While permanent policy changes are under review, the Office of the CFO announced an exception that allows reimbursement for dependent care costs from external funds in accordance to sponsor/donor guidelines. Below are some example scenarios that illustrate how funds could be used.
Example 1:
Taylor is a postdoctoral NRSA fellow and has an infant in a licensed day care center that charges $1755 a month for full-time care. Taylor is eligible to receive $2,500 per year from the NRSA fellowship for eligible childcare expenses. Taylor may file a reimbursement claim in Concur with the subcode 5840 using a similar process for submitting a claim for other expense types. Taylor files a reimbursement claim for $1755 and the next month files another reimbursement claim for $745. As a non-employee, Taylor will receive the reimbursements as checks, once approved by payment processing. Full details on the process are available on the Pay, Purchase and Travel Page.
Example 2:
Morgan is working on a project funded by an NIH grant and has been invited to participate in a conference related to this project. Traveling to attend this conference means Morgan will need 10 hours of additional childcare above and beyond regular childcare needs. Morgan hires a childcare provider at $20 an hour for a total of $200. Because the NIH grant allows additional childcare costs when attending project-related conferences and meetings, Morgan can submit the $200 childcare cost for reimbursement in Concur as a line item in the same expense report with other conference travel costs, using the CC-Restricted (subcode 5840). Full details on process are available on the Pay, Purchase and Travel Page. As an employee, Morgan will receive her reimbursement by direct deposit once approved by payment processing.
Example 3: Using both Care @ Work (Care.com) backup care and a grant
Morgan is a working on a project funded by an NIH grant and has been invited to participate in a conference related to this project. Traveling to attend this conference means Morgan will need 10 hours of additional childcare above and beyond regular childcare needs. A childcare provider from Morgan’s personal network provides care for $20 an hour for a total of $200. Morgan decides to use a Care @ Work (Care.com) backup day and elects the option to be reimbursed by Care.com for up to $125 after the required co-pay, for a maximum of 10 hours of care per backup day. Morgan files the reimbursement request for $125 directly with Care.com, following their processes, and receives a check from them.
Because the NIH grant allows additional childcare costs when attending project-related conferences and meetings, Morgan can also submit the remaining out-of-pocket cost ($75) for reimbursement from the NIH grant in Concur as a line item in the same expense report with other conference travel costs, using the CC-Restricted (subcode 5840). Full details on process are available on the Pay, Purchase and Travel Page. As an employee, Morgan will receive the $75 reimbursement from Pitt by direct deposit once approved by payment processing.
Total cost of provider: $20 / hour * 10 hours = $200
Care.com co-pay: $4 / hour * 10 hours = $40
Care.com reimbursement = Total cost – copay, capped at $125 per day, max 10 h per day. In this example $200-$40 = $160, but Morgan receives $125 from Care.com
Out of pocket cost: $200-$125 = $75