – Travel Reimbursement, Section A, including per diem travel caps, reasonable expenses, and documentation.

UCSD Campus Submission Instructions

1. Collect required information and documentation. Examples of documentation are:
   1. Childcare provider license
   2. Receipt of payment
   3. Child’s birth certificate or passport for age verification
   4. Proof of residence
   5. Completion of approved professional travel
2. Complete the Postdoctoral Scholar Childcare Reimbursement form (UBEN 255) and save as PDF to upload with your request.
3. Submit the request packet (UBEN 255 + required receipts/documentation) via e-mail to OPSA@ucsd.edu
   1. In the e-mail Subject Line, enter Postdoc Childcare Reimbursement
   2. In the body of the email indicate if the reimbursement request is for 1) Eligible Childcare Provider and/or 2) Professional Travel Childcare Expense Program.
   3. Include any additional description or information that would support the request.
   4. Attach the completed UBEN 255 form and applicable receipts/documentation.

Once OPSA receives the request, you will receive an email acknowledging receipt.

Approved reimbursement requests will be submitted to UC Path for payment within 30 calendar days. Time needed to issue the funds will depend on UC Path.

Frequently Asked Questions

Resources

• UCSD Request Submission Instructions (PDF)
• Postdoctoral Scholar Childcare Reimbursement Request Form (UBEN 255) (Link)
• Postdoctoral Scholar Childcare Reimbursement Program Fact Sheet (Link)
• Postdoctoral Scholar (PX) Collective Bargaining Agreement, Article 37 (Link)