Childcare Reimbursement Program for Graduate Student Employees

Effective Winter 2023, each Academic Student Employee (ASE) and/or Graduate Student Researcher (GSR) with one or more eligible appointment shall receive up to $1,350 per quarter for expenses incurred during the ASE’s or GSR’s appointment period during the academic year and a maximum reimbursement of $1,350 for all of Summer Session. On October 1, 2023, the reimbursement amounts will increase to $1,375 per quarter (or fiscal quarter). On October 1, 2024, the reimbursement amounts will increase to $1,400 per quarter (or fiscal quarter).

See eligibility and application details below. Detailed eligibility information is available on the Graduate Division website at graduate.ucsf.edu/childcare.

Eligibility Criteria

  1. Be a registered PhD student
  2. Have qualified dependent: child in custody, age 12 or under on July 1
  3. One of the following must be true:
    1. Have at least a 25% ASE Appointment for the quarter in which eligibility is sought.
    2. Have a GSR appointment or a combined GSR and ASE appointment of 25% for more for the quarter in which eligibility is sought
    3. Be a full-time PhD student registered at UCSF in a graduate academic program.

Application Process

One-time Documentation:

All students (represented and non-represented) are required to submit one-time proof of dependency for each dependent. Students can submit a copy of U.S. Passport for dependent or copy of birth certificate for dependent. These should be securely uploaded to the financial aid portal.

Quarterly Documentation:

In addition to the one time documentation, students must also submit the following quarterly:

  •  Please note that there are two separate forms for represented and non-represented students. Students should only complete one form.
     
  • ASE/GSR represented by the UAW

    In an email to [email protected], please include the following for each term you are requesting a reimbursement for:

    1. Completed ASE/GSR form
    2. A receipt or invoice that shows proof of payment for reimbursement
  • Non-represented PhD Students

    In an email to [email protected], please include the following for each term you are requesting a reimbursement for:

    1. Completed Non-Represented PhD student form
    2. A receipt or invoice that shows proof of payment for reimbursement

Deadlines

  • GSRs must submit no later than 30 days after the end of the term.
  • ASEs should submit no later than 30 days after the end of the term but no later than the last day of the following term.

You may reference the academic calendar for term dates.

Disbursement

Once all forms and verifying documentation has been received, students will be issued payments via direct deposit within 7-10 business days.