Academic Student Employee and Graduate Student Researcher Childcare Reimbursement Program - Fact Sheet - For UAW-represented Student Employees

Oct 2, 2026

Uploaded by Rowan

Program fact sheet outlining UC eligibility and reimbursement rules for UAW-represented Academic Student Employees (ASE) and Graduate Student Researchers (GSR). Effective January 1, 2023, eligible employees receive up to $1,350 per quarter or $2,025 per semester (with scheduled increases in 2023–2024), including summer-session conditions. Reimbursement is paid via payroll as taxable earnings and requires submitting UBEN 254 with childcare provider receipts by campus deadlines within set term limits.

LanguageEnglish

CategoryHealthcare

FormatPDF

Pages6

Reading Time15 min

AccessFree to download

Program Overview

Eligibility

Reimbursement Process

Submitting a Reimbursement Form

Frequently Asked Questions

Age Limit for a Qualified Dependent

Age Verification

Definition of Applicable Childcare Provider

Academic Student Employee and Graduate Student Researcher Childcare Reimbursement Program For UAW-represented Student Employees Fact Sheet: Academic Student Employee and Graduate Student Researcher Childcare Reimbursement Program University of California Academic Student Employees (ASE) and Graduate Student Researchers (GSR) represented by the United Auto Workers (UAW) are eligible for reimbursement of some childcare expenses through a program established in the ASE and GSR collective bargaining agreements between UC and the UAW. The program described below is effective January 1, 2023. Overv iew, Eligibility Overview PROGRAM OVERVIEW Effective January 1, 2023, each eligible ASE may receive up to $1,350 per quarter or $2,025 per semester for expenses incurred during the appointment period during the regular academic year. Each eligible GSR may receive up to $1,350 per fiscal quarter (as defined in the collective bargaining agreement) . An employee must have a valid appointment for a minimum of 25 percent time for the duration of the term for which reimbursement is submitted. On October 1, 2023, the reimbursement amounts will increase to $1,375 per quarter (or fiscal quarter) or $2,062.50 per semester. On October 1, 2024, the reimbursement amounts will increase to $1,400 per quarter (or fiscal quarter) or $2,100 per semester. In addition, an ASE who meets the standard eligibility criteria fora summer session appointment in 2023 can be reimbursed up to $1,350 for eligible expenses incurred during the summer session terms. The $1,350 maximum applies regardless of the number of summer terms an ASE may work in a calendar year. For summer 2024, the amount will increase to $1,375 . To be eligible for reimbursement during the summer term, the ASE must also be a registered student in the regular academic terms preceding and following the summer session appointment. GSRs who are employed for the equivalent of a fiscal quarter during the summer (defined as July 1-September 30) are eligible to receive up to $1,350 in 2023 and $1,375 in 2024. Eligibility ELIGIBILITY An eligible ASE or GSR is a registered student with at least a 25 percent appointment who has (a) qualified dependent(s) . For the purposes of this program, qualified dependents are children in the custody of the ASE/GSR who are 12 years old or under as of July 1st for the following fiscal year which includes the current summer session and the new academic year. 3 Reimbursement REIMBURSEMENT PROCESS The childcare reimbursement is paid through payroll as taxable earnings to the ASE/GSR. At the end of a quarter or a semester, or when the maximum reimbursement amount has been reached during the term, the employee completes an Academic Student Employee (ASE) and Graduate Student Researcher (GSR) Childcare Reimbursement Program (UBEN 254) and submits it with applicable childcare provider receipt(s) to their hiring department’s personnel officer. The UBEN 254 form is available on UCnet ([ucnet. universityofcalifornia.edu/forms/pdf/uben-254](ucnet. universityofcalifornia.edu/forms/pdf/uben-254) . pdf) . SUBMITTING A REIMBURSEMENT FORM Reimbursement requests for expenses must be submitted after the expenses are incurred. Reimbursement requests should be submitted via the UBEN 254 form based on campus-specified deadlines but no later than the last day of the following term. The employee will be required to certify on the reimbursement form that the expense is not being claimed under both the ASE/ GSR Childcare Reimbursement and the ASE/GSR Dependent Care programs. GSRs 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 254 is submitted, the hiring department’s personnel office certifies that the form is complete, that the employee has/had an appropriate appointment, and that the

FAQs

What are the maximum reimbursement amounts for eligible ASE and GSRs?

Effective January 1, 2023, each eligible ASE may receive up to $1,350 per quarter or $2,025 per semester, while each eligible GSR may receive up to $1,350 per fiscal quarter. Amounts increase on October 1, 2023 ($1,375/$2,062.50) and October 1, 2024 ($1,400/$2,100).

What qualifies a dependent child under this program?

Qualified dependents are children in the custody of the ASE/GSR who are 12 years old or under as of July 1 for the following fiscal year that includes the current summer session and the new academic year.

How and when must reimbursement requests be submitted?

Reimbursement requests must be submitted after expenses are incurred using the UBEN 254 form with applicable childcare provider receipt(s), following campus-specific deadlines but no later than the last day of the following term. After submission, the hiring department certifies the form’s completeness and attached documentation.

Oct 2, 2026

Uploaded by Rowan