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Program Overview
Effective October 1, 2023, LBNL implemented a childcare reimbursement program for Postdoctoral Scholars. Postdoctoral Scholars are eligible to receive childcare reimbursement up to $2500 per calendar year (January 1 – December 31) for expenses incurred during the Postdoctoral Scholar’s appointment period. Beginning October 1, 2024, the total reimbursable amount will increase by $100 per year as follows:
October 1, 2023 - $2,500
October 1, 2024 - $2,600
October 1, 2025 - $2,700
October 1, 2026 - $2,800
Eligible expenses for 2024, 2025, and 2026 must be incurred on or after October 1st of each applicable calendar year for the increased amount to be applied to the reimbursement.
Eligibility and Requirements
1. Eligible Postdocs must have an active Berkeley Lab Postdoc Appointment in one of the following job codes (R32.1, R32.2, R32.3, R32.4)
2. Qualified dependent(s) include children, who are age 12 or under, as of the date the expense is incurred and living in the home of the eligible Postdoc. (Acceptable verification documents are either the child's birth certificate or passport and identification showing the child is a qualified dependent)
3. Documentation must include receipts from a licensed childcare provider.
4. Documentation for eligible expenses must be submitted by the submission deadline date following the three (3) month period for which childcare reimbursement is sought as specified below:
Dates Expenses Incurred - Submission Deadline Date
October 1 - December 31 Submit no later than January 31
January 1 - March 31 Submit no later than April 30
April 1 - June 30 Submit no later than July 31
July 1 - September 30 Submit no later than October 31
Procedures for Processing Reimbursement Claim
Eligible Postdocs should submit the Postdoc Childcare Reimbursement Form no later than the last day of the month following the quarter in which the childcare expense was incurred. Childcare providers must be licensed in order for expenses to be eligible for reimbursement.
Postdoctoral Scholars will be required to certify on the reimbursement form that the expense is not being claimed under any other program either offered by the university or fellowship program.
The childcare reimbursement is paid through payroll as taxable earnings to the Postdoc as per Internal Revenue Code (IRC) regulations.
Safe Harbor DCP may also be withheld if applicable (if the Postdoc's regular wages are subject to Medicare and Safe Harbor deductions, then this reimbursement would be as well.)
NOTE: Two Postdoc parents cannot claim the credit for the same provider care for an eligible child unless the provider care exceeded the term dollar limit. The second Postdoc parent may claim the additional expense reimbursement.
Process
Complete the UBEN-255 form.
Submit the UBEN-255 and all applicable receipts via Google Form.
Read the Acknowledgement.
Check the box below the Acknowledgement, then Submit the form.
Please email pathways@lbl.gov if you have any questions.
PRIVACY NOTIFICATIONS
STATE
The State of California Information Practices Act of 1977 (effective July 1, 1978) requires the University to provide the following information to individuals who are asked to supply information about themselves.
The principal purpose for requesting information on this form, including your Social Security number, is to verify your identity, and/or for benefits administration, and/or for federal and state income tax reporting. University policy and state and federal statutes authorize the maintenance of this information.
Furnishing all information requested on this form is mandatory. Failure to provide such information will delay or may even prevent completion of the action for which the form is being filled out. Information furnished on this form may be transmitted to the federal and state governments when required by law.
Individuals have the right to review their own records in accordance with Berkeley Lab policy and collective bargaining agreements. Information on applicable policies and agreements can be obtained from hrpolicies@lbl.gov.
FEDERAL
Pursuant to the Federal Privacy Act of 1974, you are hereby notified that disclosure of your Social Security number is mandatory. The University’s record keeping system was established prior to January 1, 1975 under the authority of The Regents of the University of California under Article 1X, Section 9 of the California Constitution. The principal uses of your Social Security number shall be for state tax and federal income tax (under Internal Revenue Code sections 6011.6051 and 6059) reporting, and/or for benefits administration, and/or to verify your identity.
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